Hyland Software, Inc. and its affiliates (collectively, “Hyland,” “we,” or “us”), respects the privacy of individuals interested in potential employment opportunities with Hyland (“you”). This Hyland Talent Acquisition Privacy Policy (“Policy”) explains how we collect, use, disclose, retain and otherwise process Personal Information in connection with the Hyland recruitment process, including when you browse our job listings, engage with our recruiting team, or apply for employment. Please read this Policy in its entirety to ensure you understand our Personal Information handling practices.
For purposes of this Policy, the term “Personal Information” means any information related to or about an identified or identifiable person. Personal Information excludes de-identified and aggregated data.
This Policy contains the following sections:
Personal Information We Collect
During the recruitment process, we may collect the following categories of Personal Information about you.
Contact Information/Identifiers, such as name, address, telephone number, e-mail address, and other contact information.
Professional or Employment-Related Information, such as CV, resumé, cover letter, employment history (e.g., dates of employment and last position held), professional licenses and/or certifications, knowledge, skills, abilities, including learning agility and aptitude, working style and other preferences, your eligibility to work in the country where you reside, language(s) spoken, information relating to character and employment references, sponsorship status, and any other information you chose to disclose through your LinkedIn profile or similarly publicly available social media content.
Public and Non-Public Education Information, such as educational history (e.g. degrees earned and certifications obtained), and non-public education information, such as marksheets and pass/fail degree certificates in certain countries.
Commercial Data, such as travel expense records for an in-person interview.
Communication Data, including audio, visual, and similar information, such as digital text and audio information collected in email, chat, video and telephone.
Internet or Other Similar Network Activity, such as information related to your browsing and email actions, which may include Internet protocol (“IP”) addresses, browser type, referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics), operating system, date/time stamp, and/or clickstream data, and if you visit our offices during the recruitment process and use our guest WiFi, we may collect information about that use, such as type of device used and start/stop time.
Medical Information, if Hyland conducts a post-offer medical examination in compliance with applicable law or if you request an accommodation in connection with the hiring process, we may collect medical information about you.
Other Information You Choose to Provide, such as referral names and contact information, employment preferences, willingness to relocate, current salary, desired salary, awards, or professional memberships
Criminal History Records, including information about convictions as part of our background check process, but only if and to the extent allowed by applicable law.
Information About Protected Classes (US ONLY), when you apply for a position in the United States or indicate the United States as a preferred location when registering your profile, you will have the opportunity to provide information about your protected classification, i.e., gender, disability status, race/ethnic origin, and/or veteran status for us to conduct equal opportunity monitoring. Providing this information is entirely voluntary. If you decline to provide this information, your application(s) will not be affected in any way. If you do choose to provide this information, you consent to our use of it for equal employment opportunity monitoring purposes. This information will be held and stored anonymously and will not be used to evaluate your application for employment and will not be used to infer any characteristics about you.
Except as described above, we will not request or otherwise collect information about your health, race or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, sexual orientation, or your genetic information or biometric information during the recruitment process unless the law, as an exception, requires us to do so.
Sources Of Personal Information We Collect About You
As part of the recruiting process, we may collect Personal Information from the following sources:
You, for example, in your job application, forms you fill out for us, assessments or surveys you complete, and any information you provide during the recruiting process.
Vendors and service providers, for example, recruiters.
Third parties, for example, job references, affiliated companies, professional employer organizations or staffing agencies.
Public internet sources, for example, social media, job boards, public profiles, and other public online sources.
Public records, for example, court records, and credentialing and licensing organizations.
Automated technologies on Hyland’s electronic resources, for example, to track logins and other activity on Hyland’s careers page.
Surveillance/recording technologies used by Hyland, for example, video surveillance in common areas of Hyland facilities, voicemail technologies, audio/video recording technologies with consent to the extent required by law.
Government or administrative agencies, for example, law enforcement or public health authorities.
