This airSlate, Inc. Recruiting Privacy Notice ("Notice") applies to you when you provide your personal information to airSlate, Inc., its affiliates, subsidiaries, and related companies, listed in Appendix 1 below ("airSlate", "our", "us," or "we") as a job applicant, potential candidate for employment, cooperation, or internship, or otherwise participate in or communicate in our recruitment program regardless of recruitment channel.

This Notice describes what personal information we collect, why and when we collect it, how we may use, disclose, and retain it, and what choices or rights you may have about your personal information. The Notice is also available in Polish, Romanian, Ukrainian, and Russian upon request.

This Notice does not apply to airSlate's:

• Current or former team members: to request the airSlate Global Team Member Privacy Policy, please contact privacy@airslate.com. 
• Customers or Partners: see this airSlate Privacy Notice, which applies to airSlate's Services users.
• Vendors. 

By submitting your personal information to us during recruitment by airSlate, you represent and acknowledge that:

• You understand that your personal information may be transferred and processed worldwide, including in countries that may not be deemed to provide the same level of data protection as your home country, for the purposes and in the manner specified in this Notice, and you consent to the transfer of your personal information.
• You are required to provide your full name and a contact email address to apply for an open position.
• Unless otherwise stated in this Notice, you are not required to provide any requested information to us, but your failure to do so may result in our not being able to continue your candidacy for the job for which you have applied.
• Providing any inaccurate information may make you ineligible for employment.

This Notice does not form part of or guarantee any contract of employment offered to candidates recruited by airSlate.

We may change or update this Notice, but we will notify you of any material changes to it as required by law. 

We usually collect personal information directly from you when you apply for a role with us, such as your name, address, contact information, photographs, work and educational history, achievements, identity documents, and test results. If you interview with us, we will collect information during the interview process, including through conversations that may be recorded with your consent. 

If you receive an offer from us, we may then conduct a background check and, to the extent permitted by applicable law, we may also collect data related to criminal offenses and proceedings. We also collect similar personal information about you from third parties, such as professional recruiting firms, your references, prior employers, airSlate employees with whom you have interviewed or who recommended your candidacy, and, to the extent permitted by applicable law, employment background check providers. We may also collect personal information about you online to the extent that you have chosen to make this information publicly available. For example, we may find your profile on professional social media websites (such as LinkedIn) and contact you about suitable roles.

Sensitive personal information is a subset of personal information that includes ethnicity, health, trade union membership, philosophical beliefs, sexual orientation, and other categories as prescribed by law. 

We may collect sensitive personal information about a candidate to the extent we are permitted or required to do so by applicable laws (e.g., U.S. equal opportunity laws) and to support our efforts to create an inclusive and diverse work environment. We may also collect sensitive personal information to the extent that a candidate chooses, without being asked, to voluntarily disclose it during the recruiting process. Under limited circumstances and to the extent permitted by applicable law, we may also collect sensitive personal information relating to health and medical characteristics, such as status of infection, test results, and vaccination status, to address our public health and workplace safety obligations and to protect the airSlate and its employees, customers, and third parties.

We collect and use your personal information for legitimate human resources and business management reasons, including:

• identifying and evaluating candidates for potential employment, as well as for future roles that may become available;
• maintaining records in relation to recruiting and hiring;
• ensuring compliance with legal requirements, including those relating to employment taxation, public health and workplace safety;
• fostering our diversity and inclusion programs and practices;
• conducting background checks, including, to the extent permitted by applicable law, and if you receive an offer from us, criminal history checks;
• protecting our legal rights to the extent authorized or permitted by law; and
• protecting the workplace and commu
• when we engage in due diligence related to a potential corporate acquisition of your current employer (e.g., if you are part of the senior leadership team of a target company).
• for airSlate analytics purposes, including in an aggregated/pseudonymized form, to improve our recruitment and hiring process and augment our ability to attract successful candidates.

Our processing of your personal information for the purposes mentioned above is in part based on:

• our legitimate business interests in evaluating your application to manage our relationship with you, ensure that we recruit appropriate employees, evaluate and maintain the efficacy of our recruiting process more generally, and operate our business and protect airSlate and its employees, customers, and third parties.
• our performing contractual and precontractual measures relating to our potential employment relationship with you.
• our compliance with applicable law with regard to personal information necessary to satisfy our legal and regulatory obligations, including with regard to public health and workplace safety.
• with your consent, if we offer you the opportunity to participate in our optional recruiting programs or if we collect sensitive personal information for legally permitted purposes other than compliance with our legal obligations regarding public health and workplace safety.

If you receive an offer from us, you understand that we may conduct a background check on you or instruct a third party to do so on our behalf. Background screening will only be done where permitted by the law applicable to the location where the position is located and to the extent necessary and proportionate to the role that you are being offered. A background check will only involve criminal background data to the extent permitted by law. Our legal basis for background screening is our need to perform pre-contractual measures related to establishing our employment relationship. If a background screening is required, you may be contacted by a third-party background screening service provider to request authorization for the release of your information, and at that time, you will be provided with further information about the process and what personal information it might involve.

