Applicant Privacy Notice

Last Updated: 11 December 2024

This Privacy Notice for Applicants describes how SaaS Labs US, Inc. and its subsidiaries (collectively, “SaaS Labs,” “we,” “us,” and “our”) collect, use, and share personal information during the recruitment process.

What is this Notice for? This Privacy Notice tells you what to expect when we collect and use personal information about you, including the following:

1. How we obtain your personal information;
2. How we use your personal information;3. How and why we share your personal information with others;
4. How long we store your personal information;
5. Your rights;
6. Where we may transfer your personal information;
7. How we keep your personal information secure;
8. Changes to this Privacy Notice; and
9. Further questions and how to make a complaint.

What do you need to do? Please read this Privacy Notice carefully to understand how we control and process your personal information. By engaging with us, you confirm that you have read and understood this Privacy Notice.

Feedback? If you have any feedback on this Privacy Notice, please let us know at: infosec@saaslabs.co

Not Applicable. Please note that this Privacy Notice does not apply to (i) personal information about employees, contractors, or customers or to personal information that SaaS Labs collects for other purposes, which is subject to separate privacy notices, or (ii) any third-party websites and applications that you may use to submit a job application, which is governed by the applicable terms and policies of the third party.

If you are offered and accept a role at SaaS Labs, your personal information collected during the recruiting process will become part of your employee file and will be governed by the SaaS Labs’ Employee Privacy Notice, a copy of which will be provided when you are on-boarded as an employee.

INFORMATION THAT WE COLLECT

We may collect your personal information from sources that include the following:

• Information provided by you: You may voluntarily provide us with your personal information through an online job portal or internal database or by contacting us by email or other means;
• Information collected from other individuals: We may collect your personal information from other individuals, such as our internal employee referral program, or from your references during the recruitment process including current or past employer and/or colleagues;
• Information from public sources: We may collect personal information you submit in public forums, such as information made publicly available on a personal webpage, or public platforms such as LinkedIn or job portals;
• Information from other third parties: We may collect information from external third parties, such as background information provided, contractors, consultants, and recruitment agencies.

We, or the third parties on our behalf, may collect the following personal information during the applicant recruitment process:

• Identification and contact details: This includes information such as your name with title, home and/or postal address, email address, telephone number, and other contact information, your gender, date of birth, nationality, and national identifiers
• Employment History: This includes your resume, CV, cover letter, and/or job application that may contain information about your education, previous job titles and duties;
• Diversity and Inclusion: Where allowed or required by law, this includes information such as ethnicity, gender identity, veteran status, or any disability or accommodation request during the recruitment process;
• Educational Information: This includes degrees awarded transcripts, and other information in support of the job application;
• Assessments and Presentations: For certain roles, we may collect information from an assessment of your skills where you may be requested to perform an assignment or present during the recruitment process. This may be recorded and shared with the relevant internal teams for recruitment purposes;
• Work Permit: If required, this includes information that would let us know if you are authorized to work for us or one of the affiliates;
• Reference Information: This includes contact details including name, phone number, email address, and job title of the references, information that we receive from a background check, and information provided by other third parties;
• Background Check: To the extent permitted by law, we may choose to conduct a background check that will include verification of education, job history, references, and criminal records history;
• Other Information: This includes any other information you may provide voluntarily at any time during phone screening phone calls, email exchanges, and interviews.

LEGAL BASIS FOR PROCESSING

• Consent: We may request your consent to process your personal information. You can withdraw your consent at any time by emailing .
  
• Legitimate Interest: We may process your personal information for legitimate interests, including conducting, managing, and completing the recruitment process, and hiring candidates against open roles in SaaS Labs.
  
• Legal Obligation: In certain situations, we may have a legal obligation to process your personal information. Further, we may need to process your personal information to defend our rights and legal claims.

