Back Job Candidate Privacy Notice
We prioritize your privacy throughout our recruitment process. This Job Candidate Privacy Notice (“Notice”) describes what Personal Data we as a prospective employer – Tipalti Inc. or any of its affiliates, as applicable (including Tipalti Solutions Ltd., Tipalti Payments Inc., Tipalti Europe Ltd., Tipalti Canada Inc., Tipalti B.V. – collectively, “Tipalti”, “we”, “our” or “us”), collect from employment candidates and applicants (“Candidate(s)”, “you”, or “your”) with respect to our application and recruitment process, why we collect it, and how we use it. It also describes how you may exercise your rights regarding Personal Data we collect, use, and disclose, as applicable. As used in this Notice, “Personal Data” means any information that relates to, identifies, or reasonably could be used to identify an individual Candidate, directly or indirectly.
We encourage you to read this Notice and make sure that you fully understand and agree to it. This Notice is a standalone document and does not constitute an employment agreement or contract for services.
This Notice does not apply to our handling of data gathered about you in your role as a payee or other user of our customer-facing services. When you interact with us in that capacity, the Tipalti Privacy Policy applies.
While you are not legally required to provide us with any of your Personal Data, we may not be able to process your application without it.
If you are located in the European Economic Area (“EEA”), Switzerland, or the United Kingdom (“UK”), specific provisions applicable to you are detailed in Section 8 of this Notice.
If you are offered and you accept a role at Tipalti, your Personal Data that we collect during the recruitment process will become part of your employee file and will be governed by the Tipalti Employee Privacy Notice, a copy of which will be provided to you when you are on-boarded.
1. What Personal Data do we collect, how do we collect it, and how do we use it?
Throughout the Candidate application and recruitment process, you may provide us (or we may otherwise have access to) Personal Data about you. The following table provides an overview of our collection and disclosure practices concerning Personal Data we may receive during the recruitment process:
| What Candidate Personal Data do we collect? | Identifying information, such as name and contact information (including postal address, phone number, residence, and e-mail address) and other similar information. | |
| Information in connection with you and/or your job application, such as assessments you complete during the application process and information collected through the application process. | ||
| Information necessary to confirm your ability to work for Tipalti, which we may be legally required or permitted by applicable law to collect as part of the application process, such as immigration information, citizenship, proof of vaccination, or visa information. | ||
| Public information, such as social media profiles (where permitted). | ||
| Professional or employment information, such as certifications, résumé, curriculum vitae, cover letter, training courses, publications, transcript information, work history, professional qualifications, performance information, references provided, background information provided or confirmed by academic institutions and training or certification providers, information provided by recruiting or executive search agencies. | ||
| Education information, such as academic degrees, professional qualifications, certifications, training courses, publications, and transcript information. | ||
| In some circumstances, we may collect Personal Information that is considered protected under applicable law, such as race, ethnicity, national origin, sex, gender, gender identity, age, disability, or military status. | ||
| Audio, electronic, visual, or other sensory information, such as CCTV footage at Tipalti physical office locations, entry and exit information, and interview recordings (where permissible). | ||
| How do we use Candidate Personal Data? | Purpose | Lawful basis |
| For recruiting purposes:To assess your skills and qualificationsTo verify, consider, and process your application and candidacy for employmentTo communicate with you in the course of an application and recruitment process | Legitimate interests; Consent | |
| To send you communications about new job postings, careers fairs, newsletters, and related corporate communications | Consent | |
| To inform you about Tipalti recruitment events in which you choose to participate. For instance, career fairs or university/nonprofit recruitment events | Legitimate interests; Consent | |
| To provide individual accommodations during the recruitment process based on characteristics that are protected by applicable human rights law. | Legal compliance | |
| For the purpose of equal opportunities monitoring, compliance with anti-discrimination laws, or government reporting obligations | Consent; Legal compliance; Public interest | |
| To establish, exercise, or defend against legal claims | Legitimate interests; Vital interests; Legal obligations; Legal compliance | |
| To protect the safety, security, and integrity of our property (such as our databases and other technology assets); to protect the rights of those who interact with us or others; and to detect, prevent, and respond to security incidents or other malicious, deceptive, fraudulent, or illegal activity | Legitimate interests; Public interest; Vital interests; Legal obligations; Legal compliance | |
| To fulfill a referral request when you are referred for a role with Tipalti by a Tipalti employee using our referral process, as permissible, including by using the provided contact information to reach out to you | Consent; Legitimate interests | |
| To fulfill our contractual obligations to you, or to take preparatory steps at your request before entering into a contract | Legitimate interests;Legal obligations; Legal compliance | |
| To create aggregated statistical or inferred data sets, for further development and improvement of our application and recruitment process, with certain exceptions, as noted below | Legitimate interests; Consent | |
| Where you have voluntarily disclosed Personal Data | Consent | |
| To whom do we disclose Candidate Personal Data for a Business Purpose? | Third-party service providers, such as data storage and data management providersLaw enforcement, government agencies, and other recipients for legal, security, and safety purposesIn connection with a corporate transaction, as requiredProfessional advisors, such as lawyers, accountants, and auditorsAffiliates and subsidiaries within Tipalti (which includes related entities to the one that may directly employ you), affiliates, related business units and other companies that we may acquire in the future after the completion of such acquisitionTo a third party in circumstances in which you have consented to the disclosure | |
Use of Sensitive Personal Data: As used in this Notice, “Sensitive Personal Data” is Personal Data that reveals information about a Candidate requiring a higher level of protection and additional security measures based on its nature, as required by applicable law. Some examples of Sensitive Personal Data include, without limitation:
- Racial or ethnic origin;
- Political opinions;
- Religious or philosophical beliefs;
- Trade union membership;
- Genetic data; and
- Information concerning a person’s sex, gender, or sexual orientation.
