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EnterpriseDB Recruitment Privacy Policy

Effective Date: March 4, 2025

1. Introduction

This EnterpriseDB Recruitment Privacy Policy (the Policy) describes the data protection practices that EnterpriseDB Corporation, its subsidiaries, and affiliates (EDB, we, us, or our) employ when collecting, using, and handling (processing) Personal Information about you in connection with our online and offline recruitment activities. It also explains the choices you have in relation to these processing activities. Personal Information means any information that relates to an identified or identifiable individual. This is further described in Section 3, Categories of Personal Information, below. 

2. Scope

This Policy applies to EDB’s processing of Personal Information of job applicants, potential candidates for employment, those who have participated in recruiting events, and individuals who have expressed an interest in EDB (you or your) in connection with EDB’s online recruitment portal (Website) and EDB’s online and offline recruiting activities more generally. For additional information about our processing activities in connection with your general use of EDB Websites and our use of cookies and similar technologies that are outside the scope of this Policy, please see our online Privacy Policy.

3. Categories of Personal Information

We process Personal Information that you provide directly to us, such as when you submit a job application, sign up to receive emails, participate in surveys, in connection with a recruiting event, or when we conduct a remote or in-person interview. We may also receive Personal Information about you from other sources, such as from references, in connection with background or employment checks, in connection with merger & acquisition activity, and from third party sources like professional headhunters, recruiting firms and data brokers. This may include social sites or platforms you have joined, where you have created a public page or profile or otherwise given permission so that recruiters can access and use your information, as well as vendor sites where EDB has invited you to participate in assessments, evaluations or online interviews.

EDB may process the following categories of Personal Information for our recruitment activities, as further described in Section 4, Use of Personal Information, below:

  • Identifiers such as name, email address, and contact details
  • Educational, academic, and employment background including roles, professional qualifications and certifications
  • Job qualifications and work eligibility, including your nationality, country of residence, and visa and immigration status, reasons for leaving prior positions, and notice periods
  • Jobs in which you have expressed an interest or for which you would like to submit an application
  • Application letters, CV, resume or transcripts, and any supporting documentation such as copies of certificates or diplomas
  • Employment references
  • Compensation details, such as salary information
  • Background check information, such as a verification of your educational and professional background, and other relevant information
  • Information about your personality, competency, skills, ability and suitability for a position
  • Data from surveys conducted by EDB or by third parties on behalf of EDB
  • Publicly available information, such as social media or other online resources where your information is made publicly available
  • Travel, expense or relocation details (if provided)
  • IP address or other unique identifiers tied to a browser, application, or device
  • Certain types of Sensitive Personal Information as described in Section 11, Sensitive Personal Information, below

4. Use of Personal Information

We use Personal Information to communicate with you and to respond to your requests or application; for recruitment, evaluation, background screening and hiring purposes; to enable your use of and improve the EDB Website; to analyze, develop and improve our recruiting activities and Website; to maintain the security of our sites, systems and networks; to comply with applicable laws and regulations; and to operate our business.  These purposes are described in further detail below.

EDB may use data analytics and algorithms to help us sort through candidate and application information. Algorithms help reduce the application or resume review time and assist in identifying appropriate candidates based on professional qualifications, skills, and experience. Automated results are never the sole source of considering a candidate for employment.

To communicate with you and respond to your requests or application or to inform you about opportunities and events

If you get in touch with us (for example, through contact forms, contact with our recruiters, at events or via email), we process information about you to communicate with you about your application or job interests. For example, we may update you on the status of your application, inform you about new vacancies and hiring events, or invite you for recruitment activities such as a phone or in-person interview.  We may also process your Personal Information to book travel, arrange for relocation, or process expenses for reimbursements related to these activities. If you sign up for employment promotional emails, for example from our website, we may inform you about other job opportunities at EDB.

