Introduction
This privacy notice (“Notice”) provides information about how Catalyst group of companies (collectively, “Catalyst,” “we,” or “us”) collect and process your personal data in the context of recruitment. Read this Notice carefully, as it contains important information about the data we process, the purposes and legal basis for processing, recipients of your data, personal data protection rights, and other useful information.
What personal data we collect from you
The personal data that we collect from job applicants can include (and will apply to the extent such data collection is reasonably necessary):
- Full name
- Contact information (e.g., email, phone number, address)
- Education, skills, and training
- Current workplace and employment history
- Recommendations and/or references
- CV or resume and its attachments
- Publicly available information (e.g., information from professional social networks)
- Recruitment tasks data (such as the presentations and tests performed by you, interview notes about you, etc.)
- Desired salary
- Visa status
- Verification data, which includes the outcomes of background verification checks performed in relation to you (such as outcomes of previous employment and identity checks)
- Information required to prepare your employment contract
- Other information submitted by you
If you choose to disclose it, we may also collect information relating to your:
- Gender
- Veteran status
- Ethnic origin
- Disabilities
- Sexual orientation
The collection of such data is entirely voluntary, and you are under no obligation to disclose this information. Your decision to provide or withhold such information will not affect your job application for candidacy.
When applying, please avoid including any information that is unnecessary for the recruitment process.
Why we collect your personal data
We are constantly looking for new talent to help us build a better future for workplace culture. When you apply or are contacted by us regarding open positions at Catalyst (either directly or through a recruitment agency), we collect and process your personal data for recruitment purposes which may include to:
- Communicate with you
- Verify your information
- Assess your application and suitability for entering into an employment agreement with Catalyst
- Comply with applicable laws, legal processes, or enforceable government requests
- Notify you of future job opportunities where we have your consent
- Monitor diversity, equal opportunities, and your candidate experience
- Carry out background and reference checks as appropriate and in accordance with applicable law
We might get in touch with you through our background verification provider to start your verification process. After you have agreed to proceed, the provider will reach out to you. They will ask for your permission to contact other third parties, for example, your past employers, and verify employment dates. Once this verification is completed, this information will be shared with Catalyst.
How we process your personal data
We will not collect or process your personal data without letting you know. We will process your personal data based on one or more of the following legal bases:
- Your consent: For example, you are required to give us permission to process your personal data when applying for a job position and to retain your CV for future opportunities within Catalyst.
- Legal obligation: We may be obligated to process some of your personal data to comply with applicable laws and regulations, for example, to make reasonable adjustments for applicants with disabilities or to conduct checks for eligibility to work in a particular territory, as required by immigration laws.
- Legitimate interest: We may process your personal data in relation to our interests in conducting the recruitment process and filling a vacancy within Catalyst.
- Contract: We may also process your data when we assess your suitability for the role and when we have the intention to enter into a contract with you.
Where we get your data
Generally, we collect the information directly from you. We may also obtain information from:
- Other Catalyst companies (e.g., when you are referred to another job position at Catalyst)
- Job portals and recruitment agencies
- Recruitment tools (e.g., Greenhouse Inc., Glassdoor Inc., Indeed Inc.)
- Professional social media networks (e.g., LinkedIn)
- Catalyst employees (e.g., referrals)
- Background-checking service provider (e.g., Checkr Inc.)
Who we share your data with
Your personal data may be shared with other Catalyst companies to carry out recruitment activities as provided in this Notice or if we see that your profile is more suitable for other positions at Catalyst.
We may also share your data with our contracted service providers (“processors”) that help us with the recruitment process, such as:
- Greenhouse Software Inc. (United States; recruitment software provider)
- Rippling Inc. (United States; people management platform)
We use data processors who provide us with services such as emailing platforms, IT infrastructure service, and analytics. When using service providers, we ensure that they protect our candidates’ personal data in accordance with applicable legal requirements.
Your personal data is processed within the territory of the United States of America. When we share your personal data with recipients based outside of the EEA (e.g., in the United States), we make sure that they process personal data with an adequate level of protection, and we rely on the standard contractual clauses, including supplementary measures as necessary for transfers to the United States.
How long we store your personal data
In general, your personal data is stored until the end of the recruitment process and as necessary to comply with our legal obligations or resolve any disputes within the hiring process.
When you give Catalyst consent to contact you about future job positions, Catalyst will keep your data for three years in addition to the initial recruitment retention term.
If you become an employee at Catalyst, we will save your information within the employee file in accordance with our internal data retention terms for employee data.
Information from background checks is retained for six months after the verification takes place unless Catalyst has a legal requirement to keep the data longer.
Automated decision-making
As part of our recruitment process, we may utilize systems whereby candidates may be automatically rejected if they do not meet specific criteria, such as location or qualification requirements. However, our decisions about your candidacy are not solely determined by automated processes. We consider various factors beyond automated criteria to ensure fair and comprehensive evaluation of all applicants.
What happens if you don’t provide us with your personal data
You are not obliged to provide your personal data to Catalyst; however, as this is required for us to consider you for a job or otherwise engage with you, we will not be able to offer employment without certain personal data.
Your rights
Privacy laws, including the General Data Protection Regulation, provide certain rights to individuals in relation to their personal data. Except as limited under applicable laws, the rights afforded to you are as follows:
Right of access: You have the right to access any personal data that Catalyst processes about you and to request information about what personal data we hold about you, the purposes of the processing, and other related information.
Right to rectification: If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information, and we will strive to do so as quickly as possible.
Right to erasure: You also have the right to request the erasure of your personal data or to restrict processing in accordance with the data protection laws.
Right of data portability: You have the right to request a copy of your personal data in electronic format and to transmit that personal data to another data controller.
Right to withdraw consent: You have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
Contact us
If you apply or get referred for a job at any of our company locations Catalyst Inc. is the respective company responsible for supporting the hiring process.
Catalyst Inc. (Talent & Development), 120 Wall Street, 16th Floor, New York, NY, United States of America, NY10005
We only process your personal information in compliance with this Notice and in accordance with the relevant data protection laws. If, however, you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, please email our data protection officer at privacy@catalyst.org.
You can also complain to your local data protection authority or other local regulatory body responsible for ensuring protection of your rights relating to the handling of personal data. Without prejudicing your rights, we would appreciate it if, in such cases, you would contact us first to resolve the issue together.
If you have any questions regarding this Notice or your privacy, please email us at jobs@catalyst.org, or you can email Catalyst’s data protection officer at privacy@catalyst.org.