As noted above, Tipalti may request disclosure of limited Sensitive Personal Information in the course of providing individual accommodation during the recruitment process or where we have obtained your explicit consent, in accordance with applicable law. Candidates may voluntarily or incidentally disclose Sensitive Personal Data as a result of the information made available to Tipalti in the course of the application process.
Other than for the purpose of assessing individual accommodation options, Tipalti also uses Sensitive Personal Data provided by Candidates during the application process in aggregated form only for the purposes of equal employment opportunity monitoring and promoting greater diversity, equity, and inclusion in our recruitment practices.
2. Where do we store Candidate Personal Data?
Your Personal Data will be maintained, processed and stored by Tipalti and our Service Providers (as defined in Section 5, below) across Tipalti’s offices globally, which include the US, Canada, the UK, the Netherlands and Israel. As such, your Personal Data may be transferred internationally to Tipalti’s offices or Service Providers in countries outside of your jurisdiction. In such cases, we will ensure that appropriate safeguards, such as Standard Contractual Clauses or an adequacy decision, are in place to protect your data and comply with applicable data protection laws.
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 by taking appropriate lawful measures and imposing contractual terms on third parties to adequately protect Personal Data.
3. For how long do we retain your Personal Data?
We will retain your Personal Data for a period of one year after you had initial contact with Tipalti for the purpose of determining your candidacy for employment with Tipalti, unless otherwise permitted or required by applicable law. Tipalti maintains Candidate Personal Data for this period for the following purposes: (i) to consider eligible Candidates for other positions and opportunities at Tipalti; (ii) to use Candidate Personal Data for the purpose of considering future applications submitted by them; (iii) should the Candidate obtain employment with Tipalti, for additional employment and business purposes related to their employment; and (iv) as reasonably necessary to comply with our legal obligations, enforce our legal agreements, resolve disputes, and prevent and respond to potentially unlawful activity.
4. What measures do we take to protect your Personal Data?
Tipalti has implemented physical, technical and administrative security measures designed to protect the Personal Data of our Candidates. We actively canvas potential enhancements to our existing security measures to improve our systems of data storage in the interest of protecting the integrity of the Personal Data that is in our control at any given time.
Please note, however, that regardless of the various measures we take to protect and secure Personal Data, we cannot guarantee the protection and security of any Personal Data that we collect from you or that you may disclose to us.
5. Who will have access to your data?
Tipalti will share your Personal Data with a number of approved 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 Candidate Personal Data, depending on each of their particular roles and purposes in facilitating and enhancing our recruitment process. Service Providers may only use Candidate Personal Data for the purposes authorized by Tipalti.
Additionally, we may disclose or otherwise allow access to Candidate 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 unlawful activity. 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 safety of Tipalti employees, our customers, or the general public.
Finally, we may share Personal Data internally with our affiliate entities for legitimate business purposes, as further 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 to any such corporate event.
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. Regional Supplements
EEA, Swiss, and UK Candidates
Tipalti respects the privacy rights of candidates from the EEA, Switzerland, and the UK in accordance with the General Data Protection Regulation (GDPR), the Swiss Federal Act on Data Protection (FADP), and the UK Data Protection Act 2018, respectively. Candidates from these regions have additional rights, including the right to access, rectify, or erase their personal data, restrict processing, object to processing, and data portability. Data transfers outside of these regions are subject to appropriate safeguards, such as Standard Contractual Clauses. Tipalti has designated representatives within the EEA, Switzerland, and the UK to ensure compliance with local regulations.
California Candidates
In compliance with the California Consumer Privacy Act (CCPA), California candidates have the right to know what personal data is collected, the purposes for which it is used, and to whom it is disclosed. Candidates can request access to their personal data, ask for its deletion, and opt-out of the sale of their personal data. Tipalti does not sell personal data. Our practices ensure the protection of candidates’ privacy rights as per California law.
9. 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 any such changes taking effect.
10. 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.
Last updated: June 5, 2025
