Authenticx Job Applicant Privacy Notice

This Privacy Notice was last updated on February 12, 2024. 

Scope

Authenticx is committed to protecting your Personal Information and processing it responsibly. This Privacy Notice (“Notice”) describes our general practices relating to the collection, use and disclosure of data relating to Authenticx job applicants. “Personal Information” means any information relating to or capable of identifying a particular individual. 

The Authenticx Privacy Policy describes our general practices relating to our practices relating to privacy. See the full Authenticx Privacy Policy here.

• The Personal Information Authenticx Collects 
• How Personal Information is Used 
• How and to Whom Personal Information is Disclosed 
• How Personal Information is Protected 
• Retention of Personal Information 
• Third Party Links 
• Do Not Track Disclosure 
• Information for California Residents 
• How to Contact Authenticx

1. The Personal Information Authenticx Collects

1.1. Directly from You

Authenticx collects Personal Information directly from you when you visit our website or mobile app, or through other communication channels such as email, telephone, online forms, any third-party chat functionality available on our affiliate applications (e.g. Insperity and SmartRecruiter) or in person. Authenticx may collect the following information during the recruiting process: 

• When you apply for an open role, we collect: 
  • Your contact information such as first and last name, email address, mailing address, and telephone number. 
  • Details of your current and past employment such as name of employer, position held, and dates of employment. 
  • Information that may be needed to complete a pre-hire background check such as Social Security Number (SSN). 
  • Education and training information. 
  • Citizenship information. 
  • The contact information of any personal references. 
• When you create an account on our job applicant portal, we collect authentication credentials such as username and password. 
• When you visit our website, we automatically collect information about your device and use of the application such as IP address, device identifiers, device details, pages visited and accessed through cookies and similar technologies. 
• When you communicate with us regarding your application, including via third-party chat functionalities on our website or mobile applications. 
• Any other information you may choose to provide as part of the interview process.

1.2. From Other Sources

Authenticx obtains Personal Information from third parties such as: 

• During the recruiting process: 
  • We may collect contact information such as the first and last name, email address, mailing address, and telephone numbers of eligible prospects and details of their employment, education and training experience from a third-party recruiting service. 
  • We may collect information about current and past employment, education and training from publicly available sources, as permitted by law. 
  • We may work with service providers to collect information in connection with job applicant background checks, such as information related to offenses or criminal proceedings or sentences and credit reports and other similar reference checks. 
  • We may collect information about your past employment experience from previous employers and/or personal references provided by you. 
  • We may collect information from assessments relating to workplace skills and personality style. 

1.3. Cookies and Similar Technologies

We and our partners use various technologies to automatically collect and store information when you interact with our Services, including the use of cookies, web beacons, mobile software developments kits (“SDKs”) or similar technologies: 

• Cookies: 
  • When you access our Service, Authenticx will issue a cookie to your device. A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting, you may be unable to access certain parts of the Services. 

• Web beacons: 
  • Certain webpages maintained by Authenticx, as well as emails sent by Authenticx, may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags and single-pixel gifs) that collect information about page visits and email viewing. Information collected may include limited personal information, such as name, email address and universal ID. 

Personal Information and non-Personal Information may be linked together and once linked, may identify an individual person. If we do combine non-Personal Information with Personal Information, the combined information will be treated as Personal Information for as long as it remains combined. 

1.4. Aggregate or Anonymized Data

In each case above, we may aggregate or anonymize the foregoing types of information in support of legitimate business purposes such that they are no longer capable of identifying you. In that event, the information is no longer considered “Personal Information” and may be used for any purpose consistent with applicable law. 

When using deidentified data, Authenticx does not attempt to reidentify the data. We may use and disclose deidentified or aggregated data with any third party without restriction, as permitted by applicable law. We may use and disclose non-Personal Information for any purpose without restriction. 

1.5. Public Data

Authenticx may collect data about you that we have a reasonable basis to believe is lawfully made available to the general public by you. We do not consider such data to be “Personal Information” and may use such data for any purpose consistent with applicable law. 

2. How Personal Information is Used

Authenticx uses Personal Information to: 

• Manage all parts of the applicant administration process such as interviewing, verifying references, selecting and hiring staff and conducting background check investigations. 
• Communicate with job applicants. 
• Provide you access to our job applicant portal. 
• Consider the applicant for other future positions at Authenticx. 
• Develop and improve our products, services, software, website and our hiring practices through research, development, analytics and business intelligence. 
• Manage network security, which includes disaster recovery and business continuity. 
• Prevent fraud. 
• Comply with privacy laws, information security requirements and other legal requirements. 

