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Job Candidate Privacy Notice

This Job Candidate Privacy Notice describes what personal data we – Tipalti Inc. and our affiliated companies (including Tipalti Solutions Ltd., Tipalti Payments Inc., Tipalti Europe Ltd., Tipalti Canada Inc., Tipalti B.V. – collectively, “Tipalti”, “we”, “our” or “us”), collect and process on our job candidates and applicants (“candidate” or “you”) with respect to our application and recruitment process, why we collect it and how we use it. It also describes how candidates may exercise their rights regarding such data held with us.

We strongly urge you to read this notice and make sure that you fully understand and agree to it.

You are not legally required to provide us with any personal data, but without it we may not be able to process your application.

1.    What data do we collect, how do we collect it, and how do we use it?

Throughout the application and recruitment process, you may provide us (or we may otherwise have access to) personal data about you, such as your identifying data, contact details, resume/CV, work-related data, and social media activity. We may collect this data directly from you, as you provide it voluntarily through your application and candidacy review process, or from other sources such as recruitment agencies, background check services (as applicable and subject to applicable law), public websites and social media services, or from your references.

We may use personal data in order to (i) assess your skills and qualifications; (ii) verify, consider and process your application and candidacy for any of our positions, and (iii) communicate with you regarding such processes. We may also use your data to create aggregated statistical or inferred data with other candidates, for further development and improvement of our recruitment processes.

In addition, we may use it to act as permitted by, and to comply with, any legal or regulatory requirements. Shall we wish to conduct any additional activities that may require the use of your data, we will request your specific consent in advance.

The personal information that we may collect, or may have collected from you in the preceding twelve months, (which falls into the following categories established by the California Consumer Privacy Act and California Privacy Rights Act (collectively, “California Privacy Laws”)), is applicable, includes:

  • identifying information;
  • contact details;
  • work history, technical skills, educational background, professional certifications and registrations;
  • language capabilities;
  • training records;
  • social media or other public activity;
  • salary history and expectations.

Use of sensitive data: “Special categories of personal data” or “Sensitive Data”, such as information about your health, racial or ethnic origin, financial information, or sexual orientation, require higher levels of protection. Tipalti only collects optional aggregated Sensitive Data from Candidates during the application process, such as gender preferences, racial or ethnic origin, and veteran status. This information is combined with other candidates data in an aggregated manner to assist Tipalti in improving our hiring process for diversity, equity and inclusion purposes. Job Candidates are not required to provide this information.

2.    Where do we store our candidates’ data?

Your personal data will be maintained, processed and stored by Tipalti and our Service Providers in Tipalti’s different offices worldwide including in Israel, the US, Canada, the UK and the Netherlands.

While privacy laws may vary between jurisdictions, Tipalti, its affiliates and Service Providers processing personal data on our behalf (as discussed in Section 5 below) are each committed to protect personal data in accordance with this notice, customary industry standards, and such appropriate lawful mechanisms and contractual terms requiring adequate data protection.

3.    For how long may we keep your data?

We will retain your data for 1 year after you had contact with Tipalti regarding your employment application. Tipalti maintains all candidate personal information so we may (i) reconsider candidates for other positions and opportunities at Tipalti; (ii) use their personal data as reference for future applications submitted by them; (iii) in case the candidate is hired, for additional employment and business purposes related to their work; and (iv) as reasonably necessary to comply with our legal obligations, to resolve disputes, prevent fraud and abuse, or enforce our agreements.

4.    How will we secure your data?

Tipalti has implemented physical, technical and administrative security measures designed to protect the personal data of our candidates. We also regularly seek new ways and tools for further enhancing the security of our system and the integrity of the personal data that we hold. Please note however, that regardless of the measures we take and the efforts we make, we cannot and do not guarantee the absolute protection and security of any personal data stored with us.