Acquired company, if Hyland acquired your employer, Hyland might collect Personal Information from that employer.
How We Use Personal Information
Hyland uses your Personal Information for recruitment purposes, including the following:
Assessing your skills, qualifications, and interests and determining your suitability for employment with Hyland.
Determining whether to offer you a job.
Verifying your information, checking your references, and conducting pre-employment reference checks, and where applicable, background checks if you receive a conditional offer of employment at Hyland.
Communicating with you about the recruitment process and/or your job application(s), including, in appropriate cases, informing you of other potential career opportunities available at Hyland.
Recommending potential career opportunities based on your skills, qualifications, and interests.
Tracking your browsing and email actions, such as the pages you visited on our website over time and the job postings you viewed, for analytics and job recommendation purposes, and to evaluate your interest in Hyland.
Complying with applicable laws, regulations, legal processes, or enforceable governmental requests and defending against administrative charges or legal claims.
Where requested by you, assisting you with obtaining an immigration visa or work permit where required.
Evaluating and improving our recruiting processes, including our job applications and onboarding processes.
Improving our inclusion and belonging program and processes.
Demonstrating your agreement to, or acceptance of, documents presented to you, e.g., pre-employment arbitration agreement, acknowledgment of employment application, offer letter.
Implementing and administering IT security, including authentication and authorization to access iCims’ IT systems and networks.
Complying with record keeping requirements.
Proactively conducting research about your educational and professional background and skills and contacting you if we think you would be suitable for a role with Hyland.
If you visit our facilities, making travel arrangements, reimbursing travel expenses, managing access to our facilities, providing and monitoring (for security) access to the corporate internet via guest WiFi.
How We Disclose Personal Information
Hyland will not sell, lease, or license your Personal Information to any third party. Hyland allows access to your Personal Information to only those who need such access to perform their tasks and duties, and to third parties who have a legitimate purpose for processing your Personal Information on our behalf, including to the categories of recipients below.
To our subsidiaries, affiliates, or their or our successors or assigns.
To our service providers, partners, contractors or other third parties who require the data to provide a specific service to Hyland, but only if such parties provide at least the same level of privacy protection as required of Hyland. These companies may use your Personal Information only as necessary to provide services to Hyland.
We may also disclose your Personal Information:
To a potential buyer (and its agents and advisors) in connection with a potential or actual merger, acquisition, or any form of sale or transfer of some or all of our assets (including in the event of a reorganization, dissolution or liquidation), in which case, Personal Information held by us about you will be among the assets transferred to the buyer or acquirer.
To a third party under the following circumstances where we, in good faith: (i) believe we are required by applicable law or regulation, judicial request from a court of competent jurisdiction, or another legal process or government authority; (ii) find it necessary to exercise, establish, enforce or defend our legal rights; or (iii) seek to protect the rights, property, or safety of Hyland, our users, or others.
All disclosures will be made in compliance with applicable law.
Security Of Personal Information
Hyland maintains reasonable and appropriate technical and organizational measures, including, but not limited to, reasonably designed administrative, physical, and technical safeguards, designed to protect the Personal Information described in this Policy from improper destruction, loss, alteration, disclosure and access. While we implement measures to protect your Personal Information, we cannot guarantee the security of any information submitted to us, and you do so at your own risk. We urge you to secure your username, password, and any other log-in credentials for your online accounts with us.
Retention Of Personal Information
Hyland will retain your Personal Information for as long as needed to accomplish the purposes for which it was collected or for as long as it’s required to fulfill a legal obligation, after which we will either delete or anonymize your Personal Information. We reserve the right to use anonymous data for any legitimate business purpose without further notice or consent.
If Hyland hires you, the Personal Information collected during the application process will become part of your personnel file and may be used to administer the employment relationship and will be subject to any applicable notice of employee data processing.