HOW WE USE YOUR INFORMATION

We may collect, use, and store your personal information for the following legitimate business purposes:

• To evaluate your application with respect to the role you have applied for;
  
• To fulfil a referral request when you are referred for a role with SaaS Labs by a SaaS Labs employee using our referral process;
  
• To communicate and inform you of the recruitment process and the status of your application;
• For compliance with any procedures, laws, and regulations that apply to us;
  
• For conducting background verification checks;
  
• To operate, evaluate, and improve the recruitment system, our application tracking, and recruitment activities;
  
• For conducting general business operations relating to accounting, recordkeeping, employment and legal functions;
• To establish, exercise, or defend against legal claims;
  
• To understand and improve our recruitment process

DISCLOSING YOUR INFORMATION

We may share your personal information only as necessary to evaluate your application. We do not sell your information to others or share it except as described below:

• Our Affiliates: We may share your personal information with our Affiliates to facilitate the recruitment process;
  
• Service Providers: We may engage service providers to perform certain functions related to the recruitment process including receiving the application, receiving the resume, running the internal applicant tracking system, or performing background checks. These service providers shall use your personal information to provide the services;
  
• Legal Requirement: We may disclose your personal information when authorized by law or as necessary to comply with a legal process. We may disclose personal information when required to protect and defend our rights;
  
• Merger or Acquisition: If we merge or all our assets get acquired, then the personal information held by us will be one of the transferred assets;
  
• Professional advisors: We may share your personal information with professional advisors such as lawyers, accountants, and auditors;
  
• By Consent: We may share your personal information with any third party with your consent, and you may choose not to share or withdraw your consent at a later point in time.
  
• Your employer/previous employers or references: We may be required to share your personal information when we contact your previous or current employer or references, or other organizations to verify your employment history, education, or your references.

HOW LONG WE RETAIN YOUR INFORMATION

We keep your personal information for no longer than necessary for the purposes for which it was obtained, and/or as required to comply with applicable laws and to establish, exercise or defend our legal rights.

If SaaS Labs hires you, your personal information collected during the recruitment process will become part of your employee record, and may be used to administer the employment relationship and for related reporting and recordkeeping purposes. SaaS Labs will retain this application information for the entire duration of your employment relationship with SaaS Labs, and for as long thereafter as permitted or required by applicable law.

If you would like to opt-out from SaaS Labs’ policy of retaining your information for the purposes of considering you for other suitable openings, please email infosec@saaslabs.co.

HOW DO WE SECURE YOUR INFORMATION

Our top priority is to maintain the security of the information that we collect, use, and process in accordance with this Privacy Notice. We have taken industry-standard measures that maintain the security, integrity, and confidentiality of your personal information.

CONTACT INFORMATION

If you have any questions or complaints regarding this Notice, please contact us by email as mentioned below:

CHANGES TO THIS NOTICE

You may also raise complaints with the statutory regulator in your jurisdiction. A list of contact details for the EEA data protection authorities is available here, and the U.K. authority is available here.

We may update this Privacy Notice from time to time. Any changes we make will be posted on this page. Please check this Notice periodically for updates.

INFORMATION FOR EEA AND U.K. APPLICANTS

The following information supplements this Privacy Notice with respect to our processing of the European Economic Area, and U.K. personal information.  In the event of any conflict or inconsistency between this section and the rest of the Privacy Notice, this section shall govern and prevail with regard to the processing of EEA, and U.K. personal information.

Data Controller: SaaS Labs with whom you are interacting is the controller of information collected within the scope of this Notice. In some cases, the local SaaS Labs entity will be the data controller. On some occasions, more than one SaaS Labs entity may process your personal information as independent controllers.

Your Privacy Rights: You may have certain rights in relation to your personal information under the applicable privacy laws. We will honor these rights to the extent required by law.

Legal Basis for Processing: Please refer to the section ‘Legal Basis for Processing’ above on which we rely for the collection, processing, and use of your personal information.

• Right of access to your personal information. You can get access to a copy of your personal information and/or confirmation as to whether your personal information is being processed by us;
  
• Object to automated decision-making of your application; Presently, no automated decisions making with respect to your personal information takes place. Should this change, we will inform you about such automated decision making. You will also have the right to seek human intervention, and to contest the decision;
  
• Right to update your personal information we hold about you;
  
• Right to delete your information that we hold about you where there is no good reason for us to continue to process it;
  
• Right to restrict the processing of your personal information. This enables you to ask us to suspend the processing of personal information about you;
  
• Right to data portability of your personal information to another party;
  
• Object to processing your personal information where we rely on legitimate interest to process your personal information. Further, in case we ask for your consent to processing, you are free to refuse to give consent and/or you can withdraw your consent at any time without detriment.