3. How and to Whom Personal Information is Disclosed

3.1. Within Authenticx 

Authenticx allows access to applicant Personal Information to people within Authenticx who have a “need to know” that information to manage the recruitment process and for other legitimate business purposes. For example, your resume will be disclosed to the Authenticx employees who will be interviewing you. 

3.2. Service Providers 

We disclose Personal Information to companies or individuals that provide us with services. These service providers provide services such as background checks and office security. We may also disclose your Personal Information to our IT and system administration providers, cloud hosting providers, software providers (including those vendors providing chat functionalities and features for our websites and mobile applications), and payroll processors. We may disclose your Personal Information to our professional advisors, such as lawyers, accountants, and other similar advisors. Service providers can only process Personal Information as instructed by Authenticx. 

3.3. Business Transition 

In the event that Authenticx, or any portion of our assets or business, are acquired, sold, merged, or transferred, whether as a result of or in the event of an acquisition, divestiture, reorganization, restructuring, or dissolution, or as a going concern or as a part of bankruptcy, liquidation, or similar proceeding, or otherwise, Authenticx will disclose Personal Information to the company involved to complete the business transition, including at the negotiation stage and including where the Personal Information is among the assets being transferred. 

3.4. Applications and Tools 

We offer tools, widgets and applications on our website such as search engine functionalities, that are powered by third parties. If you use those applications or tools, any Personal Information that you provide will be disclosed to the third party that provides that functionality. The third party’s use of that Personal Information is subject to their Privacy Notice. 

3.5. Law Enforcement 

We may report to law enforcement agencies any activities that we reasonably believe to be unlawful, or that we reasonably believe will aid a law enforcement investigation into unlawful activity. In addition, we reserve the right to release your Personal Information to law enforcement agencies if we determine, in our sole judgment, that either you have violated our policies, or the release of your Personal Information will protect the rights, property, or safety of Authenticx, or another person. 

3.6. Legal Process 

We may disclose your Personal Information to others as required by, or permitted by, law. This includes sharing your Personal Information with governmental entities or third parties in response to subpoenas, court orders, other legal process, or as we believe is necessary to comply with applicable laws, to exercise our legal rights, to defend against legal claims that have been brought against us, or to defend against possible legal claims that we determine in our sole discretion might be brought against us. 

4. How Personal Information is Protected 

Authenticx uses commercially reasonable administrative, organizational, and physical safeguards designed to protect Personal Information from loss, theft, and unauthorized use, disclosure or modification. Please be aware that no data transmission over the internet is 100% secure. While we strive to protect your Personal Information, we cannot ensure or warranty the security of any information you transmit to us, and you do so at your own risk. 

5. Retention of Personal Information 

Authenticx will retain your Personal Information for as long as is reasonably necessary to fulfill the purpose for which it was disclosed or as required to comply with legal obligations. The precise periods for which we keep your Personal Information vary depending on the nature of the information and why we need it. Factors we consider in determining these periods include the minimum required retention period prescribed by law or to fulfill the purpose(s) for which the Personal Information was collected. At the end of that period, Authenticx will securely delete the Personal Information. If there is any data that we are unable, for technical reasons, to delete entirely from our systems, we will put in place appropriate measures to prevent any further use of such data. 

6. Third Party Links 

Authenticx’s platforms may contain links to webpages created by parties other than Authenticx. We do not control such websites and are not responsible for their contents or the privacy policies or other practices of such websites. Our inclusion of links does not imply any endorsement of the material on such websites or any association with their operators. These websites and services may have their own privacy notices, which the user will be subject to upon linking to the third party’s website. Authenticx strongly recommends that users review the third party’s terms and conditions and privacy policies. 

7. Do Not Track Disclosure 

Some browsers have a “do not track” feature that lets you tell websites that you do not want to have your online activities tracked. At this time, we do not respond to “do not track” signals. 

8. Information for California Residents 

8.1. Overview of the California Consumer Privacy Act

This section supplements the other information in this Notice and applies solely to “consumers” as defined by the California Consumer Privacy Act of 2018, as amended from time to time, and its related regulations (the “CCPA”). Specifically, this Notice applies to our processing activity when we are acting as a “business” under the CCPA—meaning that we control the purposes and means of processing your personal information. This section explains Authenticx’s collection, processing, and disclosure of “personal information” (as defined by the CCPA) relating to California consumers in their capacities as job applicants of Authenticx. 