For recruitment, evaluation, and background screening and hiring purposes

We process information about you to connect the right candidate with the right job at EDB and evaluate whether you are the right applicant for a position. We may include information about you in our recruitment databases to manage EDB’s candidate selection and recruiting processes. If you are selected for a position at EDB, information about you will also be used to facilitate the hiring process. Please be aware that your employment with EDB may require you to complete a background check, in accordance with EDB policies and local law.

EDB may invite you to participate in assessments to evaluate your knowledge, skills and suitability for a position. In evaluating your suitability for the position, EDB may access your assessment and receive and evaluate results.

To maintain the security of EDB’s sites, systems and networks

We may use Personal Information about you as necessary to maintain the security of our sites, systems and networks. For example, we may process information about you when investigating suspicious activity on our sites, systems and networks.

To comply with applicable laws and regulations and to operate our business

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 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 merger & acquisition activity, finance and accounting, archiving and insurance purposes, and in the context of dispute resolution.

5. Basis for Processing Personal Information

Depending on the country in which you are located, our basis for processing your Personal Information includes one or more of the following:

  • We have a legitimate interest in processing your contact and related information to consider your candidacy for employment, to communicate with you and to respond to your requests.
  • Your use of the EDB Website and the processing of information about you for recruiting purposes is based on your consent. You can always withdraw your consent, although this may affect our ability to consider you for employment at EDB.
  • Any processing of your sensitive Personal Information in connection with your job application is based on your explicit consent. Please note that you can always withdraw your consent, although this may affect our ability to consider you for employment at EDB.
  • The processing of information about you as part of our offline and online recruitment activities outside the EDB website is based on our legitimate interest in finding the best person for a specific job.
  • In case you were not selected for the position but we would like to contact you about future job opportunities that may interest you, we may process contact and related information provided by you as part of your initial application, based on our legitimate interest to find the best possible candidate for the position.
  • Our processing of information about you when you sign up to receive emails or to participate in a survey is based on your consent; we may process this information to keep you informed about our recruiting activities and to gather feedback about our process and your hiring experience. You can opt-out of receiving these emails or participating in surveys at any time.
  • Our processing of information about you for security purposes is based on our legitimate interest in protecting EDB systems and networks.
  • Our processing of information about you for legal and regulatory purposes is based on a legal obligation or on EDB’s legitimate interest in complying with applicable laws and regulations.
  • Our processing of information about you for business operations purposes is based on our legitimate interest in operating our business in an efficient and appropriate manner.
  • Our processing of Personal Information also will be as necessary to enter into a contract with you for employment purposes.

 6. Retention

In addition to using Personal Information for the position for which you have applied, we may retain and use your Personal Information to consider you for other positions. If you do not want to be considered for other positions, you may contact us by email at talent@enterprisedb.com.

Except as otherwise permitted, or required by applicable law or regulation, we will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, as required to satisfy any legal obligations, or as necessary to resolve disputes.To determine the appropriate retention period for personal information, we consider applicable legal requirements, the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes we process your personal information for, and whether we can achieve those purposes through other means.

If your application for employment is successful, Personal Information gathered during the talent acquisition and hiring process will be retained as part of your Human Resources file (electronic and paper) and processed in accordance with our Global Employee Privacy Policy.

7. Audio or Video Recording

When you use a third party site or EDB provided technology (such as Zoom) to participate in an audio or video interview or other information gathering meeting, you consent and agree to the use of your Personal Information as described herein.  Such third parties’ sites and technology may maintain their own terms of use and privacy policies for your use of those platforms, for which EDB disclaims responsibility.

Personal information captured in a video recording may include Personal Information such as your voice and image. Information learned about you through online interviews and evaluations can include information about your personality, behavior, and suitability for a particular position. Sensitive Personal Information may be revealed in a video interview, such as racial or ethnic origin, religion or philosophical beliefs, sexual orientation, membership in a trade union, political affiliation, physical or mental health or condition. If you do not consent to your Personal Information being recorded or used as set out in this Privacy Policy, do not apply through this process or inform your recruiter that you would like EDB to consider an accommodation such as a phone interview.