You may have the right to lodge a complaint with a supervisory authority in the country where you reside. The contact details for data supervisory authorities in the EEA are available here, and the U.K. here.

We do not retaliate against any applicant who exercises their privacy rights.

If you want to review, verify, correct, transfer, or request the erasure of your personal information, object to the processing of your personal information, or would like further information in relation to these rights, please contact us at infosec@saaslabs.co.

We will consider all requests and provide our responses within a reasonable period, and in any event within thirty (30) days of your request unless we request for an extension or are legally entitled to a longer period. Please note that certain personal information may be exempt from such requests in certain circumstances, for example if we need to keep using the information to comply with our own legal obligations or to establish, exercise or defend legal claims.  If an exception applies, we will tell you this. We may request that you provide us with information necessary to confirm your identity before responding to any request.

International Transfers: SaaS Labs is headquartered in the United States, and we have affiliates, operations and service providers in the United States and throughout the world. We and our service providers may transfer your personal information to, or access it from countries other than the one in which you are located. We have taken steps to ensure that your personal information receives an adequate level of protection where it is processed.

Intra-group international transfers will be to countries where SaaS Labs entities are located, including the United States. The transfer of your personal information outside the EEA and the U.K. to the SaaS Labs group members located in third countries which do not offer an adequate level of protection in comparison with the EEA, or U.K. privacy standards are based on the EU Standard Contractual Clauses and/or the U.K. International Data Transfer Addendum, as applicable.

Data Protection Officer and EU Representative: We have appointed IT Governance Europe Limited to act as our EU representative. To contact, please email eurep@itgovernance.eu.

INFORMATION FOR CALIFORNIA APPLICANTS

Pursuant to the California Consumer Privacy Act (“CCPA”), this section applies to certain personal information collected about you who are California residents and supplements the rest of our Notice above. This section does not apply to:

• Information about Applicants who are not California residents;
  
• Information about SaaS Labs’ employees who are based in California;

In the event of a conflict between the terms of this section, and the rest of the Privacy Notice (except the ‘Information for EEA and U.K. Applicants), this section shall take precedence for California residents.

Categories of Information we collect: Please refer to the section “Information that we collect” which contains the details of the categories of personal information that we collect. SaaS Labs does not sell or share personal information with third parties for purposes outside of that mentioned in this Privacy Notice.

Business Purposes for which information may be used: Please refer to the section “How we use your Information” which contains the details of the different business purposes for which we process your personal information.

Parties with whom information may be shared: Please refer to the section “Disclosing your Information” which contains the details on the third parties to with whom we may share your personal information.

Your California Privacy Rights: California Applicants may have certain rights in relation to your personal information under the applicable privacy laws. We will honor these rights to the extent required by law.

• Right of access to your personal information. You can get access to a copy of your personal information and/or confirmation as to whether your personal information is being processed by us;
  
• Right to know the personal information we store about you including the details of why we are processing it;
• Right to rectification or update any or all of your personal information that is inaccurate, incomplete or outdated;
• Right to delete your information that we hold about you where there is no good reason for us to continue to process it. Please note that we may be prevented from deleting any or all of your personal information where certain exception may apply.
• Right to limit processing of sensitive personal information that may hold about you

We do not retaliate against any Applicant who exercises their privacy rights.

If you want to review, verify, correct, transfer or request erasure of your personal information, object to the processing of your personal information, or would like further information in relation to these rights, please contact us at infosec@saaslabs.co.

We will consider all requests and provide our responses within a reasonable period, and in any event within forty-five (45) days of your request unless we request for an extension or are legally entitled to a longer period. Please note that certain personal information may be exempt from such requests in certain circumstances, for example if we need to keep using the information to comply with our own legal obligations or to establish, exercise or defend legal claims.  If an exception applies, we will tell you this. We may request that you provide us with information necessary to confirm your identity before responding to any request.