Hyland Software, Inc. Applicant Privacy Policy

Hyland Software, Inc. and its subsidiaries (collectively, Hyland) respect the privacy of our applicants and are committed to protecting applicants’ personal information. Hyland has created this Applicant Privacy Policy (Policy) to help you understand how we collect, use and disclose the personal information you submit as a Hyland job applicant.

This Policy applies only to personal information collected to evaluate your application for employment with Hyland. This Policy does not apply to other sites or webpages that Hyland owns or operates.

Your Consent

Through our online career portal, you agree to the terms of this Policy and to Hyland’s collection, use, and disclosure of your personal information per the terms of this Policy. Please read this Policy carefully before submitting your personal information. If you consent, your consent will continue to apply unless you revoke your consent by logging into the online career portal, selecting “Data Subject Requests” and then selecting “Revoke Consent” from the dropdown menu.

The Information We Collect About You and How We Use and Retain It

Most of the personal information Hyland collects about you is provided directly by you during the application process. We may also collect information about you from third parties, such as prior employers, educational institutions, or applicant screening providers.

We use the personal information we collect to evaluate your application and qualifications, determine whether to offer you a position with Hyland, and where legally required or customary, whether to enter into an employment agreement with you. If you are offered a position with Hyland, we also use your personal information to manage the employment relationship, and where applicable, to fulfil Hyland’s obligations under its employment agreement with you, such as to administer payroll. We also use your personal information to pursue our legitimate interests, such as recordkeeping requirements related to managing applications and, if you are hired, to create an employment record and evaluate your job performance against your qualifications. Additionally, Hyland uses your personal information to comply with applicable employment and/or labor laws and regulations.

Hyland may additionally retain personal information of applicants who are not hired. These records are retained for our legitimate interests, including to consider you for future positions and for internal record keeping and reporting purposes, and to comply with applicable laws and regulations. If you no longer wish to be considered for future positions, you may request that we withdraw your application from consideration for future positions at any time by logging into the online career portal, selecting “Data Subject Requests” and then selecting “Restrict Processing” from the dropdown menu to confirm that you no longer wish to be considered for future positions with Hyland.

During the application process, you may also choose to provide your email to receive automated emails about positions within Hyland that fit your qualifications. To stop receiving these emails at any time, you can click on the “unsubscribe” link at the bottom of these emails. You may also choose to stop receiving these emails (or to begin receiving them if you had previously elected not to) by signing into the online career portal, selecting “Manage Your Email Subscriptions,” and then editing your preferences to confirm you no longer wish to receive emails.

Please understand that if you do not provide your personal information, Hyland may not be able to consider your application.

Information provided by you to Hyland relating to other people (e.g. your previous supervisor, etc.) will be processed by Hyland in accordance with this Policy. You are responsible for the accuracy of such information and for ensuring that those people are aware of the nature of the information you have provided and the way in which it will be processed by Hyland.

How We May Share Your Personal Information

Access to your personal information by Hyland employees will be limited to those employees that have a need to know your information in order to carry out their responsibilities related to the recruitment process or otherwise as required by law.

While Hyland will not sell, lease, or license your personal information to a third party, there are limited circumstances in which Hyland may share your personal information with third parties, most notably:

  • With third party service providers: We may, for example, retain a third party to host all or portions of this site, to help maintain and manage our databases to assist in the recruiting process, or to conduct pre-employment screening. These third party service providers are permitted to use your information only for the purpose(s) for which it was disclosed and in accordance with Hyland’s instructions. Service Providers are contractually prohibited from further disclosing your information without Hyland’s prior approval;
  • With affiliated companies, such as grandparent, parent and/or subsidiary corporations, for their recruitment, recordkeeping and/or reporting purposes;
  • When required by law, such as when we respond to subpoenas, court orders, legal process, or a discovery request;
  • With applicable law enforcement, if we believe that your actions violate applicable law, or threaten the rights, property, or safety of Hyland, our users, or others;
  • To a purchaser or potential purchaser, if we sell some or all of our business, we may disclose all of the information that we have collected about you to a purchaser or, in due diligence, to a potential purchaser, but subject to a confidentiality agreement.

Hyland will make such disclosures only as permitted by applicable law.

Security of Your Personal Information

Our online career portal is hosted by iCIMS, Inc. (“iCIMS”), a third-party service provider. For information about cookies and how iCim’s secures your personal information, please review the iCIMS, privacy policy that is available here.

In regard to personal information that is accessed or stored by Hyland employees in connection with the application process, Hyland employs industry-standard controls including physical access controls, Internet firewalls, intrusion detection, and network monitoring. Additionally, only authorized employees have access to systems containing your personal information. While we strive to protect your personal information, we cannot guarantee the security of any information that you submit online, and you do so at your own risk. We urge you to keep your username, password and any other log-in credentials in a safe place as you share responsibility for maintaining the confidentiality of the information that you submit to us. It is a good practice to sign off your account and close your browser window when you have finished your visit to a site.

International Transfers of Your Personal Information

If you have accessed our online career portal from outside the United States, the personal information you provide will be transferred to Hyland Software, Inc. located in the United States, and will be maintained by Hyland Software’s third-party service provider, iCIMS, which also is located in the United States. Authorized employees of Hyland located in the United States and elsewhere may have access to your personal information. Details on the locations from which Hyland employees may access your personal information can be found here.

These authorized employees may collect, use and disclose your personal information only for the purposes stated in this Policy and additionally will handle your personal information in accordance with this Policy and the data protection laws applicable to them. We have taken steps to ensure an adequate level of protection for your transferred personal information by entering into Standard Contractual Clauses (the “SCCs”) between Hyland Software, Inc. (including its applicable subsidiaries) and its subsidiaries in the European Union (EU), Switzerland and the United Kingdom. You may obtain a copy of the SCCs by submitting a request to [email protected].

