PRIVACY POLICY IN RECRUITING


Consulting Engineering Services (CES) is committed to respecting your privacy and protecting your personal data. We define personal data broadly as information that directly identifies an individual or that makes an individual identifiable when combined with other information.

This Recruiting Privacy Policy (“Privacy Policy”) describes how we handle and protect your personal data in connection with CES’s recruiting processes and programs. In case of a conflict between this Privacy Policy and applicable law, applicable law will govern.

This Privacy Policy only applies to the personal data of job applicants, potential candidates for employment or partnership, and those who participate in our recruiting programs and events.

By submitting your personal data to us, you acknowledge that:

  • You have read and understood this Privacy Policy and agree to the use of your personal data as set out herein.
  • You are not required to provide any requested information to us, but your failure to do so may result in our not being able to continue your candidacy for the job for which you have applied.
  • All of your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature. Providing any inaccurate information may make you ineligible for employment.
  • This Privacy Policy does not form part of any contract of employment offered to candidates hired by CES.

Personal data we collect

The types of personal data that we request from you and the ways that we process it are determined by a combination of the requirements of the state in which the role you apply for is located and the state in which you reside.

We usually collect personal data directly from you when you apply for a role with us through our online application process, such as your name, address, contact information, work and educational history, achievements, identity documents, test results, any information that may be required due to legal requirements (e.g. residence or work permits) and other categories of data that you voluntarily decide to share with us. Where permitted by law, we may collect photographs or videos, including those obtained during our recruiting events or as part of the recruiting process itself. If you receive an offer from us, we may then conduct a background check and, to the extent permitted by applicable law, we may also collect data related to criminal offences and proceedings. We also collect similar personal data about you from third parties, such as professional recruiting firms, your references, prior employers, CES employees with whom you have interviewed or who recommended your candidacy, and, to the extent permitted by applicable law, employment background check providers. We may also collect personal data about you online to the extent that you have chosen to make this information publicly available on professional social media websites. For example, we may find your profile on LinkedIn and contact you about suitable roles.

Sensitive personal data is a subset of personal data that includes ethnicity, health, trade union membership, philosophical beliefs, sexual orientation, and other categories as prescribed by law. We may collect sensitive personal data about a candidate to the extent permitted or required to do so by applicable laws (e.g., U.S. equal opportunity laws) and to support our efforts to create an inclusive and diverse work environment. Under limited circumstances and to the extent permitted by applicable law, we may also collect sensitive personal information relating to health and medical characteristics; to address our public health and workplace safety obligations, to provide reasonable accommodation to facilitate the interview process (in case of disabilities) and to protect CES and its employees, clients, and third parties.


Use of your personal data

We collect and use your personal data for legitimate human resources and business management reasons, including:

  • identifying and evaluating candidates for potential employment, as well as for future roles that may become available;
  • maintaining records in relation to recruiting and hiring;
  • ensuring compliance with legal requirements, including those relating to public health and workplace safety;
  • fostering our diversity and inclusion programs and practices;
  • if you receive an offer from us, conducting background checks, including, to the extent permitted by applicable law, criminal history checks;
  • protecting our legal rights to the extent authorized or permitted by law; and
  • protecting the workplace and communicating with medical professionals, law enforcement, or other public authorities in the event of an emergency or public health event, such as when the health or safety of you or one or more individuals may be endangered.

Legal basis for processing your personal data

In some cases, we may process information about you to comply with applicable laws and regulations, such as legally mandated reporting or other legal process related requests. We may also process information about you in the performance and organization of our business and internal management, for example to conduct audits and investigations, for mergers and acquisitions, finance and accounting, archiving and insurance purposes and in the context of dispute resolution.


Background screening

If you receive an offer from us, we may conduct a background check on you or instruct a third party to do so on our behalf. Background screening will only be done where permitted by the law applicable to the location where the position is located and to the extent necessary and proportionate to the role that you are being offered. Our legal basis for background screening is our need to perform precontractual measures related to establishing our employment relationship. If a background screening is required, you may be contacted by a third-party background screening service provider to request authorization for the release of your information, and at that time you will be provided with further information about the process and what personal data it might involve.


Data recipients 

We use third-party service providers to provide a recruiting software system. We also share your personal data with other third-party service providers that may assist us in identifying and recruiting talent, administering and evaluating pre-employment screening and testing, and improving our recruiting practices.

Except to the extent necessary to accomplish the CES uses and purposes described in this Privacy Policy, we do not disclose your personal data to third parties. We maintain processes designed to help ensure that any processing of personal data by third-party service providers is consistent with this Privacy Policy and protects the confidentiality, availability, and integrity of your personal data in compliance with applicable law. 