Jurisdiction Specific Terms
California
This section applies only to individuals who reside in the state of California in the United States (“California residents”). This section applies to Personal Information collected through the Site and in any other way, such as when California residents visit our offices during the recruitment process.
California Notice at Collection: Hyland collects the categories of Personal Information identified in the Personal Information We Collect section above, for the purposes identified in the section, How We Use Personal Information, and retains Personal Information for the period described in the Retention Of Personal Information section. We do not, and will not, sell or “share” (disclose to third parties for cross contextual behavioral advertising) your Personal Information. In addition, we have no actual knowledge that we sell or share the Personal Information of individuals of any age in connection with the HR relationship, including the Personal Information of children under 16. We also do not collect or process sensitive Personal Information for the purpose of inferring characteristics about you.
Additional Information Regarding Disclosures of Personal Information
The California Privacy Rights Act (CPRA) requires that we provide you with the following information about disclosures of your Personal Information to third parties for “business purposes”, as that term is defined in the CPRA:
Service providers: Hyland may disclose to service providers any of the categories of personal information listed in the Personal Information We Collect section above, for the business purpose of performing services on Hyland’s behalf and, in particular, for the specific purposes described in the How We Use Personal Information section above.
Auditors, lawyers, consultants, and accountants engaged by Hyland: Hyland may disclose the categories of Personal Information listed in the Personal Information We Collect section above, to these services providers or contractors for the business purpose of auditing compliance with policies and applicable laws, in addition to performing services on Hyland’s behalf.
Affiliated companies: Hyland may disclose any of the categories of Personal Information listed in the Personal Information We Collect section above, to other companies within the Hyland Software, Inc. family of companies for the business purposes of: (a) auditing compliance with policies and applicable laws, (b) helping to ensure security and integrity, (c) debugging, (d) short-term transient use, (e) internal research, and (f) activities to maintain or improve the quality or safety of a service or device.
How We Use Automated Decision-Making Technology
We use automated decision-making technology ("ADMT") as part of our recruiting process. Specifically, we use AI-powered candidate ranking and matching tools to evaluate how well a candidate's skills, qualifications, and experience align with the requirements of an open position.
How This Technology Works
Our ADMT processes identifiers and professional and employment-related information you provide in your resume or candidate profile, including, for example, your name, your work history, skills, and qualifications. The ADMT compares that information against the requirements of the position you applied for and generates a numerical compatibility score based on the degree of alignment between your professional and employment-related information and the role requirement.
The compatibility score is one factor used to prioritize candidates for recruiter review. Recruiters generally will use this score as just one of several factors to determine which candidates advance in the hiring process to the interview stage. In some circumstances, candidates may not progress in the hiring process to the interview stage based solely on their compatibility score.
Your California Privacy Rights
Subject to applicable exceptions, California residents have the following rights under the CPRA:
Right to Know: You have the right to submit a verifiable request for specific pieces of your Personal Information obtained from you and for information about Hyland’s collection, use, and disclosure of categories of your Personal Information.
Right to Delete: You have the right to submit a verifiable request to delete Personal Information that Hyland has collected from or about you.
Right to Correct: You have the right to submit a verifiable request to correct inaccurate Personal Information about you maintained by Hyland, taking into account the nature of the Personal Information and the purposes of processing the Personal Information.
Right to Access ADMT: You have the right to request that we provide you with information about our use of ADMT to make the hiring decision about you.
Non-Discrimination
Hyland will not unlawfully discriminate or retaliate against you for exercising your privacy rights under the CPRA.
How to Exercise Your California Privacy Rights
Hyland will respond to request to know, delete, and correct in accordance with applicable law if it can verify the identity of the requestor. You can exercise these rights in the following ways:
Submit an Information Request Form
Call 1-888-830-6654
Email [email protected]
How We Will Verify Your Request
We match Personal Information that you provide us against Personal Information we maintain in our files. The more risk entailed by the request (e.g., a request for specific pieces of Personal Information), the more items of Personal Information we may request to verify your identity. If we cannot verify your identity to a sufficient level of certainty to respond securely to your request, we will let you know promptly and explain why we cannot verify your identity.
