Candidate Privacy Notice

What is the purpose of this document?

Revalize is made up of different businesses and legal entities under brands including ACATEC, APEX, Attainia, AutoQuotes, BCA Technologies, Configure One Cloud, Engineered Software, FPX, Imperial, Intelliquip, Lead Method, PROCAD/Pro-File, Spec Page, Sofon, Tenado, as updated from time to time. Revalize collects and uses information about individuals (“Personal Data”). This Candidate Privacy Notice (the “Notice”) is issued on behalf of the Revalize Group so when we mention “Revalize”, “we”, “us” or “our” in this Notice, we are referring to the relevant company in the Revalize Group responsible for processing your Personal Data.

You are being sent a copy of this Notice because you are applying for work with us (whether as an employee, worker or contractor) (“Candidate”). It makes you aware of how and why your Personal Data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under applicable data protection laws.

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely.

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of Personal Data about you:

The information you have provided to us in your curriculum vitae and cover letter, including your education, professional and training history, and details of any other relevant skills, such as language capability.
The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, and qualifications.
Any other information you choose to share with us including information you provide to us during an interview.
Any other information collected as part of the recruitment process, including test results and behavioral information and information about personality traits such as data collected to assess a Candidate’s suitability.

We may also collect information about Candidates from third parties, including:

To the extent permitted by applicable law, Revalize may compile Personal Data about a Candidate obtained through a background check.

Sensitive Personal Data

For the purposes of recruitment, Personal Data regarding health data may be processed only as strictly required and as permitted or required by local law for the purposes of making adjustments to the recruitment process, for assessing eligibility for positions and fitness to work, and provision of facilities in the workplace to accommodate health problems. In addition, we gather Personal Data where it is necessary for the purposes of complying with employment and social security laws including those specifically for the purposes of ensuring equal employment opportunities as required by law, covering Candidate and employee information such as gender, race/ethnicity, nationality, disability, and (in the United States) veteran’s status. We may, where permitted by law, collect your criminal conviction data.

How is your Personal Data collected?

We will collect your Personal Data from information that you provide directly (through the completion and submission of online application forms, provision of résumés or CV, and through interviews and other communications). In some cases, we will collect Personal Data indirectly from third parties including recruitment agencies you used to apply to us, as well as background check providers, your referees, and from publicly available sources such as LinkedIn and other business/employment-focused social media services and job boards.

How we will use information about you

We will process your Personal Data for a specific purpose and only use that Personal Data which is relevant for that purpose. We use the Personal Data we collect about you for the purposes of:

Keeping records related to our hiring processes.
Complying with legal or regulatory requirements.
We also need to process your Personal Data to decide whether to enter into a contract of employment or contract for services with you.
If we offer you a role, we will need to process your Personal Data to prepare and enter into a contractual employment relationship.
Staff administration, including managing our HR records and the Revalize employee database.
Onboarding, for example, setting up internal profiles, or managing external providers (such as insurance companies) involved in the onboarding process.

We will process your Personal Data for other purposes as follows:

To provide information to other Revalize entities or third parties for the purposes of benefitting from cost-effective, efficient, and/or specialist services.
To provide information to third parties to enable a transfer, merger, or disposal to a potential acquirer, transferee, merger partner or seller and their advisers in connection with a potential transfer, merger, or disposal of all or part of Revalize’s business and/or assets, or to acquire a business or merge with it.
To exercise our rights and obligations vis-à-vis you or third parties, such as where we need to obtain legal advice or provide Personal Data in connection with legal proceedings.
To safeguard overriding legitimate interests of Revalize or third parties or other public interests.

If you fail to provide Personal Data

You are under no obligation to provide us with information. However, if you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

Information about criminal convictions

We do not envisage that we will process information about criminal convictions, however, we may use your criminal conviction data where it is appropriate, given your role, and we are legally able to do so.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data security

We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors, and other third parties who have a business need-to-know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from our Chief Privacy Officer who can be contacted at [email protected].

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Who has access to your Personal Data

We make Candidate Personal Data available to members of our personnel and entities within the Revalize group for the purposes described above (see the section headed “How we will use your Personal Data”). We may transfer your Personal Data to third parties outside Revalize, to the extent permitted under applicable law. Examples of those third parties include:

Third party service providers, including recruitment agencies, IT systems providers, cloud service providers, database providers, and consultants such as those who carry out tests as part of the recruitment process. We have contracts in place with third party service providers to protect your Personal Data.
Potential acquirers, transferees, or merger partners and their advisers in connection with potential acquisitions or mergers of our business or a part of it.
Referees named in your application.
Authorities or other parties to whom we are subject to a court order requiring disclosure of your Personal Data, or to safeguard our legitimate interests.

Data retention

How long will you use my information for?

