Privacy Policy for Job Applicants


Effective Date: 04/14/2025
 

Applies to: All public-facing candidate pages, including careers site, job applications, and interview scheduling tools.

Heartview Foundation (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and safeguard your personal information when you engage with any of our candidate-facing pages—including our careers landing page, job application forms, and interview scheduling pages (collectively, the “Candidate Pages”).

By submitting your personal information through any Candidate Page, you acknowledge and consent to the practices described in this policy.
 

1. Information We Collect

We collect the following categories of information from you:

  • Personal Identifiers: Full name, email address, mailing address, phone number.
  • Application Materials: Resume/CV, cover letter, employment and educational history, and references.
  • Voluntary Demographic Data: Race, gender, veteran status, disability status—if provided voluntarily and where permitted by law.
  • Scheduling and Interview Information: Interview availability, time zone, and communications.
  • Technical Information: Session activity on Candidate Pages.

2. How We Use Your Information

We collect and use your personal information for purposes such as:

  • Reviewing your qualifications and suitability for current and future roles.
  • Communicating with you throughout the hiring process.
  • Scheduling interviews and assessments.
  • Conducting background checks (when applicable and with consent).
  • Complying with legal, regulatory, and reporting obligations.
  • Improving our hiring processes and Candidate Page.

3. Legal Basis for Processing

As a U.S.-based company operating in North Dakota, we process your information based on:

  • Your consent, where required.
  • The necessity of evaluating your application before entering into an employment contract.
  • Our legitimate interests in recruiting qualified candidates.
  • Compliance with applicable legal obligations (e.g., equal opportunity laws, recordkeeping).

4. Sharing Your Information

We may share your personal information with:

  • Internal HR and Hiring Teams who are involved in the recruitment process.
  • Service Providers and Technology Vendors supporting recruitment operations (e.g., application systems, scheduling software, background screening services). These vendors are contractually obligated to protect your data.
  • Government Agencies or Regulators, if required by law or to protect our legal interests.
  • Third Parties During Business Transactions, such as mergers or acquisitions, where legally permissible.

We do not sell or rent your personal information to third parties.
 

5. Data Retention

If you are hired, your information will be retained as part of your employment record. If not hired, we may retain your data for a reasonable period to:

  • Consider you for future roles.
  • Maintain records for compliance purposes.

You may request deletion of your information at any time (see “Your Rights” below).
 

6. Your Rights (North Dakota Residents)

While North Dakota does not have a comprehensive state privacy law like the CCPA, we are committed to transparency and user rights. You may:

  • Request access to the personal information we hold about you.
  • Request correction or deletion of your data.
  • Withdraw your consent (if processing was based on consent).
  • Object to or limit certain data uses.

To exercise these rights, contact us using the information below. We may request identity verification before fulfilling your request.
 

7. Data Security

We use reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, misuse, loss, or alteration.
 

8. Children’s Privacy

Our Candidate Pages are not intended for individuals under the age of 18. We do not knowingly collect personal data from children.
 

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Effective Date" at the top of this page. We encourage you to review the policy periodically.
 

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:

Heartview Foundation
                   101 E Broadway Avenue, Bismarck, ND 58501
                   Email: hr@heartview.org
                   Phone: 701-222-0386