HiredScore Privacy Statement
Effective Date: October 2, 2024
HiredScore is a world-leader in delivering ethical AI solutions for HR. All of our products are engineered for compliance and transparency.
- Added language regarding our reliance on the EU-U.S. Data Privacy Framework as
a legal basis for transfers of personal information.
Introduction
HiredScore, LLC., a Workday, Inc. company, (“HiredScore”) develops and offers a talent acquisition, talent management, and diversity recruitment platform to organizations.
This Privacy Statement describes how we collect, use, and share personal information, in our capacity as a “data controller” (as defined under applicable privacy laws), such as when you:
1. Visit or interact with our website hiredscore.com (the “Website”) or other web pages or forms that link to this Privacy Statement; and,
2. Interact with us as existing and prospective customers, service providers and vendors. References to “us,” “we,” “our,” or “HiredScore” in this Privacy Statement include Workday, Inc. and its affiliates. See the “Contact Us” section for additional details.
This Privacy Statement may be amended from time to time at our discretion. If we do, we will update the “effective date” at the top of this page. If we propose to make any material changes, we will provide notice prior to that change taking effect, such as by posting on our Website. We encourage you to periodically review this Privacy Statement for the latest information on our privacy practices.
Contact us
If you reside in the European Economic Area (“EEA”), the United Kingdom (“UK”), or Switzerland, Workday Limited in Ireland is the data controller of your personal information, and Workday (UK) Limited is its representative in the UK. For all other individuals, Workday, Inc. is the data controller of your personal information.
If you have any questions regarding this Privacy Statement or our processing of your personal information, or wish to contact our Data Protection Officer, please submit your request through our Request Portal. You may also contact us at one of the mailing addresses below:
Workday, Inc.
Attn.: Privacy
6110 Stoneridge Mall Road
Pleasanton, CA 94588
USA
Workday Limited
Attn.: Privacy
Kings Building
May Lane
Dublin 7
Ireland
Workday (UK) Limited
Attn.: Privacy
7th Floor
1 Finsbury Avenue
London, EC2M 2PF
United Kingdom
If you have an unresolved privacy or data use concern that we have not addressed satisfactorily or you wish to appeal, please contact our U.S.-based third-party dispute resolution provider (free of charge) at https://feedback-
form.truste.com/watchdog/request.
What we collect and why
HiredScore collects and uses personal information for various reasons. When we do so, we will use it in accordance with applicable laws. Some jurisdictions, including the EEA, the UK, and Switzerland require a legal basis for processing your personal information.
Below, we outline (1) the scenarios where we collect or use your personal information; (2) the types of personal information we collect and use; and, (3) our legal bases and purposes for the collection and use of your personal information. If we need to collect other personal information from you, we will explain which information we need and why at the time we collect it.
| Scenario | Categories of Information Processed | Legal Bases and Purposes for Processing |
|---|---|---|
You contact us with an inquiry or request, register for or participate in an event or webinar, or request or participate in a demo of our products and services. | Contact information, such as your name, email address, company name, phone number, position and location; details about your inquiry; and, other information you may provide us. | Necessary for performance of a contract Legitimate interest in fulfilling your requests, communicating with you, including to promote our products and services, and facilitating our business development |
| We send you communications, such as newsletters and business emails. | Contact information, such as your name, email address, company name, position, phone number, and country. | Necessary for performance of a contract Legitimate interest in providing information you request and promoting our products and services Consent (where required by law) |
You participate in our surveys, research, or similar feedback collection activities. | Contact information, such as your name, email address, company, position, phone number, and country. | Necessary for performance of a contract Legitimate interest in fulfilling your requests, communicating with you, including to promote our products and services, and facilitating our business development Consent (where required by law) |
You participate in a recorded phone call, online meeting, or product demo. | Contact information, such as your name, email address, company name, phone number, position, location; audio and video content where applicable; and, other information you provide during the recording | Legitimate interest in facilitating our business development and administration, including for training and quality assurance Consent (where required by law) |
| We manage relationships with prospective customers and their representatives. | Contact information, such as your name, email address, company, position, phone number, and country. | Necessary for performance of a contract Legitimate interest in administering our business and managing professional services relationships with prospective customers and their representatives. |
| We manage and maintain customer accounts and relationships with customers and their representatives. | Contact information, such as your name, username, email address, company, position, phone number, and country. | Necessary for performance of a contract Legitimate interests in administering our business and managing professional service relationships with customers and their representatives. |