Authorized Agent
If an authorized agent submits a request to know, correct, delete, or to access ADMT on your behalf, the authorized agent must submit with the request a document signed by you that authorizes the authorized agent to submit the request on your behalf. In addition, we may ask you to follow the applicable process described above to verify your identity. You can obtain an “Authorized Agent Designation” form by completing this Information Request Form.
Note on Deidentified Information
At times, Hyland converts Personal Information into deidentified information using reasonable measures to ensure that the deidentified information cannot be associated with the individual (“Deidentified Information”). Hyland maintains Deidentified Information in a deidentified form and does not attempt to reidentify it, except that Hyland may attempt to reidentify the information solely for the purpose of determining whether its deidentification processes ensure that the information cannot be associated with the individual. Hyland prohibits vendors, by contract, from attempting to reidentify Hyland’s Deidentified Information.
Additional Information for Applicants Who Reside Outside the United States
Identification of Data Controller
The data controller of your Personal Information is the applicable Hyland entity to which you are applying for employment. Contact details for each Hyland entity can be found here.
Legal Grounds for Processing Personal Information
Where applicable data protection law requires legal grounds for processing Personal Information, Hyland relies on the following grounds for processing as applicable:
Performance of a Contract: Hyland processes your Personal Information as necessary for the performance of the sales or service contract with the entity that you represent, for example, when processing your orders and payments and to take steps, at your request, before entering into a contract with you, for example, by providing you with quotes for products and services.
Required by Law: Hyland may process your Personal Information as necessary to comply with applicable law, such as to comply with mandatory reporting obligations or to respond to a subpoena or court order.
Legitimate Interests: Hyland may process your Personal Information as necessary to pursue Hyland’s legitimate interests, including the following:
Internal administration of the Site and related functions
Network and information security
Fraud prevention
Reporting suspected criminal acts
To protect the rights, property or safety of Hyland, our users, or others
Consent: Where none of the lawful grounds for processing listed above applies or where applicable law requires consent, we rely on your consent to process your Personal Information. By submitting your Personal Information to this Site and/or affirmatively indicating your consent through that process, you consent to the use, disclosure, and transfer of your Personal Information as described in this Policy. For information about withdrawing consent, please see the Your Data Rights section below.
If you reside in Mexico, Hyland processes your Personal information as described in this Policy because the processing is required for Hyland to comply with its obligations in relation to your employment relationship with Hyland. Hyland relies on your consent to process your sensitive Personal Information, as described in this Policy.
Your Data Rights
You may request that we update, correct, or delete your Personal Information. Additionally, depending on your location and the applicable data protection laws, you may have additional rights concerning your Personal Information.
For example, if you reside in the European Economic Areas (“EEA”), the United Kingdom, or Switzerland, these rights include, subject to applicable exceptions and limitations, the right to:
Access your Personal Information, including to receive a copy of all, or a portion, of your Personal Information.
Update, correct, or delete your Personal Information.
Restrict processing of your Personal Information, in certain situations, such as while a dispute concerning the accuracy of your Personal Information is ongoing.
Have the Personal Information that you previously submitted to us transferred to a third party (data portability) in an electronic format.
Object to the processing of your Personal Information based solely on Hyland’s legitimate interests.
Withdrawal your consent to the processing of your Personal Information, at any time, where your consent is a legal basis for the processing of your Personal Information. Any withdrawal will apply only prospectively, and Hyland will continue to retain the Personal Information that was provided before the withdrawal for as long as allowed or required by applicable law.
Additional or different rights may apply in other regions.