8. Disclosure and Sharing

Disclosure within EDB

Information about you may be shared throughout EDB’s worldwide organization. EDB employees are authorized to access Personal Information only to the extent necessary to serve the applicable purpose(s) and to perform their jobs and are bound by appropriate confidentiality agreements.

Disclosure with third parties

We disclose Personal Information with third parties as described below.

  • Service providers (for example, website management, information technology and related infrastructure provision, background or employment check service providers, auditing, tax, and other similar services) in order for those service providers to perform business functions on behalf of EDB.
  • Professional employer organization or employers of record providing HR services in specific jurisdictions.
  • Relevant third parties in the event of a reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings).
  • As required by law, such as to comply with a subpoena or other legal process, when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to government requests, including public and government authorities outside your country of residence, for national security and/or law enforcement purposes.

When third parties are provided access to your Personal Information, we require them to abide by contractual, technical and organizational measures designed to ensure that your Personal Information is processed only to the extent that such processing is necessary, consistent with this Policy, and in accordance with applicable law. Note that some of these third parties, such as our background check service providers, may also maintain additional privacy policies and notices.

9. International Transfer 

We may transfer Personal Data about you for purposes specified above to third parties outside of your location or jurisdiction, including to countries not considered in your jurisdiction to provide an adequate level of data protection.  Personal Data will only be transferred from your location to a recipient in a country which is not considered to provide an adequate level of data protection when the transfer is made in compliance with applicable data protection laws. We will take necessary steps to ensure the recipient of your Personal Data implements an adequate level of data protection as required by applicable data protection laws.

Transfer of Recruitment Personal Data outside the EEA/UK:

We may transfer Personal Data about individuals who reside in the EEA or UK to locations outside of your location in the EEA/ UK, including in the U.S., which are not considered by the European Commission and/or the UK Government (as applicable) to provide an adequate level of data protection.

EnterpriseDB has entered into standard contractual clauses (“SCCs”) for transfers of Personal Data from EnterpriseDB in the EEA/UK to its affiliates outside of the EEA/UK. EDB entities in the EEA/UK, and EnterpriseDB Importers outside of the EEA/UK, may transfer Employee Personal Data to third party recipients located outside the EEA/UK for the purposes set out in this Policy. We only make such onward transfers to recipients ensuring appropriate safeguards pursuant to data protection requirements or where otherwise permitted by the SCCs, which may include entry into further SCCs.

Where EDB transfers Personal Data to service providers outside of the EEA/UK, we will enter into SCCs with the recipient or seek assurances from the recipient that they have Binding Corporate Rules in place or rely on a derogation such as where necessary for the establishment, exercise or defense of legal claims.

Individuals in the EEA/UK can request further information on the data transfer solutions relied upon using the contact details below.

10. Security

EDB has implemented appropriate technical, physical, and organizational measures designed to protect your Personal Information against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorized disclosure or access as well as other forms of unlawful processing or further processing.

11. Sensitive Personal Information

As part of EDB’s efforts to create and foster an inclusive workforce, EDB may request and process special categories or sensitive Personal Information (“Sensitive Information”) related to gender, identity, religious or political affiliation, sexual orientation, age, language, abilities/disabilities, veteran status, race, ethnicity, other defining characteristics or as defined in applicable law. You may also voluntarily disclose such Sensitive Personal Information during the recruiting process. If not expressly required for certain positions, EDB does not otherwise require applicants or candidates to disclose Sensitive Personal Information in connection with a job application or as part of our recruiting activities. We process this information with your consent or for our legitimate business interests, and in compliance with applicable laws and regulations.

