Candidate Privacy Statement
At Kudosity, your privacy is important to us. This Candidate Privacy Statement outlines how we collect, use, and protect your Data during the recruitment process. This Statement applies to all candidates who apply for positions with Kudosity, whether based in Australia, the Philippines, or elsewhere.
1. Information We Collect
When we refer to "Data" in this Statement, we mean information about you, or information that identifies or could reasonably identify you, collected during our recruitment processes undertaken to assess your eligibility for employment with Kudosity.
We may collect your Data directly from you (for example, through your application, interviews or communications with us), from recruitment agencies acting on your behalf, from referees you nominate, from publicly available professional profiles (such as LinkedIn), and from third-party screening or verification providers where permitted by applicable law.
This may include, but is not limited to:
Contact Information: Your name, email address, phone number, and postal address.
Professional Information: Your resume, cover letter, LinkedIn profile, and other application materials.
Application Details: Information provided through our applicant tracking system, including your application history, assessment results, communications with you, interview feedback, and interview notes.
Employment Information: Information about your employment history, qualifications, skills, and professional licences or certifications where relevant.
References: Information provided by your references.
Background Checks: Information gathered through background checks, which may include criminal history information or other screening information where relevant to the role and permitted by applicable law.
Immigration Status: Information relevant to your eligibility for employment in Australia or the Philippines, such as citizenship, visa or right to work documentation.
2. How We Use Your Data
We use your Data for the following purposes:
Recruitment and selection: To evaluate your qualifications for the position you applied for.
Communication: To contact you about your application status, interviews, and other recruitment-related matters.
Background Checks: To verify your qualifications and suitability for the role.
Compliance: To meet legal and regulatory requirements, such as verifying your eligibility to work in Australia or the Philippines.
Reporting: To generate anonymised statistics and reports for internal purposes.
3. Data Sharing
We may share your Data with the following parties:
Kudosity Personnel: Only individuals involved in the recruitment process will have access to your Data.
Third-Party Tools: We utilise third-party tools and platforms, like our applicant tracking system, LinkedIn, screening and verification services, and other relevant services to manage and streamline our recruitment processes. Where those providers process personal Data on our behalf, we take reasonable steps to ensure they maintain appropriate privacy and security protections in accordance with applicable law. The use of those services may also be subject to the providers' own terms and privacy notices, where applicable.
Third-Party Business Process Outsourcing (BPO) Providers: In certain instances, we engage third-party BPO providers to assist in specific aspects of our recruitment operations. These BPOs are contractually bound to maintain the confidentiality and security of your Data.
Government Authorities: We may share your Data with government agencies when required by applicable laws and regulations.
As a global company, your Data may, in some cases, be transferred to other Kudosity entities or trusted service providers located in other countries with different laws and protections. We’ll use appropriate technical and organisational measures and safeguards to protect your Data during transfers and at all other times it is in our care.
Where required by applicable law, including in the European Economic Area and the Philippines, Kudosity processes your Data on one or more of the following legal bases:
when processing is necessary to comply with our legal and regulatory obligations;
when processing is necessary for Kudosity's or a third party’s legitimate interests, unless this is overridden by your own interests, rights and freedoms, e.g., confirming candidate suitability for roles at Kudosity; and
when you consent to Kudosity processing your Data, including your sensitive personal information or criminal offence information about you (you can withdraw this at any time).
4. Data Security
We are committed to protecting your Data. We implement appropriate technical and organisational measures to safeguard your Data from unauthorised access, disclosure, alteration and destruction. Where third-party providers process personal Data on our behalf, we take reasonable steps to ensure they maintain appropriate privacy and security protections in accordance with applicable laws.
5. Retention of Your Information
If you join Kudosity, your recruitment information will become part of your personnel record and will be retained in accordance with our employee record retention practices and applicable law. This may include retaining the information to comply with legal obligations, establish, exercise or defend legal claims, and manage the employment relationship.
If you don't, your application will be deleted, securely destroyed, or de-identified after 24 months, or sooner upon your request, except where a longer period is legally required; with your permission where required by law, we may retain limited information about you to contact you regarding future employment opportunities.
6. Your Rights
Depending on applicable law, you may have rights to access, correct, update or delete your Data, withdraw consent where consent is relied upon, or object to certain processing activities. To exercise these rights or inquire about your Data, please contact us at compliance@kudosity.com.
7. Changes to this Statement
We may update this Candidate Privacy Statement to reflect changes in our recruitment process or legal requirements. Updates will be posted on our website.
8. How to Contact Us
If you have questions, concerns, or requests related to your Data, please contact us at: compliance@kudosity.com.
9. Acknowledgment
By submitting your application, you acknowledge that you have read and understood this Candidate Privacy Statement.