No Automated Decision Making

Hyland does not make any decisions concerning your application only by automated means.

Your Rights With Respect To Your Personal Information

You can access, update and correct your account information and any information in your profile by visiting the online career portal and clicking on “Update Your Profile.”

Additionally, as provided by applicable law, you have the right to request that we provide access to, correct, or delete the personal information that you have submitted through the online career portal. Your right to access your personal information, in accordance with applicable law, includes your right to receive a copy of all, or a portion, of your personal information in Hyland’s possession as long as Hyland’s providing your personal information would not adversely affect the rights and freedoms of others. You also may have the right, under applicable law, to restrict, and to object to, Hyland’s processing of your personal information and to data portability. Subject to certain limitations, the right to data portability allows you to obtain from Hyland, or to ask Hyland to send to a third party, a copy of your personal information in electronic form that you provided to Hyland with your consent. To exercise any of these rights available to you under applicable law, contact Hyland at [email protected]. You may withdraw your consent at any time. Any withdrawal shall not affect the lawfulness of processing based on consent before its withdrawal, and Hyland will continue to retain the information that you provided to us before you revoked your consent for as long as allowed or required by applicable law.

Right To Object: Applicable law may provide you with the right to object to the processing of your personal information based solely on Hyland’s legitimate interests. If you do object in these circumstances, Hyland will stop processing your personal information unless there is an overriding, compelling reason to continue the processing or the processing is necessary to establish, pursue or defend legal claims.

You can exercise these rights by contacting [email protected] for further information and assistance. Hyland will respond to such requests in accordance with applicable data protection law. You also have the right to lodge a complaint with the applicable data protection authority if you believe that your personal information has been processed in violation of applicable data protection law.

Notice At Collection For Applicants Residing in California – California Residents Only

This section of the Policy constitutes Hyland’s Notice At Collection For Applicants Residing in California (“California Notice”) and applies only to applicants who reside in California. Hyland is providing you with this California Notice as required by California law to inform you about:

  • the categories of Personal Information that Hyland collects about applicants who reside in California; and
  • the purposes for which the Hyland uses that Personal Information.

For purposes of this California Notice, “Personal Information” means information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a natural person that Hyland collects about its applicants, who reside in California, in their capacity as applicants for positions with the Company.

Assistance For Disabled Applicants

Alternative formats of this California Notice are available to individuals with a disability. Please contact [email protected] for assistance.

  1. Identifiers And Professional Or Employment-Related Information

1.1 Personal Information Collected: Hyland collects identifiers and professional or employment-related information, including the following:

Identifiers: real name, nickname or alias, postal address, telephone number, e-mail address, signature, online identifier, Internet Protocol address.

Professional or Employment-Related Information: membership in professional organizations, professional certifications, and employment history.

1.2 Purposes of Use:


  • To evaluate applicants’ qualifications for employment with the Company;
  • To communicate with applicants;
  • To create a talent pool for future job openings;
  • For recordkeeping purposes;
  • To demonstrate applicants’ agreement to, or acceptance of, documents presented to them, e.g., pre-employment arbitration agreement, acknowledgement of employment application, offer letter;
  • To evaluate and improve the recruiting process.

Monitoring, Security, And Compliance

  • To monitor use of Hyland information systems and other electronic resources;
  • To conduct internal audits;
  • To conduct internal investigations;
  • To protect the safety and security of the Company’s facilities;
  • To report suspected criminal conduct to law enforcement and cooperate in investigations.

2. Characteristics Of Protected Classifications Under California Or Federal Law

Hyland collects information about race, age, national origin, disability, sex, and veteran status as necessary to comply with legal obligations, including the reporting requirements of the federal Equal Employment Opportunity Act, the federal Office of Contracting Compliance Programs (applicable to government contractors), and California’s Fair Employment and Housing Act, and for purposes of diversity analytics.

Hyland also uses this Personal Information for purposes including: (a) with respect to disability and/or medical condition, as necessary, to comply with Federal and California law related to accommodation; and (b) with respect to age, incidentally to the use of birth date for identity verification.

Hyland collects this category of Personal Information on a purely voluntary basis, except where collection is required by law, and uses the information only in compliance with applicable laws and regulations.

3. Internet Or Other Similar Network Activity

3.1 Personal Information Collected: Hyland collects information about applicants’ use of the Internet or other similar network activity, including the following: information regarding an applicant's interaction with an Internet web site, application, or advertisement, and publicly available social media activity.

3.2 Purposes of Use: to monitor use of Hyland's information systems and other electronic resources or information systems, to conduct internal audits, and to protect the safety and security of the Hyland’s facilities.

Purposes Potentially Applicable To Any Of The Categories Of Personal Information Listed Above

Hyland also may use applicants’ Personal Information to facilitate administrative functions and information technology operations and for legal reasons and corporate transactions. These functions include, but are not limited to the following:

  • to manage and operate information technology and communications systems, risk management and insurance functions, budgeting, financial management and reporting, strategic planning;
  • to manage litigation involving Hyland, and other legal disputes and inquiries and to meet legal and regulatory requirements;
  • in connection with a corporate transaction, sale, or assignment of assets, merger, divestiture, or other changes of control or financial status of Hyland or any of its subsidiaries or affiliates; and
  • to manage licenses, permits and authorizations applicable to Hyland’s business operations.

Your Questions about This Policy

If you have any questions about this Policy, you can contact us at [email protected].

Changes to This Policy

Hyland may revise this Policy at any time. If we decide to materially change this Policy, we will post the revised policy at this location. If a material change to this Policy relates to how we use or disclose your personal information, we will obtain your consent before using your personal information other than as described in this Policy.

Effective Date: April 5, 2016; last revised July 20, 2020