Your personal information may be accessed by recruiters and interviewers working in the country where the position for which you are applying is based, as well as by recruiters and interviewers working in different countries within airSlate's global organization. Individuals performing administrative functions and IT within airSlate may also have limited access to your personal information to the extent necessary to perform their jobs. In some countries, you may have fewer rights under local law than you do in your country of residence, but we have put in place legal mechanisms designed to ensure adequate data protection for your personal information when it is processed by airSlate’s subsidiaries and affiliates (Appendix 1, below) and by airSlate service providers, including the transfer of your personal information to countries other than the one in which you reside.

We use third-party service providers to provide a recruiting software system. We also share your personal information with other third-party service providers that may assist us in identifying and recruiting talent, administering and evaluating pre-employment screening and testing, and improving our recruiting practices.

Except to the extent necessary to accomplish the uses and purposes described in this Notice, we do not disclose your personal information to third parties. We also prohibit our service providers from using your personal information for non-airSlate-related purposes when your personal information has been provided to them by us or obtained by them in performance of providing service to airSlate. We do not otherwise share or sell your personal information to third parties.

We maintain processes designed to help ensure that any processing of personal information by third-party service providers is consistent with this Notice and protects the confidentiality, availability, and integrity of your personal information in compliance with applicable law. Where required by law, we put in place additional legal mechanisms designed to help ensure adequate data protection for your personal information when transferred to another country. If you would like more information about these legal mechanisms, which may include the EU’s Standard Contractual Clauses, please contact us at privacy@airslate.com.

In addition, we may disclose or transfer your personal information in the event of a reorganization, merger, sale, joint venture, assignment, or other transfer or disposition of all or any portion of our business.

Third Parties Information is Disclosed to for a Business Purpose

Category of Personal Information

Identifiers:

Name, alias, postal address, unique personal identifier, online identifier, internet protocol address, email address, account name, or other similar identifiers.

Categories of Personal Information in Cal. Civ. Code Section 1798.80(e):

Name, signature, address, telephone number, bank account number, credit card number, debit card number, or any other financial information.

• Applicant tracking and human resources systems
• Data storage service providers
• Technical, administrative, and information service providers

Characteristics of Protected Classifications under California or Federal Law:

Age (over 40), sex (including gender), gender identity or expression, marital status, military and veteran status.

Professional or employment-related information:

Job application or resume information, past and current job history, and job performance information.

Inferences Drawn from Personal Information:

Consumer profiles reflecting a consumer's preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes.

• Data storage service providers
• Technical, administrative, and information service providers

Sensory Information (from security cameras on airSlate’s premises and via conference call recording with consent from all parties):

Audio, electronic, visual, thermal, olfactory, or similar information.

Commercial Information:

Products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies.

Biometric Information:

Physiological, biological, or behavioral characteristics, including DNA, that can be used, singly or in combination with each other or with other identifying data, to establish individual identity, such as imagery of the iris, retina, fingerprint, face, hand, palm, vein patterns, and voice recordings, from which an identifier template, such as a faceprint, a minutiae template, or a voiceprint, can be extracted, and keystroke patterns or rhythms, gait patterns or rhythms, and sleep, health, or exercise data that contain identifying information.

Internet or Other Electronic Network Activity Information:

Not Collected

Browsing history, search history, and information regarding a consumer’s interaction with an internet website, application or advertisement.

Geolocation Data:

Precise physical location.

Sensitive Personal Information:

Social Security, driver’s license or state identification card number, passport number, race or ethnic origin, union membership, contents of mail, email, and/or text messages (on company devices), data concerning health), data concerning sexual orientation.

Non-Public Education Information (as defined in 20 U.S.C. 1232g; 34 C.F.R. Part 99):

Records that are directly related to a student maintained by an educational agency or institution or by a party acting for the agency or institution.

In certain jurisdictions, we may use data analytics and algorithms to help us review the large quantities of candidates and application data that we receive. These algorithms help us prioritize the application review process and sort candidates based on professional characteristics that suggest strengths and capabilities necessary to perform the relevant role. The algorithms are designed to analyze the candidate’s application data and compare it to our historical data on previously successful and unsuccessful candidates.

The automated results are always considered in tandem with, and not in lieu of, human judgment. We evaluate each individual candidate on their own merits.

Certain roles may require specific prerequisites or skills (for example, fluency in a certain language, particular professional qualifications or certifications, or a number of years in a similar role). Applications that do not meet those requirements will be automatically rejected.

If you accept an offer of employment with us, any relevant personal information collected during your pre-employment period will become part of your personnel records and will be retained in accordance with specific country requirements and with the team member privacy notice applicable to airSlate team members.