5.    Who will have access to your data?

Tipalti will share your personal data with a number of selected Service Providers, whose services and solutions complement, facilitate and enhance our own. These include any recruitment firms that have referred you to us (or vice versa), candidate evaluation centers, background checks providers, recruitment software providers, data and cyber security services, web analytics, and our business, legal, compliance and financial advisors (collectively, “Service Providers“). Such Service Providers may receive or otherwise have limited access to our candidates’ personal data, depending on each of their particular roles and purposes in facilitating and enhancing our recruitment process, and may only use it for such purposes.

Additionally, we may disclose or otherwise allow access to any candidates’ personal data pursuant to a legal request, such as a subpoena, search warrant or court order, or in compliance with applicable laws, with or without notice to you. Such disclosure will only be made if we have a good faith belief that we are legally required to do so, or that disclosure is appropriate in connection with efforts to investigate, prevent, or take action regarding actual or suspected illegal activity, fraud or other wrongdoing. We may also share your personal data with others, with or without notice to you, if we believe in good faith that this will help protect the rights, property or personal safety of Tipalti, any of our customers or employees, or any member of the general public.

Finally, we may share personal data internally within our family of companies, for the purposes described above. In addition, should Tipalti undergo any change in control, including by means of merger, acquisition or purchase of all or part of its assets, your personal data may be shared with the parties involved in such event.

For California candidates: Tipalti does not sell candidate Personal data for monetary or other value. In the preceding twelve months, we have not sold any personal information of Tipalti candidates, as those terms are defined under the California Privacy Laws. Tipalti has shared candidate Personal Information as noted above within the preceding 12 months.

6.    Which tracking technologies do we use?

Tipalti uses certain monitoring and tracking technologies, such as “cookies” and other downloaded data files, including ones offered by our Service Providers. These technologies are used in order to maintain, provide and improve our processes and operations on an ongoing basis, and in order to provide a better experience to our website visitors and candidates.

For example, these technologies enable us to better secure our website and services and detect abnormal behaviors, to identify technical issues, and to monitor and improve the overall performance of our services and processes. In order to delete or block any cookies, please refer to the “Help” area on your internet browser for further instructions, or look for optional third-party add-ons offering cookie management assistance. For instance, you can instruct your browser, by changing its options, to stop accepting cookies or to prompt you before accepting a cookie from the website you visit.

7.    How can you access your data or request to delete it?

If you wish to exercise your rights under applicable law to request access to your data, to rectify it, to erase it, or to port it, or to object to its processing, or to exercise any similar rights afforded to data subjects under the laws that apply to you – please send us an e-mail to privacy@tipalti.com, and we will respond within a reasonable timeframe and in accordance with applicable laws.

Please note that we may require additional information, including certain personal data, in order to authenticate and process your request. Such additional information may be then retained by us for legal purposes (e.g. as proof of the identity of the person submitting the request), in accordance with Section 3 above. We may redact from the data which we will make available to you, any personal data related to others.

Please also note that such rights are not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal data that we hold about you. In the event that we cannot accommodate your request, we will inform you of the reasons why, subject to any legal or regulatory restrictions.

8.    Will this notice be updated?

We may update this notice to reflect changes in our privacy practices. If we make any changes that we deem as “material”, we will update this page prior to the change becoming effective.

9.    What if you have any questions?

If you have any comments or questions regarding our data practices or your privacy, or if you have any concerns regarding your personal data held with us, or if you wish to make a complaint about how your personal data is being processed by Tipalti, you can contact our Data Protection Officer at privacy@tipalti.com.

Tipalti has appointed VeraSafe as a representative in the European Union for data protection matters pursuant to Article 27 of the GDPR. VeraSafe may be contacted only on matters related to the processing of personal data. To make such an inquiry, please contact VeraSafe here. Alternatively, VeraSafe can be contacted at: VeraSafe Czech Republic s.r.o, Klimentská 46, Prague 1, 11002, Czech Republic. If you are a GDPR-protected individual, you also have the right to lodge a complaint with an EU supervisory authority.

Last updated: December 29, 2022