Effective Date: 10/1/2025
1. Introduction
This Privacy Policy describes how EmployForm (“we,” “us,” or “our”) collects, uses, and shares the personal information of individuals who apply for employment with us (referred to as “Applicants” or “you”).
By submitting your application and personal information, you acknowledge that you have read and understood this Privacy Policy.
2. Information We Collect
We collect personal information that you voluntarily provide to us when you submit a job application and throughout the recruitment process. This information may include, but is not limited to, the following categories:
- Contact Information: Name, address, phone number, email address.
- Application Information: CV/Resume, cover letter, employment history, job title, salary expectations, education and qualifications, professional licenses, and certifications.
- Assessment Data: Information generated from interviews, tests, and assessment exercises.
- Reference Information: Information provided by your references.
- Background Check Data: Information from background checks (where permitted by law and relevant to the role), which may include criminal history or driving records.
- Legal/Right-to-Work Data: Citizenship, visa, or work authorization status.
- Voluntary Self-Identification Data (Optional): Demographic information such as race, ethnicity, gender, veteran status, and disability status, collected solely for diversity and inclusion monitoring purposes and where permitted by law. You are not required to provide this data, and your application will not be adversely affected if you choose not to.
- Website/System Use Data: If your application is submitted online, we may collect technical data such as IP address and browser type.
3. How We Use Your Information
We use the personal information collected from job applicants for legitimate business and recruitment purposes, including:
- To process and evaluate your application for the specific role(s) for which you apply.
- To assess your qualifications, skills, and suitability for employment.
- To conduct reference checks and, if necessary, background checks.
- To communicate with you regarding your application, the recruitment process, and future opportunities.
- To comply with legal, regulatory, or other requirements (e.g., diversity monitoring, anti-discrimination laws, visa requirements).
- To manage and improve our recruitment and hiring processes.
- To defend our legal rights and interests.
4. Disclosure and Sharing of Your Information
We may share your personal information with the following parties:
- Internal Personnel: Relevant employees, managers, and HR staff involved in the hiring decision-making and recruitment process.
- Service Providers: Third-party vendors who provide services on our behalf, such as recruitment software providers, background check agencies, and testing/assessment providers. These service providers are legally and contractually required to protect the confidentiality and security of your data.
- Legal Requirements: When required to do so by law, court order, subpoena, or government authority.
- Business Transfers: In connection with a merger, sale, acquisition, or transfer of all or a portion of our business or assets.
5. Data Security and Protection
We implement appropriate technical and organizational security measures designed to protect the personal information we process. These measures are designed to ensure a level of security appropriate to the risk of processing your personal information.
6. Data Retention
We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including for satisfying any legal, accounting, or reporting requirements.
- If your application is successful, the information will be retained and form part of your employee record.
- If your application is unsuccessful, we will typically retain your information for a period of 1 year to consider you for future opportunities, maintain a record of the recruitment process, and comply with legal obligations. After this period, we will securely dispose of or de-identify your personal information. You may be asked to consent to a longer retention period.
7. Your Rights
Depending on your location and applicable law, you may have certain rights concerning your personal data, including the right to:
- Access your personal information.
- Correct or update inaccurate or incomplete information.
- Request Erasure of your personal information (subject to legal limitations).
- Object to or Restrict the processing of your personal information.
- Withdraw Consent where processing is based on consent.
To exercise any of these rights, please contact us using the details in Section 9.
8. Changes to this Policy
We reserve the right to amend this Privacy Policy at any time. Any changes will be posted on this page with an updated “Effective Date.”
9. Contact Us
If you have any questions about this Privacy Policy or our data handling practices, please contact us at:
EmployForm
4435 Main Street, Suite 1150
Kansas City, MO 64111
Email: contact@employform.com
Phone: (480) 389-6033