Applicant and Candidate Privacy Policy

Last Updated: September 17, 2024

Delinea Inc. and its affiliates (“Delinea” or “we”) are committed to protecting the personal information and privacy rights of individuals (“you”) who apply or are otherwise considered for a job opportunity with us. During application and recruitment, we may receive, collect, use, process, and share certain personal information. This Applicant and Candidate Privacy Policy describes and explains:

What type of personal information we process.
Why we collect it and how we use it.
With whom we may share it.
How we protect it.
How long we retain it.
How to exercise the privacy rights available to you.

If you want to learn more about how we handle personal information in other use cases, including when you visit our webpages, use our solutions, or interact with us, please visit our general Privacy Policy.

What type of personal information we process

This section describes the categories of personal information we may process for the purpose of administering our application and recruitment processes. Depending on the status of your application, these categories may include:

Identification Data – such as name, gender, data of birth, language.
Contact Data – such as home address, email address, telephone number.
Professional & Academic Data – such as resume or CV, cover letter, professional experience, education, transcripts, reference letters, interview notes.
Compensation & Benefits Data – such as current and/or desired compensation and benefits packages, willingness to relocate and travel.
National Identification Data – such as government identification/passport, immigration status, visas.
Background Data - such as information received from background checks (for vetting purposes where permissible and subject to local law), reference information provided by professional or academic institutions or other third parties.
Previous Applications & Employment History – such as information relating to any previous applications submitted and/or any previous employment with us.
Miscellaneous Data – such as other personal information you choose to share with us, including hobbies, social preferences, responses to optional questions.

We may also process personal information that qualifies as “sensitive personal information.” While the definition of sensitive personal information varies by jurisdiction, it may include personal information such as ethnicity, sexual orientation, disability, health condition, and race. This type of information is typically provided by you on a voluntary or optional basis, unless required to comply with our legal obligations.

How we collect personal information

In most cases, we collect personal information directly from you through the application and recruitment process. We may also collect personal information from sources where you publish information (e.g., Linkedin) and from third parties including recruiters, employment agencies, former employers, academic institutions, and background check agencies. During the application and recruiting process, we may also create personal information such as an applicant ID number or credentials.

How and why we use personal information

We use the personal information described in this Applicant Privacy Policy for legitimate business purposes, including recruiting and making hiring decisions. In most cases, this is done at your request when you apply for employment with us. In other cases, we may reach out to you because of a referral, through recruiting agencies, or on professional platforms (e.g., LinkedIn) where you post professional information.

In carrying out these business purposes, we may use your personal information to:

Assess your skills and qualifications.
Communicate with you about the recruitment process, your application, and, where appropriate, other potential career opportunities at Delinea.
Conduct screening and professional interviews with you.
Comply with applicable laws, regulations, legal processes or valid and enforceable government requests.
Exercise our right to defend, respond, or conduct legal proceedings to protect our rights and property where permissible.
Execute a non-disclosure or other appropriate agreement with you.
Other legitimate business purposes reasonably required for management of operations related to recruiting and hiring.

If your application progresses, we may also process your personal information to:

Verify educational and professional experience and conduct reference checks.
Conduct background checks, including criminal checks, where permissible under applicable law.
Evaluate visa, residency, right to work, and similar employment eligibility requirements where permissible under applicable law or requested by you.

Automated Decision Making: We do not envisage that any decision will be taken about you solely using automated means (i.e., without any human review). If we do implement solely automated decision making in the future, we will provide appropriate notification to you where required.

With whom do we share personal information

We may share your personal information for the business purposes described in this Applicant Privacy Policy or as described in specific notices provided at the time of collection. For the purposes described above, this may include sharing your personal information with the following categories of recipients:

Affiliates within the Delinea group of companies.
Third-party services providers and vendors who provide data processing services to us or who otherwise process personal information for specific business purposes subject to a service agreement.
Government agencies, including competent law enforcement bodies, tax authorities, regulatory agencies, and judicial bodies where we believe disclosure is necessary (i) to comply with a lawful order or applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect the vital interests any person. Delinea maintains procedures and guidelines for handling government requests for personal information, including review of applicable data protection laws.
In connection with a proposed purchase, merger, reorganization, acquisition, dissolution or liquidation of any part of our business.
Other third parties with your consent where required.

