Applicant Privacy Notice

Depending on the role and where you are, we may collect:

• Contact information, such as your name, address, telephone number and email address;
• Application materials, such as your CV or résumé, cover letter, work samples, references and information from recruiters or people who refer you;
• Professional qualifications, such as degrees, licences, certifications and memberships;
• Information from the selection process, such as interview notes, assessments, technical exercises and outcomes;
• Right-to-work information, such as nationality, immigration or visa status and identity documents;
• Employment history and preferences, such as previous roles, notice period, desired salary and location preferences;
• Screening information, where permitted by law, such as the results of background, reference, criminal record or security vetting checks; and
• Other information you choose to give us.

Where the law allows or requires, we may also ask for information about health or disability (to make adjustments for you) or for equal opportunity monitoring. Providing that information is voluntary unless the law requires it, and it is kept separate from your application.

You do not have to give us personal information, but if you do not give us enough we may not be able to consider your application.

• from you, when you apply and during the selection process;
• from job boards, recruitment agencies and recruiters;
• from referees and former employers you authorise us to contact;
• from screening and vetting providers, where permitted by law;
• from public professional profiles and other publicly available sources relevant to the role; and
• from Equatorium staff who interview or refer you.

• Recruitment: assessing your skills and suitability, arranging and conducting interviews, communicating with you, making and documenting hiring decisions, and improving our recruitment process;
• Screening and vetting: confirming your identity and right to work and, for roles that require it, carrying out background and security checks;
• Adjustments: making reasonable adjustments to the process;
• Compliance and protection: complying with laws and internal policies, responding to lawful requests, and establishing or defending legal claims; and
• Future roles: considering you for other suitable roles, if you agree or where the law allows.

Screening for roles with access to sensitive data

Some Equatorium roles involve access to identity-linked data and the review of Disclosure Requests from government Agencies. For those roles we may require enhanced background or security screening, including criminal record checks, before an offer becomes final and periodically after, to the extent the law of your country permits. We will tell you before any such check is carried out.

Where the law requires a legal basis, we generally rely on our legitimate interest in recruiting suitable people and running a fair and efficient process; on taking steps at your request before entering into a contract with you; on compliance with legal obligations (for example, right-to-work checks); and, where required, on your consent, which you can withdraw at any time. For special category or sensitive information, we rely on an additional condition permitted by law, such as employment law obligations or your explicit consent.

Equatorium does not make hiring decisions by automated means. People make every hiring decision.

• Affiliates of Equatorium, for the purposes in this Notice;
• Service providers that help us recruit, such as applicant tracking systems, video interview tools, recruiters, screening providers and travel providers, under contracts that limit their use of your information;
• Professional advisers, such as lawyers and immigration advisers;
• Authorities and courts, where required by law or to protect rights and safety; and
• Parties to a business transaction, such as a merger or acquisition, subject to confidentiality.

We do not sell applicants’ personal information or share it for targeted advertising, and have not done so in the past 12 months. Applicant information is never used in the Platform’s Data Services.

Equatorium and its service providers operate in several countries, including the United States. Your information may be transferred to and stored in countries other than your own. Where the law requires it, we protect those transfers with appropriate safeguards, such as the European Commission’s Standard Contractual Clauses and the UK Addendum. Equatorium is not certified under the EU-U.S. Data Privacy Framework. You can ask for a copy of the safeguards we use at careers@equatorium.com.

Please make sure the information you give us is accurate and complete and that you have the right to share any information about others, such as referees. Tell us if your details change during the process.

Depending on where you live, you may have the right to:

• know what personal information we hold about you and how we use it, and receive a copy;
• correct inaccurate information;
• ask us to delete your information, or to restrict or object to how we use it;
• receive your information in a portable format;
• withdraw consent where we rely on it; and
• not be treated less favourably for exercising your rights.

To exercise a right, email careers@equatorium.com. We may need to verify your identity first. Where the law allows, you may use an authorised agent, who must show your signed permission. You may also complain to the data protection authority where you live or work.

If you join Equatorium, your application information becomes part of your personnel file and is handled under our employee privacy notice. If you do not, we keep your information for up to 2 years after the role is filled, so that we can respond to questions or claims and consider you for other roles, unless you ask us to delete it sooner or local law requires a shorter period. Screening results are kept only as long as the law permits.

We use appropriate technical and organisational measures to protect your information against unauthorised access, loss or misuse, and limit access to the people involved in your application.

We may update this Notice and will post the updated version with a new date. This Notice does not cover third-party websites or job boards, which have their own privacy policies. Questions: careers@equatorium.com.