RolePoint Inc - Privacy Policy

Updated: August 28th, 2018

  1. Overview
    1. This Privacy Policy is to explain how Personal Information (as defined below) is collected, used, and disclosed. As a guiding principle, RolePoint’s mission is to create a better, more effective recruitment process for candidates, referrers and recruiters. As such, RolePoint collects the information you provide and makes it available to the specific company purchasing the product you used - all in order to help you find the right job, or recruit the right candidate.
    2. By using the services provided through this site (the "Services" and "Site", respectively), you accept the policies and practices described in this Privacy Policy. This Privacy Policy is incorporated into the Site's Terms of Use (the "Terms of Use"). If a term is capitalized and is not defined in this Privacy Policy, it shall have the meaning ascribed to it in the Terms of Use.
    3. In this Privacy Policy, "Personal Information", means any and all information about you that is personally identifiable to you (e.g.: your name, address, e-mail address, resumé, or phone number) as well as other non-public information that is associated with the foregoing, and "Non-Personal Information" means information that is not associated with or linked to your Personal Information. Non-Personal Information does not enable identification of, or contact with, individual persons.
  2. How We Collect Information
    1. User Provided Information. We receive and store user information which could be provided directly or indirectly by you. As part of our Service to our clients, RolePoint may request your notification preferences as well. This is all part of our effort to help you find the right job or help you recruit the right candidate to your company and is considered part of the Services offered to our clients via contractual agreements. We may combine this information with other information we collect from your interaction with the Services or from other third parties. The Service involves you and other users uploading or inputting various content into the Service (together, the “Submissions”). We may view your Submissions only as necessary (i) to maintain, provide and improve the Service; (ii) to resolve a support request from you; (iii) as reasonably necessary to allow us to comply with or avoid the violation of applicable law or regulation; or (iv) to comply with a valid legal subpoena or request.
  3. How We Process Data
  4. RolePoint Data Subject Data Processed How It's Processed GDPR Lawful Basis for Processing Reason for Processing Data Retention Period
    Career Site User
    1. IP address
    2. Location
    3. Operating system
    4. Browser type and version
    5. Device type
    6. Source of access
    7. Pages viewed
    8. Links clicked
    This information is automatically logged so that we can use it to respond to user problems or to security incidents, it is also used as big data in order to help improve user experience. (a) Consent For security purposes, troubleshooting and to track behavior on the career site in order to provide a better user experience. 12 months
    Employee User
    1. First name
    2. Last name
    3. Email address
    4. Job title
    5. Job department
    6. Source Location
    7. Notification preferences
    8. Employee ID
    9. Login & platform usage
    10. IP address
    11. URL you visited from
    12. Survey responses
    This data is stored so that the correct employee can be credited with an employee referral bonus or in order to help the employee locate a new role internally within their organization. (f) Legitimate interests This data is processed in order to provide our clients with useful information regarding their employee referral program i.e. which employee made the referral, when they made the referral, and anonymised analytics to display the performance of the application for the purposes of recruiting. Additionally, this data will be used to request employees to participate in the employee referral program. Contract Period
    Candidate Referral
    1. Candidate name
    2. Candidate email address
    3. Candidate phone number
    4. Candidate resume
    5. Candidate LinkedIn URL
    Email sent to person referred offering opportunity to apply for the job. (f) Legitimate interests It is in the interest of the person referred to be provided with the opportunity to apply for the job that they have been recommended for by a connection they know at the company. 6 months
    Candidate User
    1. Name
    2. Email address
    3. Phone number
    4. Resume
    5. LinkedIn URL
    Status of candidate's job application is updated and submitting this information into the clients applicant tracking system or other candidate relationship management platform. (f) Legitimate interests It is in the interest of a candidate and the person who referred them to be updated on the candidate's hiring progress, and for recruiters to have details of the candidates application. 12 months
    Client
    1. Business email address
    2. Client contact(s)
    3. Client phone numbers
    4. Payment information
    Data is processed in order to fulfil contractual obligations we hold with the client. (b) Contract The processing is necessary for the contract we have in place with the client. Contract Period
  5. “Cookies” Information
    1. a. As you use the Service, we may also passively collect certain information, including your Internet protocol address, browser type, access times, and operating system. We may also use Cookies and other similar means to collect and store information regarding the date and time of your use of the Service. This type of information is collected to make the Services more efficient. "Cookies" are small pieces of information that a website sends to your computer's hard drive while you are viewing a web site. We may use both session Cookies (which expire once you close your web browser) and persistent Cookies (which stay on your computer until you delete them). Persistent Cookies can be removed using internet browser help file directions. Please note that if you delete, or choose not to accept, Cookies from the Services, you may not be able to utilize the features of the Services to their fullest potential. In addition, we use Google Analytics to collect, monitor and analyze this type of information in order to increase our Service’s functionality, as listed below:
    Cookie Name Cookie Name Expiration Time Description Description
    _ga 2 years Used to distinguish users.
