Hello Elephant Candidate Privacy Notice

Effective: July 8, 2019

Thank you for visiting the Elephant "Work with us" website (the "Site").

This Privacy Notice applies to all personal information of job applicants collected or used by Hello Elephant, LLC and its affiliate Hello Elephant Ltd. (collectively "Elephant").

This Privacy Notice explains how your information will be collected, used and shared if you submit an employment application to Elephant through our Site.

Collection of Personal Information

When you apply for a position within Elephant, you will be asked to provide certain personal information, such as your name and contact information, your education and employment history, your work skills, your desired work location, work authorization status, and other personal information you may provide in documents you upload such as cover letters, CVs and references.

Additionally, depending upon your location or the location of the job, we may request additional information about you (e.g., in the United States we must request gender, race and ethnicity as optional self-identification information which is used for Equal Employment Opportunity (EEO) reporting only) or there may be an opportunity for you to provide on a voluntary basis other self-identification information. If you opt to provide race, ethnicity origin, religion and disability data, this information is gathered for diversity monitoring and reporting purposes only and will not be used in the recruitment and selection process.

Information We Collect by Automated Means

We are committed to making your online experience with our Site informative and relevant to system type and characteristics, web browser characteristics, clickstream data, referring URLs, your interactions with the Site (such as the web pages visited, links you click and features you use) and dates and times of Site visits. By collecting this information, we learn how to best tailor this Site to our visitors.

We collect information by various automated means on our Site, as explained below.

Third-Party Web Analytics Services

We use third-party web analytics services on our Site, such as Google Analytics. Google Analytics uses technologies such as cookies to gather website statistical data and help analyze how users use our Site. The information generated by the cookie about your use of our Site (such as your IP address, the URL visited, the date and time the page was viewed) will be transmitted and stored by Google on servers in the United States. Google will use this information to monitor your use of this Site, compiling reports on website activity for website operators and providing other services related to website activity and internet usage. Google may transfer this information to third parties where required by law, or where such third parties process information on Google’s behalf. For more information about Google’s privacy policy, please refer to https://policies.google.com/privacy?hl=en. You may opt out of Google Analytics by visiting https://tools.google.com/dlpage/gaoptout?hl+en=GB.

This information is subject to the privacy policies or notices of the plug-in providers and is not subject to this Privacy Notice. We are not responsible for these providers’ information practices.

How We Use the Information We Collect

We may use the information we obtain through the Site to:

  • evaluate and assess your experience and qualifications as they relate to specific requirements for the position for which you applied, and possibly to determine whether you would be suitable for other positions within Elephant;

  • inform you of future openings in other similar positions;

  • create and manage your account;

  • respond to and communicate with you about your requests, questions and comments;

  • protect against, identify and prevent fraud and other criminal activity, claims and other liabilities; and

  • comply with and enforce applicable legal requirements, relevant industry standards and our policies.

Sharing of Personal Information You Provide

We may share your personal information with our affiliated agencies within Elephant around the world for the purpose of evaluating your experience and qualifications as they relate to specific requirements for the position and possibly to determine whether you would be suitable for other positions within Elephant. In addition, we may use your personal information for reporting purposes as may be required by law.

We may also supply your personal information to third parties who perform services on our behalf. We may share your application and any additional information you provide to us with service providers who help us administer this Site or assist our online recruiting process (such as our internet service providers). Elephant requires these third parties to adequately safeguard your personal information and not use it for any unauthorized purpose.

In addition, if you supply references to support your employment application, we may contact these individuals to help us evaluate you for employment opportunities at Elephant. Doing so will necessarily involve a limited disclosure of your personal information to those individuals, such as your name, the fact that you have submitted an application to Elephant for employment, and that you are interested in a certain type of position at Elephant.

We will not provide your personal information to third parties for those third parties’ own marketing. We may transfer the personal information we collect about you to countries other than the country in which the information originally was collected. For example, your application and any additional information you provide to us will be added to our international database, which is hosted by our service provider Greenhouse Software, Inc. and is located in the United States. The information may be accessed by internal and external recruiters acting on our behalf, who may be located in other geographies, to inform you of future openings in similar positions. Those countries may not have the same data protection laws as the country in which you initially provided the information. By submitting your personal information, you consent to this transfer. When we transfer your information to other countries, we will protect that information as described in this Privacy Notice and in accordance with applicable law.

Links to Other Websites

Our Site may provide links to other websites for your convenience and information. These websites may operate independently from us. Linked sites may have their own privacy notices or policies, which we strongly encourage you to review to better understand their procedures for collecting, using and disclosing personal information. We are not responsible for the content of linked websites, any uses of these websites, or the privacy practices of these websites.

How We Protect Personal Information

We maintain administrative, technical and physical safeguards designed to protect the personal information you provide through the Site against accidental, unlawful or unauthorized destruction, loss, alteration, access, disclosure or use.

Data Retention

Elephant will store the personal information that you send us via this Site for as long as is reasonably necessary for your employment application, taking into consideration our need to answer queries or resolve problems and comply with legal requirements under applicable laws. This means that we may retain your personal information to be able to contact you should a suitable job opening occur in the future, in light of our legitimate interest of staffing open positions. If you do not wish to be considered for future employment opportunities, we will delete your personal information at your request. Applicants who receive employment positions within Elephant will have their information stored for longer periods, consistent with employment need and local law.

Accessing, Correcting and Deleting Information

In accordance with applicable law, you have the right to request access to your personal information and, if this information is incorrect or incomplete, the right to request rectification of the information. You also have the right to request and, if applicable, obtain erasure of your personal information or, where provided by law, possible violation of the EU data protection rules. The data controller responsible for the processing of your personal information in the context of the recruitment process is the Elephant entity for which you decide to apply for a job position.

If you have any questions about the processing of your personal information or if you wish to access, revise or deactivate your candidate profile at any time, or have your personal information removed completely you can do so by contacting us by email atrecruiting@elephant.is or by mail to:

Hello Elephant
Attn: VP Talent
45 Main Street, Suite 725
Brooklyn, NY 11201

Binding Nature of This Privacy Notice

By accepting the terms of this Privacy Notice, you expressly agree and consent to the collection, transfer, processing, use or disclosure of your personal information as outlined in this Privacy Notice.