12. Your Privacy Rights

You have rights under data protection laws with regard to your Personal Data, which may vary depending on your location and may be subject to limitations and/or restrictions. In certain jurisdictions, these may include the right to:

  1. request from us access to and rectification or erasure of your Personal Data,
  2. restrict processing or object to processing of your Personal Data;
  3. ask for a copy of your Personal Data to be provided to you, or a third party, in a digital format (also known as the right to data portability); and
  4. withdraw your consent to the processing of your Personal Data (where this is the legal basis being relied upon) at any time which will not affect the lawfulness of the processing before your consent was withdrawn.

You may also have the right to lodge a complaint about the processing of your Personal Data with your local data protection authority. 

13. Your Responsibilities

You are responsible for the Personal Information that you provide or make available to EDB, and must ensure it is truthful, accurate, and up to date. It is important that the Personal Data we hold about you is accurate and current. Please keep us informed if your Personal Data changes.

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 consents necessary for EDB to collect and use that information as described in this Policy.

If you provide misleading, inaccurate, or incomplete information, EDB may determine you are ineligible for employment.

14. California Residents

The California Consumer Privacy Act (“CCPA”) provides additional rights and protections to California residents related to data privacy. In accordance with the CCPA, California residents may request that EDB:

  1. Disclose the following information covering the twelve (12) months preceding your request:
    1. the categories and specific pieces of Personal Information we collected about you;
    2. the categories of Personal Information we sold or shared;
    3. the categories of sources from which we collected such Personal Information;
    4. the business or commercial purpose for collecting or selling Personal Information about you; and
    5. the categories of third parties to whom we sold or otherwise disclosed Personal Information about you.
  2. Correct inaccurate information we may have about you, unless retained solely for legal and compliance purposes and as otherwise set out in the CCPA.
  3. Delete Personal Information we collected from you, unless retained solely for legal and compliance purposes and as otherwise as set out in the CCPA.

The categories of Personal Information we collect about you are included in this Policy in Section 3, Categories of Personal Information, and the business purposes are set out in Section 4, Use of Personal Information. EDB’s retention periods are set out in Section 6, Retention. We do not process the Sensitive Personal Information set out in Section 11, Sensitive Personal Information, to infer characteristics about you. For purposes of the CCPA only, Personal Information does not include publicly available information that is lawfully made available from government records that you have otherwise made available to the public and any other information specifically excluded from the CCPA’s scope.

In addition, we will not discriminate against you, including any retaliation against you, for exercising your rights under the CCPA. If you submit a request, please be specific as to what right you are asserting (e.g., access, correction, etc.) and which specific pieces of Personal Information are in scope of your request. In some cases, in order to comply with applicable law or a legal obligation, EDB may deny your request or may seek more information from you in order to respond to your request. We do not sell or share Personal Information or Sensitive Personal Information as the terms ‘sell’ and ‘share’ as defined in the CCPA.

If you are a California resident, you may obtain additional information about exercising your rights, as described above, by contacting us as described in Section 15, Contact Us, below.

15. Contact Us

If you have questions regarding this Policy or the Personal Data we collect, use and share about you, or if you would like to exercise your rights in relation to your Personal Data in accordance with applicable law, please contact us using the contact details below.

EDB encourages you to raise any concerns using the contact information provided below and will investigate and attempt to resolve any complaints and disputes regarding our processing of Personal Data. 

To contact EDB’s Privacy Office: 

Write to:

Privacy Office (or in India, Grievance Officer)
EnterpriseDB Corporation
221 W 9th St. Suite 344
Wilmington, DE 19801

Send an e-mail to:

privacy@enterprisedb.com

16. Additional Terms

You understand that EDB will not advance all candidates and submission of an interview does not guarantee a job offer. EDB reserves the right to make an offer or deny an interview, in its sole discretion, to candidates who submit an interview through this process, or who elect an accommodation to interview through phone or, in some cases, in person with an EDB recruiter. You understand that this Policy does not form part of any employment contract you may be offered in connection with your employment at EDB.