How to Exercise Your Privacy Rights
To exercise your rights with respect to your Personal Information, please submit an Information Request Form. Hyland will respond to all requests in accordance with applicable data protection law. We will request identifying information from you to verify your identity and ensure you have the authority to exercise any of these rights. Additionally, users residing in the EEA, Australia, Brazil, and South Africa have the right to lodge a complaint with the applicable supervisory authority.
If you no longer wish to receive automated emails about Hyland positions that may fit your profile, you can opt-out by clicking on the “unsubscribe” or “opt-out” link at the bottom of these emails. You may also update your email preferences at any time by logging into your profile on the Hyland Career Site.
Data Protection Officer
The Hyland Data Protection Officer can be contacted at [email protected].
Cross-Border Data Transfers
For individuals that reside outside the United States, please be aware that information we collect about you will be transferred to, Hyland’s affiliates and their service providers in the United States and other countries where Hyland is located. You can find all Hyland locations here. The laws of these countries may provide a different level of protection for Personal Information than the laws in the country where you reside. By engaging in the recruitment process or otherwise providing your Personal Information to us, you acknowledge and consent to the transfer of your Personal Information, as described in this Policy, to the United States and other countries where Hyland or its service providers have locations.
Where required, we use approved mechanisms to lawfully transfer Personal Information across borders, such as standard contractual clauses or other model clauses approved by the applicable data protection authority. In some countries, you have the right to obtain a copy of the standard contractual clauses. You can request a copy of the standard contractual clauses by submitting a completed Information Request Form.
If you reside in Brazil, your Personal Information may be transferred to Hyland Software, Inc., or its affiliated companies outside Brazil where Hyland employees may process your Personal Information for the purposes stated in the How We Use Personal Information section above. The data transfer may take the form of e-mail or remote access to information stored in Hyland Software Inc.’s or iCims’ systems. Hyland will retain transferred Personal Information for the period described in the Retention Of Personal Information section above. We have taken steps to ensure an adequate level of protection for your transferred Personal Information through Standard Contractual Clauses (“SCCs”) to which Hyland Software, Inc. and its affiliates are all parties. The SCCs describe the responsibilities of Authorized Employees when they process your transferred Personal Information as well as the safeguard for your transferred Personal Information. You can obtain a copy of the SCCs by submitting this Information Request Form.
You have the rights described in the Your Data Rights section above, in relation to the processing of your Personal Information by Hyland. You can exercise those rights as described in the How to Exercise Your Rights section above. You also have the right to lodge a complaint with the Autoridade Nacional de Proteção de Dado (“ANPD”) if you have concerns regarding the processing of your transferred Personal Information.
Data Protection Officer
The Hyland Data Protection Officer can be contacted at [email protected].
Automated Decision-Making
Hyland uses automated decision-making technology ("ADMT") as part of our recruiting process. Specifically, we use AI-powered candidate ranking and matching tools to evaluate how well a candidate's skills, qualifications, and experience align with the requirements of an open position.
You have the right to obtain human intervention, express your point of view, and contest any decision made solely by automated decision-making technology. To exercise these rights, please submit an Information Request Form.
Children
Hyland websites, including the Career’s site, are not directed to or intended to be used by anyone under the age of 18. We do not knowingly collect Personal Information from anyone under the age of 18 as part of our recruitment process. If we learn that we have collected Personal Information from a child under age 18, we will delete that personal data promptly.
Cookies and Similar Tracking Technologies
Hyland’s Career Site is hosted by iCims, Inc. (“iCims”), a third-party service provider. For information about iCims and its data collection practices, including the use of cookies, please review the iCims privacy policy available here.
Changes to this Policy
We may change this Policy from time to time. We encourage you to review this Policy whenever you provide your Personal Information to Hyland to stay informed about our information practices. If we make changes, we will notify you by revising the date at the top of this Policy. If our changes to this Policy are material in a way that affects how we use or disclose your Personal Information, we will provide prominent notice and the effective date of the changes before making them.
Contact Us
To contact us regarding this Policy or with questions about our privacy practices, please complete this Information Request Form.