| You visit our Website. | Device and usage data (e.g., IP address, time and date of access, type of browser used, language used); information about how you interact with our Website; or, any other information you may provide to us. Strictly necessary cookies and similar technologies, which are necessary for basic website functionality, may also be used to allow us to operate and maintain our Website. | Legitimate interest in providing online content about our business, products, and services. |
| You use a HiredScore mobile application, such as for events. | Contact information, such as your name, email address, company name, phone number, position and location; information about your device, such as device make, model, and memory; and, other information you may provide to us via the application. | Legitimate interest in providing you with the mobile application, sending relevant communications and facilitating our business development |
| We analyze your interactions with HiredScore, our Website, application(s) or other services. | Device and usage data (e.g., IP address, time and date of access, type of browser used, language used); information about how you interact with our Website, applications, or other services; and, any other information you may provide to us such as via surveys. | Legitimate interest in administering and facilitating our business and its development Consent (where required by law) |
| We manage the sales contracts and business relationships with vendors and service providers. | Contact information, such as name, email address, company, position, phone number, country; and, other information you provide to us. | Necessary for performance of a contract Legitimate interests in managing the services and products provided by our vendors and service providers |
| If we suspect a person abused their rights to use our services, such as the Website, or violated any applicable law while doing business with us. | Any of the information mentioned above. | Legal obligation Legitimate interests in responding to, handling, and mitigating suspected violations of law in connection with our business. |
If we need to collect and process personal information by law, under a contract we have entered into with you, or where you have requested services, and you fail to provide the required personal information, we may not be able to perform our contract with you or provide you with the requested services.
Methods and sources for collecting your personal information
We collect the personal information from several sources:
- Directly from you, such as when you provide it to us through email communications, a registration form, or when you give us your business card in a meeting or conference.
- Through the device you use to access our services, including our Website or mobile applications, such as when we collect your IP address.
- If another representative of your organization provides us with your information.
- Third party sources, such as organizers of events attended or sponsored by HiredScore, who may provide HiredScore with your contact information such as your name, company, position, email address and telephone number. The ways in which these third parties collect personal information is detailed in their privacy notices.
Disclosing your personal information
We may share your personal information with third parties as described below.
| Scenario | Categories of Third-Party Recipients | Purposes |
|---|---|---|
| We will share your personal information with our service providers and vendors who assist us with the operations of our business and the services we provide. These companies are authorized to use your personal information in this context only as necessary to provide these services to us and not for their own promotional purposes. | Third party service providers or vendors | Operating our business, and the services we provide, such as the Website. |
| If you abused your rights to use the Website or violated any applicable law in the course of doing business with us. | Competent authorities, legal counsels, and advisors or other parties as Workday deems necessary to defend our business and property and protect the interests of our customers, users, and others. | Responding to, handling, and mitigating suspected violations of law in connection with our business, protecting and defending our business and property, or to otherwise act to protect the interests of our customers, users, or others. |
| If a judicial, governmental, or regulatory authority requires us to disclose your information. | Competent authorities. | Complying with a binding request from a competent authority. |
| If we sell the Website or another business unit or are involved in a corporate change such as a merger or acquisition. | The target entity of the merger or acquisition, actual or potential buyer entity, legal counsels, and advisors. | Enabling a structural change in the operation of the Website and our business. |
| We may share your personal information within our corporate group to fulfill your customer support request, marketing, technical operations, event registration, account management, and other business purposes. | Workday, Inc. and its affiliates | Operating our business, such as facilitating customer support requests |
Additional Disclosures: HiredScore may disclose your personal information if we have a good-faith belief that such action is necessary to (a) conform to legal requirements or comply with legal processes; (b) protect and defend our rights or property; (c) enforce our website terms of service; and/or (d) act to protect the interests of our customers, users, or others. In the event of a business transition, such as a merger or acquisition by another company, your personal information may be among the assets transferred provided that we inform the actual or potential buyer (or its agents and advisors) that it may use your personal information only for the purposes disclosed in this Privacy Statement. We may also ask for your consent to disclose your information to other unaffiliated third parties not described elsewhere in this Privacy Statement.