As defined by the CCPA, “personal information” includes any information that identifies, relates to, describes, references, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. Personal information does not include information: 

• That is lawfully made available from government records. 
• That Authenticx has a reasonable basis to believe is lawfully made available to the general public by the consumer or from widely distributed media, or by the consumer. 
• Made available by a person to whom the consumer has disclosed the information if the consumer has not restricted the information to a specific audience. 
• That is lawfully obtained, truthful information that is a matter of public concern. 
• That is deidentified or aggregate consumer information. 
• Excluded from the CCPA’s scope, personal information is covered by certain sector-specific privacy laws such as the Fair Credit Reporting Act. 

In the past twelve months, Authenticx has collected the following categories of personal information from job applicants and disclosed such information to the following categories of third parties for the business purposes described in this Notice: 

Categories of PI Collected	Examples	Categories of Third Parties to Whom Disclosed
Identifiers	Real name, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, Social Security number, driver’s license number, passport number, or other similar identifiers	Service providers conducting background checks or assisting with the recruiting process IT and security service providers, such as our email providers, business application providers, managed services providers and IT consultants Professional advisors (accountants, lawyers, and auditors) Sources for references identified by the job applicant Prior employers of the job applicant
Internet or other similar network activity	Browsing history, search history, information on a consumer’s interaction with a website, application, or advertisement	IT and security service providers Service providers that assist Authenticx with data analytics
Personal information types listed in the California Customer Records statute (Cal. Civ. Code § 1798.80(e))	Name, signature, Social Security number, physical characteristics or description, address, telephone number, passport number, driver’s license or state identification card number, insurance policy number, education, or employment information	Service providers conducting background checks or assisting with the recruiting process IT and security service providers, such as our email providers, business application providers, managed services providers and IT consultants Professional advisors (accountants, lawyers, and auditors) Sources for references identified by the job applicant Prior employers of the job applicant
Sensory data	Audio recordings, voicemail, or similar information	IT and security providers, such as telephone communication providers
Legally protected classification characteristics	Race, color, national origin, citizenship, marital status, sex, age (40 years or older), gender	Service providers conducting background checks or assisting with the recruiting process IT and cloud/hosting service providers, such as our email providers, business application providers, managed services providers and IT consultants Professional advisors (lawyers and auditors)
Professional or employment-related information	Prior employment history, performance information, resume or similar information	Service providers conducting background checks or assisting with the recruiting process IT and cloud/hosting service providers, such as our email providers, business application providers, managed services providers and IT consultants Professional advisors (lawyers and auditors)

Please note that we may also use, disclose, or transfer your information in connection with the sale, merger, dissolution, restructuring, divestiture, or acquisition of our company or its assets. We may also disclose your personal information in response to a court order, subpoena, search warrant, law or regulation. 

8.2. Sensitive Personal Information 

Authenticx does not collect or process “sensitive personal information” (as defined by the CCPA) for the purposes or inferring characteristics about California consumers. For example, Authenticx does not collect or process geolocation information for the purposes of inferring characteristics about California consumers. Accordingly, Authenticx treats any such information as “personal information” consistent with applicable provisions of the CCPA. 

8.3. Sale or Share of Personal Information 

Authenticx has not “sold” any categories of personal information or “shared” any such information for the purposes of cross-context behavioral advertising (as those terms are defined by the CCPA) in the past 12 months. Likewise, Authenticx does not have actual knowledge of any sales or sharing of personal information regarding minors under 16 years of age. 

8.4. Applicable Retention Periods 

Authenticx determines the retention period for each category of personal information based on the criteria set forth above in the section titled “Retention of Personal Information.” 

8.5. How Your Information is Collected 

Authenticx collects the above-identified categories of personal information from the following sources: 

• Direct collection: We collect information directly from you when you choose to provide it to us by filling out forms, such as the job application forms available through our “Careers” page and job portals, sending us attachments or other communications in connection with the job application process, interviewing with us, or otherwise directly providing the information to us. 
• Third parties: We collect information about you from third parties who support our human resources and recruiting efforts, including recruitment agencies, vendors that support our performance of background checks and reference checks, and advertising vendors. 

