Applicant Privacy Statement
Updated: January 1, 2025
Effective: February 1, 2025
Update Notice: This document has been revised and completely replaces any previous version. Please refer to the “Updated” and “Effective” dates above. Your continued use of the Site or Services after the Effective Date constitutes your acceptance of the revised terms. # Purpose and Scope This Applicant Privacy Statement (“Applicant Statement”) explains how Expertly, LLC, along with its subsidiaries and affiliates, gathers, uses, and discloses personal information you provide when applying for a job, including internships, with Expertly or any of its subsidiaries or affiliates. This statement pertains solely to applicant-related information and not to data collected for other purposes. For additional details, please review our Privacy Statement. If hired, your applicant information will be included in your employment record and governed by the privacy policies applicable to employees. Any background check or drug screening information, if required, is collected after a conditional offer of employment and handled according to specific privacy policies. We do not sell applicant information to third parties. # The Information We Collect and How We Collect Information As detailed below, we collect various types of information about you that generally fall into the following categories: Information You Provide to Us: This includes details you submit through an application, resume, or other employment-related documents, such as your contact details (name, address, phone number, and email address), educational and work history, qualifications, certifications, professional memberships, training records, transcripts, references, compensation expectations, driver’s license number, work visa or immigration status, date of birth, gender or gender identity, nationality, race (if voluntarily provided), veteran status (if voluntarily provided), and assessments we may request. We may also gather feedback you provide about the application process. Information We Receive from Third Parties: This includes data obtained from external referral sources, recruitment firms, service providers, hiring platforms, research firms, or social networking platforms like LinkedIn. This may involve details you share with these third parties, such as your resume, contact details (name, address, phone number, and email address), educational and professional background, qualifications, certifications, professional memberships, references, training records, transcripts, work visa or immigration status, nationality, race (if voluntarily provided), veteran status (if voluntarily provided), compensation expectations, or assessments. Additionally, third-party platforms may collect information based on your interactions with their services (e.g., LinkedIn tracking how you engage with our company page) and may share that data with us. Information We Collect Automatically:When you visit our website, including our careers page, or interact with third-party recruitment tools we use, we or our service providers may automatically collect data about your use of these platforms through cookies and similar tracking technologies. This may include information about your computer, phone, tablet, or other devices used to access our website. For further details, please consult our Cookie Notice or the relevant third-party provider’s cookie policy. Sensitive Personal Information: Some personal details, like government-issued ID numbers, race or ethnicity, political or religious beliefs, trade union membership, health status, genetic or biometric data, sexual orientation, criminal history, or any other information classified as sensitive under data protection laws, may be considered “sensitive personal information” under applicable data protection laws. We do not request this information unless legally required (e.g., for equal opportunity monitoring), and you are not obligated to provide it unless otherwise specified. We generally do not require sensitive information during recruitment unless allowed or mandated by applicable law (e.g., for equal opportunity monitoring or internal diversity and anti-discrimination policies). If required by law, we will seek your consent before collecting sensitive data. U.S. law may mandate that we request specific information (e.g., disability or veteran status) for roles based in the U.S. # How We Use Information that We Collect We use the applicant information we collect to evaluate your suitability for positions at Expertly and for recruitment and human resources management purposes, such as:
Processing and reviewing applications
Scheduling interviews and managing the recruitment process
Assessing your qualifications, skills, and interests relative to available roles
Determining your eligibility to work
Verifying the accuracy of the information in your application
Making hiring decisions
Responding to your inquiries or questions
Analyzing, managing, and improving our recruitment and hiring procedures
Fulfilling obligations related to benefit or compensation plans
Notifying you about future job opportunities that match your qualifications
Conducting administrative tasks, management reporting, internal training, or other business-related functions
Responding to legal requests or court orders
Operating, supporting, or managing our career website or recruitment portal
We may also use your information to fulfill legal obligations, enforce our rights, respond to government or legal requests, protect the rights, privacy, or safety of others, and ensure the integrity and security of our business, websites, or recruitment systems. Where required by law, we rely on your consent or our legitimate interests in recruiting and evaluating candidates. # How We Share Applicant Information We may share applicant information with the following types of recipients:
Subsidiaries and Affiliates: Companies under the Expertly, LLC umbrella.
Service Providers: Partners assisting with applicant and employment data processing.
Advisors and Legal Representatives: Professional advisors or legal service providers.
Potential Buyers or Investors: As part of a merger, acquisition, sale, or business transfer.
Authorized Third Parties: With your explicit consent.
Government Authorities: When required by law.
Law Enforcement or Legal Entities: To comply with court orders, legal requests, enforce terms, or protect rights, property, or safety.
We require our service providers to safeguard the information provided using proper security measures and restrict its use solely for service-related purposes. # Legal Basis For Processing For residents of Switzerland, the United Kingdom, or the European Economic Area (EEA), we process information based on legitimate business interests, such as evaluating job applications or enhancing the applicant experience, or when required to form an employment relationship. We ensure that legitimate interests are not overridden by your data protection rights. With respect to sensitive information, we only process it when necessary to meet legal obligations, support your essential interests (such as ensuring equal pay or accommodations), or handle legal claims. If no lawful basis exists, we will only process sensitive data with your explicit consent. # European Privacy Rights Residents of Switzerland, the UK, or the EEA have the right to:
Access and Copies: Request access to or copies of your personal data.
Corrections: Request corrections of inaccurate information.
Erasure: Request deletion of your personal information.
Processing Restrictions: Request limitations on data processing.
Consent Withdrawal: If consent was the processing basis, withdraw consent at any time.
To exercise these rights, contact us as specified below. We may verify your identity before fulfilling requests. If your request is manifestly unfounded or excessive, we may charge a reasonable fee or decline the request, as permitted by law. For transfers outside the EEA, we use appropriate safeguards such as standard contractual clauses approved by the European Commission. Complaints should be directed to a data protection authority after first attempting resolution with us. # International Transfers As a global company, we may store or process your data in countries where we operate, where our teams or contractors are located, or where our service providers maintain facilities. By providing your information, we use appropriate safeguards, such as Standard Contractual Clauses (SCCs), for international transfers outside the EEA, UK, or Switzerland to ensure your data receives adequate protection. By applying, you acknowledge that your personal data may be transferred and processed in countries with different data protection laws. # Security Expertly employs reasonable measures to protect personal data from loss, misuse, unauthorized access, disclosure, alteration, or destruction, based on the sensitivity of the data and processing risks. However, no system is entirely secure, and we cannot guarantee complete security for transmitted information. # Data Retention We retain applicant data only as long as necessary for the purposes described in this notice, including legal compliance and consideration for future opportunities, unless a longer retention period is required by law. If you become an employee, we will include your applicant information in your employment records. If you prefer that we do not retain your information for future opportunities or wish to update it, contact us as specified below. We may still retain certain information if required by law or to defend against legal claims. # Changes to this Applicant Statement We reserve the right to update this Applicant Statement at any time. Any updates will be posted on this page, with the latest revision date indicated at the top. # Contacting Expertly For questions about this notice, data collection and use, or your rights and choices, contact us at:
Email: privacy@expertly.com
Mailing Address: Expertly, LLC Attn: Legal Department - Privacy 31 NE 17th Street, Miami, FL 33132 EU/UK Representative for Data Protection (Article 27 GDPR): Jose Garcia (privacy@expertly.com)