Data retention and security
We retain your personal information for the duration we need it to operate the Website and our business, interact with customers and suppliers, and thereafter as needed for record-keeping matters or as required by applicable law.
We retain personal information for the duration needed to support our ongoing legitimate business activities, such as operating the Website, interacting with customers, or to comply with applicable legal obligations. The criteria we use to determine appropriate retention periods for personal information include the following: length of time we have an ongoing business relationship with you; amount, nature, and sensitivity of the personal information we process; and, whether we have a legal obligation to retain personal information or whether retaining personal information is necessary to resolve disputes, including the establishment, exercise, or defense of legal claims.
We implement measures to secure your information
We implement technical and organizational measures to reduce the risks of damage, loss of information and unauthorized access or use of information. For instance, our Website uses TLS and HTTPS and all traffic from/to the Website is encrypted. However, the security of information transmitted through the internet is never guaranteed. You are responsible for maintaining the security of your password or other forms of authentication involved in accessing password-protected or secured resources.
International data transfers
HiredScore operates as a global business and complies with applicable legal requirements when we need to transfer, store, or process your personal information in a country outside your jurisdiction.
We take appropriate safeguards to protect your privacy, your fundamental rights and freedoms, and the ability to exercise your rights. For example, if we transfer personal information from the EEA, the UK, or Switzerland to another country such as the United States, we will implement an appropriate data transfer solution such as entering into “standard contractual clauses” approved by the European Commission or competent governmental authority (as applicable) with the data importer. Following the adequacy decision by the European Commission, HiredScore currently relies on the EU-U.S. Data Privacy Framework and the UK Extension as a legal basis for transfers of personal information from the EU and the UK to the United States. For more information, see the Certifications subsection below or our Data Privacy Framework Notice here.
Data Privacy Framework
HiredScore adheres to the principles of the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. HiredScore relies on the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF as a legal basis for transfers of personal information. To learn more, visit our Data Privacy Framework Notice here.
Data subject rights
Depending on where you are located and how you interact with HiredScore, you may have certain legal rights over the personal information we hold about you. HiredScore will not discriminate against you for exercising your rights. Depending on your jurisdiction, these rights may include the right to:
- Access and receive a copy of your personal information that we process.
- Correct inaccurate personal information.
- Request the portability of your personal information in a structured, commonly used, and machine-readable format.
- Object to the processing of your personal information based on our legitimate interest (such as in the EEA or UK), and ask us to restrict the processing of your personal information.
- Request the deletion of your personal information.
- Withdraw your consent at any time if we have collected and processed your personal information with your consent. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
- Opt out of marketing communications sent by HiredScore.
- Opt out of the sale or sharing of your personal information for targeted advertising.
Exercising Your Privacy Rights: If you wish to exercise your rights, please contact us using the contact details provided at the top of this Privacy Statement or by submitting a request through our Request Portal.
When you contact us, we reserve the right to ask for reasonable evidence to verify your identity before we provide you with information, such as validating your name and email used to interact with us. You may also designate an authorized agent or third party to submit a request on your behalf. The third party will need to demonstrate you have authorized them to submit the request on your behalf, such as by providing a written copy of your permission. We will acknowledge your request and provide a follow-up substantive response within a time period permitted by applicable law. If we need an extension to respond to your request, we will notify you. Where we are not able to accommodate your request, we will explain the reasons for our denial.
HiredScore does not “sell” or “share” personal information, or collect or use “sensitive personal information” beyond what is necessary to provide the requested services, as these terms are defined by California law. Accordingly, we do not provide a mechanism for you to request to opt out of the “sale” or “sharing” of personal information, or limit our collection or use of “sensitive personal information.”
Lodge a Complaint: Subject to applicable law, you have the right to lodge a complaint with a data protection authority, such as the supervisory authority of your usual place of residence. For a list of EEA data protection authorities, click here. If you are in the UK, you can lodge a complaint to the Information Commissioner’s Office (ICO) pursuant to the instructions provided here. You can also lodge a complaint with the Irish Data Protection Commission, which is the competent supervisory authority for Workday Limited. Alternatively, you may request the details of your competent data protection authority by using the contact details at the top of this Privacy Statement.