    _gid 24 hours Used to distinguish users.
    _gat 1 minute Used to throttle request rate.
    AMP_TOKEN 30 seconds to 1 year Contains a token that can be used to retrieve a Client ID from AMP Client ID service.
  6. Information from Other Sources
    1. We may also obtain information, including personally identifiable information, from third parties and sources other than the Services, such as our partners or advertisers. We may also, at your direction, receive information from third parties that provide a mechanism to expose information you have provided to such third party through the use of an application program interface (API). If we combine or associate information from other sources with personally identifiable information that we collect through the Services, we will treat the combined information as personally identifiable information in accordance with this Privacy Policy. In addition, if you sign up for RolePoint using your social media account, link your Account to your social media account, or use certain other social media features via the Site or Services, we may access information about you via that social media provider in accordance with the provider's policies. The information may include your name, email address, profile picture, gender, list of friends, and other information that you authorize us to receive. Depending on the privacy settings of you and your friends, we may access information that you provide to a social media provider regarding your respective locations ("Location Data") to provide you with relevant content. Calls to RolePoint or to third parties through RolePoint may be recorded or monitored for quality assurance and customer service purposes. If a call is recorded between you and a third party, it will be deemed private information of both you and the third party, and may be released to either of you.
  7. How We Use Information
    1. In general, the Personal Information provided on RolePoint’s application is used to assist your interest in finding job opportunities or candidates for employment at your company, as the case may be. Your Personal Information will be used to send email notifications to you informing you about job opportunities or informing you about candidates for employment at your company. By using the Site, you agree to receive this information from us. If you do not want to receive further information about job opportunities as such,you may unsubscribe from the provided ‘Unsubscribe’ link within RolePoint’s email communications or you may raise an Erasure Request here
    2. We may create from time to time Non-Personal Information from Personal Information by excluding information (such as your name and other contact information) that would personally identify you. Generally, we use this Non-Personal Information in statistical analysis to help analyze patterns in the use of its Services. From time to time, we may use and disclose Non-Personal Information.
    3. We use the information that you provide or that we collect, to operate, maintain, enhance and provide all of the features of the Services;to communicate with you in general; to respond to your questions and comments; to notify you about special offers and products or services that may be of interest to you; to otherwise customize your experience with the Site or Services; to solicit information from you, including through surveys; to resolve disputes, collect fees, or troubleshoot problems; to prevent potentially prohibited or illegal activities; to enforce our Terms of Use; and as otherwise described to you at the point of collection.
    4. We will use all of the information that you provide and that we collect to understand and analyze the usage trends and preferences of our users, to improve the Service, and to create new features and functionality.
    5. We may use your e-mail address or other Personal Information (a) to contact you for administrative purposes such as customer service, to address intellectual property infringement, right of privacy violations or defamation issues related to your Submissions posted on the Services. Generally, you have the ability to opt-out of receiving any such communications, either through links provided in the messages or by updating your Account preferences through the Services.
  8. Links to Other Sites
    1. The Site contains links to other sites. We are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave the Site and to read the privacy statements of each and every site that collects personally identifiable information
  9. Disclosure of Information
    1. We may disclose candidates' Personal Information to employers who may have postings for job openings ("Employers"). We do not control the ways by which Employers use, process or further disclose information they obtain from us.
    2. In addition, we may disclose your Personal Information to third parties with whom we have a technology license agreement or other relationship.
    3. We may also disclose your Personal Information: (i) if such disclosure is made to comply with applicable law or order (such as order issued by a court or an authorized administrative agency, respond to a subpoena, legal process, warrant etc); (ii) to our service providers for the purpose of providing their services such as information technology services and hosting services; or (iii) as part of a merger or consolidation, or as part of the sale of stock or assets of the business to which the information pertains. In the event that all or a portion of RolePoint, Inc. or its assets are acquired by or merged with a third party entity, we reserve the right, in any of these circumstances, to transfer or assign the information that we have collected from users in connection with such merger, acquisition, sale, or other change of control. RolePoint, or the third party entity, will inform users if their information will be used for other purposes and users will continue to have the option to request details about the information RolePoint or the third party entity has about them or request their information is erased.