We will only retain your Personal Data for as long as is necessary to fulfill the purpose or purposes for which it was collected, or for legal, regulatory or internal policy purposes, whichever is longer. Unless you request that we delete your data, we will retain your Personal Data for a period of 36 months after we have communicated to you our decision about whether to appoint you to work for us or such a shorter period required by applicable law. We retain your Personal Data for that period so that we can show, in the event of a legal claim, that we have not discriminated against Candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. We also retain your Personal Data so that we may contact you in connection with further relevant opportunities that may arise at Revalize. After this period, we will securely destroy your Personal Data in accordance with applicable laws and regulations. If you are hired, then we will retain this information as detailed in our Employee Privacy Notice.

California Consumer Disclosure

The California Consumer Privacy Act as amended by the California Privacy Rights Act (collectively, the “CCPA”) grants employees certain privacy rights. If you are a resident of California, you have the following rights:

Right to know and access.
Right to delete. A Candidate requesting deletion will result in us not being able to evaluate your candidacy or employ you.
Right to correct inaccurate information.
Right to non-discrimination. You have the right to non-discrimination for exercising your CCPA rights.
Opt out of the ‘sale’ or ‘share’ of your Personal Data. With the exception of advertising cookies used on our website, Revalize does not ‘sell’ or ‘share’ your Personal Data as defined by the CCPA.
Limit the Use and Disclosure of Your Sensitive Personal Data. Revalize only collects Candidate sensitive Personal Data which is necessary to evaluate candidacy and to prepare for employment. As such, limiting your use of your sensitive Personal Data would result in us not being able to evaluate your candidacy or employ you.

You may exercise these rights at any time by contacting us at [email protected] or by completing the webform available on our website and via this link.

EEA, Swiss and UK citizens’ additional rights

Lawful basis for processing your Personal Data

Revalize will process your Personal Data within the applicable legal framework. Depending on the purpose of the processing activity, the processing of your Personal Data may be carried out on one of the following bases:

We have obtained your explicit consent. By way of example, where you have consented to us obtaining references or to us sending you communications about job postings, newsletters, and associated corporate communications.
The processing of your Personal Data is required to comply with legal or regulatory requirements, such as to carry out our obligations under employment law, to comply with government requirements or social security and tax law.
The processing of your Personal Data is necessary to safeguard the legitimate interests of Revalize or third parties (e.g. other individuals) or to safeguard overriding public interests, where your interests or fundamental rights and freedoms are not unduly affected. Our legitimate interests in the context of recruitment and employment include:

Preparing an offer of employment and/or contract of employment for you following a decision to make you an offer of employment;
To determine whether a Candidate’s skills, experience, and other qualities are suitable for a role with Revalize and determine whether or not to make an offer of employment;
To verify the accuracy of the information you have provided to us as part of your application;
To prevent fraud or criminal activity, or misuse of our services and property;
To benefit from cost-effective, efficient, and/or specialist services. This may include third parties outside the Revalize group, as well as sharing information with other entities within the Revalize group so that a team with appropriate expertise can provide support or advice);
To establish, exercise or defend a legal claim from or against Revalize or other entities within the Revalize group;
To protect the legitimate interests of third parties or an overriding public interest.

Transfer of your Personal Data

We may transfer your Personal Data to countries outside the EEA and the UK. We will only do so where the importing country is considered to provide an adequate level of protection for Personal Data, or where such adequacy decision has not been made, there are other safeguards in place such as the standard contractual clauses adopted by the European Commission and the UK-approved International Data Transfer Agreement and Addendum to the EU standard contractual clauses.

Your rights in connection with Personal Data

Under certain circumstances, by law you have the right to:

Request access to your Personal Data (commonly known as a "data subject access request"). This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.
Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have exercised your right to object to processing (see below).
Object to processing of your Personal Data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of Personal Data about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your Personal Data to another party.
Not be subject to a material decision based solely on automated decision-making.

If you want to review, verify, correct or request erasure of your Personal Data, object to the processing of your Personal Data, or request that we transfer a copy of your Personal Data to another party, please contact our Data Privacy Team in writing at [email protected].

Right to withdraw consent

Where you have provided consent as the basis for us to process your Personal Data, you have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact our Data Privacy Team at [email protected].

Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your Personal Data securely.

Questions and Complaints

We have appointed a Chief Privacy Officer to oversee compliance with this privacy notice. In Germany and Switzerland, we have appointed a Data Protection Officer (DPO) in accordance with local national law. If you have any questions about this privacy notice or how we handle your Personal Data, please contact the Chief Privacy Officer or DPO at [email protected] or by post at 50 N Laura St. Suite 2500, Jacksonville, FL 32202 United States.

If you are not satisfied with how Revalize processes your Personal Data, please contact the Chief Privacy Officer or DPO and we will investigate your concern. If you are not satisfied with our response, you have the right to make a complaint at any time to the relevant data protection authority. Details of the data protection authorities can be found here https://edpb.europa.eu/about-edpb/about-edpb/members_en

Updates to this Notice

This Notice may be changed over time. This Notice was updated in June 2023. Please visit the Revalize website frequently to understand the current form of this Notice.