Rezumly Privacy Policy for Recruiters

Last Update April 11, 2024. Available only in English.

Your privacy is important to us. This document aims to provide details on how we use and protect your data.

Rezumly is a Canadian partnership operating under the name “Rezumly”. It operates in Canada as well as other countries around the world. Rezumly offers a Software-as-a-Software solution for recruitment applicant tracking ("Services").

At Rezumly, protecting your privacy and the privacy of anyone receiving your communications is very important to us. The purpose of this Privacy Policy is to make Rezumly safe and appropriate for all users. Our Privacy Policy applies to your use of Rezumly’s Services and describes the kind of information we process, how it is processed, and why.

To the extent EU data protection law applied to our Processing of information about Customers, we act as the Controller. To the extent EU data protection law applies to our processing of Customer’s Data Subjects data, the Customer serves as the Controller and we serve as the Processor.

1) Important Information And Who We Are

Purpose of this privacy policy

This privacy policy aims to give you information on how Rezumly collects and processes your personal data through your use of our Platform, including any data you may provide when you purchase a subscription to our service or apply to a vacancy managed through our service.

This Platform is not intended for individuals under the age of 18, and we do not knowingly collect data relating to minors.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Controller

Rezumly is the controller and responsible for your personal data (collectively referred to as “Rezumly”, "we", "us" or "our" in this privacy policy).

When we manage vacancies via our Platform, we are a joint controller with the recruiting organization (our client) of personal data relating to the purpose of finding suitable candidates. Our client is the sole controller of the subsequent hiring process for its own purpose (organization of interviews, conclusion of the contract and management of HR data) and you should refer to its privacy policy for candidates for details relating to how it processed your personal data in that hiring process.

We keep our privacy policy under regular review.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

Our Platform may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Platform, we encourage you to read the privacy policy of every website you visit.

2) The Data We Collect About You

We collect information about you directly from you and automatically through your use of our Website. To help you protect yourself and your information, we encourage you to provide and collect only that information that is necessary for using our Website. For example, to schedule an interview meeting, the only information that is necessary is names, email addresses, date, and time. Please note that if you choose not to share certain Personal Data with us, or refuse certain contact permissions, we might not be able to provide certain parts of the Services.

Information You Provide.

Rezumly collects the following information, either directly from Users, Invitees, or Viewers, or through third parties regarding Users, Invitees, or Viewers.

Appointment Information. A User may voluntarily give us certain information when scheduling and setting up appointments through the use of our interview scheduling feature. This can include name, email address, phone number; email addresses of other people and/or Invitees; the subject of the meeting; and any other information a User provides or collects upon scheduling, pursuant to the Rezumly Terms of Use or an executed agreement with Rezumly. Rezumly processes the information an Invitee provides to a User when scheduling with the User on the User’s behalf as a processor or service provider.
Calendar Information. A User may connect their calendar with Rezumly. In most instances, our calendar integration only uses and displays the duration and free/busy status of the events in your calendar so that we do not book you when you have a conflict in your schedule. A few of our features also use and display the meeting titles in your calendar. In all cases, however, no details about the appointments in your connected calendar are stored in Rezumly, such as who you are meeting with, their email address, or the meeting title. Although connecting your Rezumly to our services makes the scheduling process much more efficient, you are not required to connect your calendar to use our services. Rezumly processes the calendar information on the User’s behalf as a processor or service provider.
Information Received from Third Parties . If you choose to connect your account to your account with a third-party service, we may receive or be granted access to information from such third-party service, including Personal Information.
Account and Billing Information. Users provide Rezumly with certain information, including name, email address, and password, when you set up your account. If you purchase a premium and paid version of Rezumly, our third party payment processors will collect and store your billing address and credit card information. We store the last four digits of your credit card number, card type, and the expiration date.
Technical Data: Data collected includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and Platform, and other technology on the devices you use to access the Platform.
Marketing Information. Users, Invitees, or Viewers interested in Rezumly’s services may contact us through forms made available on the Website and voluntarily give information such as name, work email, phone number, company, and role. Users, Invitees, or Viewers interested in our newsletter may also submit their name and email addresses to join our mailing list. We also receive other similar information provided by you if you participate in an event hosted by Rezumly or its partners (such as webinars) and in your interactions with our social media accounts.

We do not automatically or deliberately collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data), or any information about criminal convictions and offences.

3) How We Use Your Information

We may use information that we collect about you, including Personal Data, to:

Provide the Rezumly Services. We will use your information to provide our Services to you, including to facilitate scheduling; create and manage your account; respond to your inquiries; prevent or address service errors, security, or technical issues; analyze and monitor usage; prevent spam, fraud and abuse on the Services; investigate potential violations of our Terms, verify your identity; and for other customer service and support purposes. We use the payment information you provide to us in order to alert you of past, current, and upcoming charges, to allow us to present the billing history to you on your billing page in your account, and to perform internal financial processes, such as looking at the status of a credit card charge. In the event of a credit card dispute, we also share account information with your bank to verify the legitimacy of a charge.
Understand and improve our products. We will perform research and analysis about your use of, or interest in, our products, Services, or content, or products, services or content offered by others. We do this to help make our products better and to develop new products.
Communicate with you. Service-related communications. We may send you service and administrative emails to ensure the service is working properly. We will also email you regarding your calendar appointments. These messages are considered part of the Services and you may not opt out of these messages.
Promotional. Subject to your opt-out preference and subscription, we may send you emails about new product features or other news about Rezumly or on topics we think would be relevant to you. You may opt out of receiving these communications at any time.
Responding to your requests. We will also use your information to respond to your questions or comments.
Administrative. We may contact you to inform you about changes to your account, our Services and other important service-related notices, such as changes to the Terms or Privacy Notice or about security or fraud notices.
Protecting Rights and Interests. We will use your information to protect our rights and interests as well as the rights and interests of our Users and any other person, as well as to enforce this Privacy Notice or our Terms.
Legal Compliance. We may use your information to comply with applicable legal or regulatory obligations, including complying with requests from law enforcement or other governmental authorities, or in legal proceedings involving Calendly.
Other. We also may use your information to manage our business or perform functions as otherwise described to you at the time of collection subject to your consent where legally required.

4) Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

Internal Third Parties as set out in the Glossary.
External Third Parties as set out in the Glossary.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5) Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

6) Limited use requirements

Rezumly use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

7) Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8)Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You will find information on each of the following in the Glossary section:

Request access to your personal data.
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us on support@cvshare.ca.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Glossary

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

THIRD PARTIES

External Third Parties

Service providers acting as processors who provide for example IT, hosting and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

If you want us to establish the data's accuracy.
Where our use of the data is unlawful but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.