If we do not employ you, we may nevertheless continue to retain and use your personal information for a period of time (which may vary depending on the country) for system administration purposes, to consider you for potential future roles, and to perform research. Thereafter, we retain a minimal amount of your personal information to record your recruiting activity with us.

To the extent that we have collected personal information, including sensitive personal information, for the specific purpose of fulfilling our legal obligations, we will retain that data for the duration of those legal obligations. Thereafter, we retain a minimal amount of your personal information to establish our compliance with those obligations.

We may want to remain in contact with you and consider you for future employment opportunities. In such an event, we will seek your consent to include you in one of our recruiting programs. These programs provide you with ways to learn about and stay in touch with airSlate, either prior to or after you formally apply for a job opportunity. Participation in these recruiting programs is entirely optional.

If you join a recruiting retention program, we retain your personal information for a period specific to that program, but you can withdraw at any time by contacting us at privacy@airslate.com.

We take reasonable steps to keep your personal information accurate, complete, and up to date for the purposes we collect and use it. We also implemented measures to ensure that our processing of your personal information complies with this Notice and applicable laws.

In accordance with applicable laws, you may have one or more of the following rights about your personal information ("Privacy Rights"):

• a right to request information about the personal information we hold about you, including the details of how we use that information and who we share it with;
• a right to request a copy of the personal information that we hold about you;
• a right to amend or rectify your personal information if any of the information held about you is incorrect or out of date;
• a right to portability of your personal information;
• a right to request erasure of your personal information;
• a right to demand that we cease the processing of your personal information or that we restrict the processing of your personal information;
• a right to withdraw your consent to the processing of your personal information, to the extent our processing relies on your consent as the lawful basis for processing. This right may not apply if there are other legal justifications to continue processing or we need to retain certain personal information where required or permitted under applicable law, and/or
• a right to provide us with instructions as to the processing of your personal information in case of death.
• where granted by applicable law, you may have the right to lodge a complaint with a competent data protection authority.

To exercise your Privacy Rights, please submit a request with our Privacy Rights Request Form at any time.

Where permitted by law, you may authorize an agent or legal representative to make a Privacy Rights request to us on your behalf, but we will need to verify their identity by either requesting authorization proof from you or an agent or legal representative.

If we declined your Privacy Rights request, you may contact us about our decision or submit a request again. If you are unsatisfied with our response to your Privacy Rights request, you have the right to raise questions or complaints with your local data protection authority at any time. If you are in the European Union (EU), you also have the right to lodge a complaint with a supervisory authority, but we encourage you to first contact us with any questions or concerns.

We use generally accepted standards of technical and operational security to secure your personal information. Only authorized personnel of airSlate and of our third-party service providers are permitted to access personal information, and these employees and third-party service providers are required to treat this information as confidential. Despite these precautions, we cannot guarantee that unauthorized persons will not obtain access to your personal information.

We may use first-party and third-party cookies, web beacons, pixels, clear gifs, and other similar technologies ("Cookies") to identify you and your interests, remember your preferences, track your use of our websites, control access to certain content on or protect our websites, and process any requests that you make.

Some of our online recruiting activities are hosted by third parties, and when you access sites operated by these third parties, such third parties may place their own Cookies on your device. You can learn more about our use of Cookies and other tracking technologies in our Cookie Notice.

For questions or complaints about our use of your personal information or this Notice, please contact us by:

Email:  privacy@airslate.com

Mail:

airSlate, Inc. 

Attention: Privacy Team

17 Station Street, Ste. 303

Brookline, MA 02445

United States

Please use our Privacy Rights Request Form to exercise your Privacy Rights under this Notice.

Jurisdiction of Incorporation

Legal Address

airSlate Group Company

airSlate, Inc.

Instapage, Inc.

17 Station Street, 3rd Floor, Brookline, MA 02445

United States

DocHub, LLC

3720 Flowood Dr, Flowood, MS 39232

airSlate Legal Forms, Inc.

BENTLEYS NSW PTY LTD 14 60 MARGARET STREET SYDNEY NSW 2000

airSlate Australia PTY LTD

Australia

airSlate Canada LTD.

Canada

2800-666 BURRARD ST VANCOUVER BC V6C 2Z7

Suite 107, South Point, Herbert House, 11 Harmony Row, Dublin D02 H270

airSlate Ireland Limited

Ireland

airSlate Poland Sp. z. o.o.

Poland

ul. Marii Curie-Skłodowskiej 12, 50-381 Wrocław

Jud. Timiș, Timişoara Municipality, Street Piata Council of Europe, No. 2 E, identification number U3E5.1. UBC building 3 (from Iulius Town), Floor 5, Romania

airSlate Romania S.R.L.

Romania

airSlate Ukraine LLC

Ukraine

2A Mechnikova Street, 5 floor, 01601 Kyiv, Ukraine

D22 Unit GS4-02V 2F Gems Plaza Bldg. Circumferential Road Barangay Dalig Antipolo City, Rizal Region IV-A Philippines 1870

airSlate Philippines Inc.

Philippines