When we share personal information, we ensure a data processing agreement (DPA) is in place, including an approved transfer mechanism (e.g., EU Standard Contractual Clauses, EU-US Data Privacy Framework) where required.

We do not sell personal information.

How we protect personal information

Delinea takes appropriate steps to protect personal information that is collected, processed, and stored as part of the application and recruitment process. We maintain appropriate organizational and technical safeguards to protect personal information against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use. The specific security measures vary depending on the type of personal information and the related privacy risks. Additional information on specific technical and organizational measures is provided on Delinea’s Trust Center.

Where we may transfer or hold personal information

Delinea operates globally and utilizes service providers located in several countries, including the United States. As a result, personal information may be processed in countries outside the country of collection or the country where you reside. The jurisdictions where personal information will be processed may have lower standards of data protection than in your country. When we do transfer personal information to other countries, we comply with applicable law and ensure that appropriate safeguards and technical and organizational measures are in place.

For example, if you reside in the European Economic Area (EEA) and we process your personal information outside the EEA, we rely on one of the following approved methods of transfer:

European Commission adequacy decisions, which acknowledge that certain non-EEA countries have national privacy laws that protect personal information to a substantially similar standard required by European Union law;
European Commission’s 2021 Standard Contractual Clauses, which require non-EEA recipients of personal information to continue to protect the personal information they receive to the standard required by European Union law; or
Other lawful data transfer mechanisms, including Binding Corporate Rules or the EU-U.S. Data Privacy Framework where applicable.

Further details can be provided upon request. Please see contact information below.

How long we retain personal information

We retain personal information for as long as necessary for the stated business purposes and to satisfy any legal, accounting, or reporting requirements as described below.

Withdrawn or Unsuccessful Applications: If your application for employment is unsuccessful or withdrawn or if you decline our offer, we will retain your personal information for a period of time after adjudication. We retain personal information to comply with applicable law, protect against legal claims, and consider you for other job opportunities.

In some circumstances we may anonymise your personal information so that you are no longer identifiable, in which case we may process and retain such information without further notice to you.

Successful Applications: If you are offered and accept employment with us, we will retain the personal information collected during the application and recruitment process as part of your employment record. Employee personal information is subject to our internal data retention schedules.

How to exercise your privacy rights

Available Privacy Rights

In certain jurisdictions, you may have privacy rights under data protection laws. Depending on several factors, this may include the right to:

Receive information about the personal information we process about you, the source of that information, how we use it, who we share it with, and how long we retain it.
Receive access to or copies of personal information we hold about you.
Request the rectification or correction of your personal information.
Object to the further processing of your personal information. For example, you can request that we not consider or contact you for future employment opportunities.
Lodge a complaint with the competent data protection supervisory authority or court.

Other privacy rights may be available to you under applicable data protection laws, and we will honor those rights when you make a request. For example, if you are a resident of California, you may have the right once a year and free of charge to request and obtain: 1) information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes: and 2) the names and addresses of the third parties with which we shared personal information in the preceding calendar year.

Exercising Available Privacy Rights

If you wish to exercise a privacy right that is available to you, please contact us by emailing: privacy@Delinea.com.

When you make a privacy request, we will take reasonable steps to verify your identity prior to responding. This step is necessary to prevent unauthorized access to or instructions related to your personal information. Identify verification will vary depending on the sensitivity of the personal information and whether or not you have an application on file with us.

Additional information on exercising privacy rights, including lodging complaints, is available on our general Privacy Policy available here.

Privacy and Children

As a B2B business, we focus our recruiting and hiring activities on professionals and students seeking employment. We do not target children and do not knowingly solicit or collect any personal information from children.

Changes to this Policy

We will periodically update this Applicant Privacy Policy to reflect changes in applicable law and/or our data protection practices. We will post changes here and we encourage you to periodically review this page for the latest information. Each version is identified by a date at the top of the page.

Contact Information

Please direct questions regarding this Privacy Policy to privacy@delinea.com or one of the following addresses.

Delinea
Attn: Privacy
221 Main Street, Suite 1300
San Francisco, CA 94105
United States of America
+1(669) 444-5200

Delinea Europe Ltd.
Attn: Privacy
5 New Street Square
London, EC4A 3TW
United Kingdom