    4. We work with third parties to provide website, application development, hosting, maintenance, and other services for us. To the extent it is necessary for these third parties to complete their contractual obligations to us, these third parties may have access to or process your personally identifiable information. Generally, these disclosures are made under terms comparable to this policy, and the recipients are limited to using the information the purpose for which it was provided. By using the Site or the Services, you are authorizing us to disclose to third parties the information required to complete the request. Third parties have access to and may collect information only as needed to perform their functions and are not permitted to share or use the information for any other purpose. They are also required to follow the same data security practices that we ourselves adhere to. A list of our third party providers can be found here.
    5. We may transfer your Personal Information to countries other than the country in which the data was originally collected. Those countries may not have the same data protection laws as the country in which you initially provided that information. When we transfer your Personal Information to other countries, we will protect it as described in this Privacy Policy and will only do so under agreed European Union standard contractual clauses or model clauses as agreed with the Employer.
    6. We reserve the right to disclose your information that we believe, in good faith, is appropriate or necessary to take precautions against liability; to protect RolePoint and others from fraudulent, abusive, or unlawful uses or activity; to investigate and defend ourselves against any third party claims or allegations; to assist government enforcement agencies; to protect the security or integrity of the Services; to protect the rights, property, or personal safety of, RolePoint, our users, or others, or as otherwise required by law. In such cases, we reserve the right to raise or waive any legal objection or right available to us.
    7. We may share your Personal Information with our third parties for subprocessing. This sharing enables us to provide you with information about RolePoint’s products and services which might interest you. To the extent that our third parties have access to your information, they will follow practices that are at least as restrictive as the practices described in this Privacy Policy. They also will comply with applicable laws governing the transmission of promotional communications including, but not limited to, asking for consent for promotional communications and giving you an opportunity in any commercial email they send to choose not to receive such email messages in the future.
    8. Other than as set out above, you will be notified what Personal Information about you will be shared with third parties. The Services do not otherwise respond to ‘do not track’ signals. When we deliver ads based on data about your use of the Services, we keep your identity anonymous. We won't identify you personally to third parties, except in accordance with this privacy policy. Of course, if you choose to respond to an advertised offer with your name and contact information, you will no longer be anonymous to the advertiser. Further, while we do not share your Personal Information with third parties unless permitted above, we may share aggregate anonymous information with third parties. This information does not personally identify individuals, but instead provides a helpful understanding of the groups of people who prefer certain types of information and services.
  10. Employers Use of Disclosed Profiles
    1. Please note that once you have disclosed your Personal Information to third parties through the Site, in whole or in part, we cannot control such Personal Information following disclosure, and can not force the deletion or modification of that Personal Information by the parties to whom it was made available. A request for deletion or modification of Personal Information will need to be directed to the third party.
  11. Security
    1. We use a variety of industry-standard security technologies and procedures to protect your Personal Information from unauthorized access, use, or disclosure. Notwithstanding, we cannot fully eliminate security risks associated with Personal Information. You assume all responsibility and risk for your use of the site and the information you post or access through the site.
  12. Modifications
    1. This Privacy Policy is subject to revisions from time to time. Should you object to any such modifications, you must cease using our Service and request that we delete your profile. Continued use of the Service following any such change will indicate your acknowledgement of such change and agreement to be bound by the terms and conditions thereof. All such changes will apply to previously collected information. Therefore, please make sure you read this Privacy Policy regularly. Your continued use of the Services after the revised Privacy Policy has become effective indicates that you have read, understood and agreed to the current version of the Privacy Policy.
  13. Our Commitment to Children’s Privacy
    1. Protecting the privacy of young children is especially important. For that reason, we do not recommend, knowingly collect or knowingly maintain personally identifiable information from persons under 16 years-of-age, and no part of the Services is directed to persons under 16 years-of-age. If you are under 16 years-of-age, then please do not use or access Services at any time or in any manner. If we learn that personally identifiable information has been collected on the Services from persons under 16 years-of-age and without verifiable parental consent, then we will take the appropriate steps to delete this information. If you are a parent or guardian and discover that your child under 16 years-of-age has obtained an Account on the Services, then you may alert our Support team by raising a ticket request here and request that we delete that child’s personally identifiable information from our systems.
  14. California Privacy Rights
    1. Under California law, California residents are entitled to ask us for a notice describing what categories of Personal Information we share with third parties for their direct marketing purposes. The notice will identify the categories of Personal Information shared with third parties, as well as the name and address of the third parties that receive such Personal Information. If you want a copy of this notice, please submit a written request to the following address:

      RolePoint - Legal & Privacy Rights,
      44 Tehama Street,
      Suite 306,
      San Francisco, CA 94105
  15. Contact
    1. If you have questions or concerns about our Privacy Policy, please view our website at www.rolepoint.com for support contact information.