Automated sorting of applications

In certain jurisdictions, we may use data analytics and algorithms to help us to review the large quantities of candidates and application data that we receive. These algorithms help us prioritize the application review process and sort candidates on the basis of professional characteristics that suggest strengths and capabilities necessary to perform the relevant role.

The automated results are considered in combination with other information about the candidate and each candidate's assessment is based on human judgment. We evaluate each individual candidate on their own merits.

Certain roles may require specific prerequisites or skills (for example, particular professional qualifications or certifications, or number of years in a similar role). Applications that do not meet those requirements may be automatically rejected.


Data retention

If you accept an offer of employment with us, any relevant personal data collected during your pre-employment period will become part of your personnel records and will be retained in accordance with applicable laws.

If we do not employ you, we may nevertheless continue to retain and use your personal data for a period of time for system administration purposes, to consider you for potential future roles, and to perform research, where permitted by law. Thereafter, we retain a minimal amount of your personal data to record your recruiting activity with us.


Security

We use generally accepted standards of technical and operational security to secure your personal data. Only authorized personnel of CES and of our third-party service providers are permitted to access personal data, and these employees and third-party service providers are required to treat this information as confidential. Despite these precautions, we cannot guarantee that unauthorized persons will not obtain access to your personal data.


Your rights

We take reasonable steps that are designed to keep your personal data accurate, complete, and up-to-date for the purposes for which it is collected and used. Depending on your state of residence, in accordance with applicable law, you may have certain rights in relation to our use of information about you, such as the right to request access, correct and update, erase or delete, and obtain a copy of your personal information. 

· Withdraw consent - You may request to withdraw the consent you have previously provided for the processing of your personal information.

  • Delete personal information - You can erase or delete all or some of your personal information.
  • Change or correct personal information - You can edit some of your personal information.
  • Object to, or limit or restrict use of personal information - You can ask us to stop using all or some of your personal information.
  • Right to access and/or receive a copy of your personal information - You can also obtain a copy of some of your personal information.
  • If you would like to exercise your data protection rights regarding your personal data, you can do so by:
  • Contacting us by postal mail at: 811 Middle Street, Attn: HR, Middletown, CT 06457 

Upon receipt of your request to exercise your data protection rights, we will acknowledge receipt within the time period required by applicable law and provide you with information about the next steps in the process and the timing. To help protect your privacy and security, we may take reasonable steps to verify your identity before acting on certain data protection rights, in accordance with applicable law. If you are using an authorized agent to exercise your data protection rights and that agent does not provide a power of attorney with the initial request, we may request further evidence of the agent’s right to act on your behalf, including valid written authorization or contacting you to verify the request.

Please note that applicable laws include exceptions to assertions of data protection rights that may prevent us from providing access to your personal data or otherwise fully complying with your request. If we believe exceptions apply, we will respond to your request to the extent we are able to do so, and we will provide an explanation of the basis for not complying wholly or partially with your request.


Social Media Tools

Our application process allows you to provide us with relevant personal data from information you have on third-party websites (such as LinkedIn, Google Drive and Dropbox). If you choose to incorporate your personal data from third-party websites, it will be used in accordance with this Privacy Policy.


Cookies and other tracking technologies

CES may use first- and third-party cookies and other tracking technologies, including web beacons, to manage our sites and services, to identify you and your interests and remember your preferences. CES may collect information about whether you open or click any links in the knowledge, research, or event communications that we send you. You have options regarding our use of cookies and other tracking technologies.

Some of our online recruiting activities are hosted by third parties. When you access sites operated by these third parties, they may to the extent permitted by applicable law, including your consent to the extent required, and consistent with this Privacy Policy, place their own cookies or other tracking technologies on your device.


Your Responsibilities

You are responsible for the personal information that you provide or make available to CES, and must ensure it is truthful, accurate, and up-to-date in all respects. You must ensure that the information provided does not contain material that is obscene, defamatory, or infringes on any rights of any third party; does not contain malicious code; and is not otherwise legally actionable. Further, if you provide any personal information concerning any other person, such as individuals you provide as references, you are responsible for providing any notices and obtaining any consent necessary for CES to collect and use that information as described in this Privacy Policy. If you provide misleading, inaccurate, or incomplete information or create multiple or redundant accounts, CES may determine you are ineligible for employment and/or ban you from using CES recruiting tools. You understand that this Privacy Policy does not form part of any employment contract you may be offered in connection with your employment.


Filing a Complaint

If you have any complaints regarding our compliance with this Privacy Policy, please contact us. We will investigate and attempt to resolve any complaints and disputes regarding our privacy practices. 


CES Headquarters

CES’s headquarters are located at:

811 Middle Street,

Middletown, CT 06457

(860) 632-1682