8.6. Purpose for Collecting or Disclosing Personal Information 

We collect or disclose your personal information for the following business or commercial purposes (as well as any other purposes described in this Notice): 

• Facilitating your job application with Authenticx. 
• Communicating with you about your application with Authenticx. 
• Evaluating a job applicant and engaging in the hiring process. 
• Developing, updating, and improving our job applicant and human resource processes. 
• Preventing and detecting fraud, financial crime, hacking activities, security breaches, and other unlawful activities in connection with the website or purchase and use of our services. 
• Complying with our legal obligations. 

8.7. How to Exercise Your Rights 

The CCPA provides California residents with the following rights relating to their personal information, subject to certain exceptions: 

• Access/Data Portability: the right to request access to the personal information that Authenticx collects, uses, discloses, sells, or shares (including that personal information collected and used in the past 12 months) and the right to request that we provide copies of the specific pieces of personal information we collected about you. 
  • If a verifiable consumer request is made, and subject to any exceptions or limitations under the CCPA, we will take steps to deliver the personal information to you electronically in a portable and readily useable format, to the extent technically feasible. Consistent with the CCPA and our interest in the security of your personal information, we will not provide copies of sensitive personal information we may receive from you (e.g., driver’s license number, other government-issued identification number, financial account number, account password, or security questions or answers) in response to a CCPA request, to the extent any of those items are in our possession. 
• Deletion: the right to request that Authenticx delete personal information we have collected from you subject to certain exceptions permissible by the applicable law. 
  • We may retain an archived copy of your records as permitted or required by law. 
• Do Not Sell or Share: the right to request that Authenticx opt you out of the sale of your personal information, or that Authenticx opt you out of the sharing of your personal information for the purposes of cross-context behavioral advertising. Because Authenticx does not engage in this activity with the personal information it collects about you as a job applicant, these rights are not available. 
• Correction: if we maintain inaccurate personal information about you, the right to request that Authenticx correct that inaccurate personal information, taking into account the nature of the personal information and the purposes of the processing of the personal information. 

8.8. How to Submit a Request 

You can submit a request using the methods listed below: 

• Access/Data Portability Requests: Contact Authenticx at legal@authenticx.com. 
• Deletion Requests: Contact Authenticx at legal@authenticx.com. 
• Correction Requests: Contact Authenticx at legal@authenticx.com. 

8.9. Process for an Access/Data Portability, Deletion or Correction Request 

You will be required to provide at least two (2) pieces of information which may include your name, mailing address, email address and phone number. Authenticx will use this information to search our systems and determine if we have information about you. If we are able to locate information about you, we will fulfill your request. If we are not able to match the two (2) pieces of information you submit, we may only be able to provide you with a report that includes the categories of Personal Information we collect, use, or disclose. 

A link to your access report will be sent to you by email, which will be sent to the email address you provided at the time you submitted your request. 

If you are an authorized agent, you will be required to submit your name, mailing address, email address and phone number as well as the name, mailing address, email address and phone number of the individual you are making a request on behalf of. Authenticx will use the individual’s information to search our systems and determine if we have information about the individual. If we are able to locate the information about the individual, we will fulfill the request. As an authorized agent you will receive an email confirming that we received the request along with a second email asking you to fill out a certification form confirming your information and certifying that you have the right to make this request on behalf of the individual. Once the report is ready, it will be sent to the email address you have given us. 

The CCPA requires us to respond to a verifiable consumer request within forty-five (45) days of its receipt; however, we may extend that period by an additional 45 days. If we require more time, we will inform you of the reason and extension period in writing. We will deliver our written response via e-mail. Any disclosures we provide will only cover the twelve (12)-month period preceding the receipt of the verifiable consumer request. The response we provide will also explain the reasons we cannot comply with a request, if applicable. You may only make a verifiable consumer request for access twice within a twelve (12)-month period, provided that you may request disclosure beyond the 12-month period as permitted by the CCPA. We will not charge a fee to process or respond to a verifiable consumer request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing the request. 

8.10. Our Commitment Not to Discriminate 

We will not discriminate or retaliate against a job applicant for exercising their rights under the CCPA, including by denying you benefits or services that we make available or providing a different level or quality of services or benefits. 

9. How to Contact Authenticx 

If you have questions about this Notice, you can contact us in one of the following ways: 

• Send an email to: legal@Authenticx.com 
• Write to: Authenticx: 

                    Attn: Legal Department

                    9405 Delegates Row 

                    Indianapolis, IN 46240 

10. Changes to this Privacy Notice 

Authenticx will update this notice periodically to reflect changes to our privacy practices. We will provide notice online when we make any material changes to this notice. 

This Privacy Notice was last updated on February 12, 2024.