Dots respects your privacy and is committed to protecting the personal information you provide to us during our recruitment process.
This Candidate Privacy Notice applies globally to recruitment conducted by Dots US Inc and its affiliated entities and explains how we collect, use, store, and protect personal data relating to individuals who apply for employment, contractor engagements, or other positions with Dots.
1. Who We Are
For the purposes of this Candidate Privacy Notice, “Dots” refers to the Dots entity or affiliated company responsible for the relevant recruitment process or potential engagement.
The relevant Dots entity acts as the data controller responsible for processing your personal data in connection with the recruitment process.
Depending on the position, location, and engagement arrangement, you may be considered for employment or engagement as an independent contractor by one of our entities.
For questions regarding this notice or the processing of your personal data, please contact:
2. Personal Data We Collect
During the recruitment process, we may collect and process information such as:
- Name and contact details
- CV/resume and information included in it
- Employment history and professional experience
- Education, qualifications, and skills
- LinkedIn profile or other professional information you choose to provide
- Information provided in your application
- Interview notes and assessments
- Results of professional assignments, tests, or assessments
- Communications with you regarding your application
- Salary expectations, availability, and other information relevant to the position
- References, where applicable
- Other information you voluntarily provide during the recruitment process
We ask candidates not to provide sensitive personal information unless it is specifically requested and necessary for the recruitment process.
3. How We Collect Your Information
We may receive personal data:
- Directly from you when you apply for a position or communicate with us
- During interviews and assessments
- Through recruitment platforms or recruitment agencies
- Through professional platforms such as LinkedIn
- From references you provide, where applicable
- From publicly available professional sources, where appropriate
4. Why We Process Your Information
We process candidate information for purposes including:
- Managing and evaluating your application
- Assessing your suitability for a position
- Communicating with you regarding the recruitment process
- Scheduling and conducting interviews
- Reviewing assignments or assessments
- Verifying information provided during the recruitment process, where appropriate
- Making recruitment and engagement decisions
- Managing and documenting our recruitment process
- Complying with applicable legal obligations
- Establishing, exercising, or defending legal claims where necessary
5. Legal Basis for Processing
Depending on the circumstances, we process candidate personal data on one or more of the following legal bases:
- Taking steps at your request prior to entering into an employment, contractor, or other applicable agreement
- Our legitimate interests in managing our recruitment process, evaluating candidates, maintaining appropriate recruitment records, and protecting our legal interests
- Compliance with applicable legal obligations
- Consent, where consent is specifically required under applicable law
Where we rely on legitimate interests, we consider the impact of the processing on your rights and interests.
Where processing is based on consent, you may withdraw your consent at any time.
6. Who May Access Your Information
Access to candidate information is limited to people who reasonably require it for recruitment purposes, which may include:
- Relevant members of our HR or recruitment team
- Hiring managers
- Relevant members of management
- Employees participating in the interview or evaluation process
- Authorized service providers supporting our recruitment process
- Professional advisers where necessary
We do not sell candidate personal data.
7. Service Providers and International Transfers
We may use third-party service providers to support our recruitment activities, including communication, productivity, recruitment, assessment, and data storage services.
As a global organization, candidate information may also be accessed or processed by relevant Dots entities and personnel in different countries where necessary for the recruitment process.
Where personal data subject to the GDPR is transferred outside the EEA, we take appropriate steps to ensure that the transfer is made in accordance with applicable data protection law, including, where required, the use of approved Standard Contractual Clauses or another recognized transfer mechanism.
8. How Long We Keep Your Information
If you apply for a position with Dots, we generally retain your recruitment information for up to 24 months after the relevant recruitment process has ended.
After the applicable retention period, candidate personal data will be deleted or anonymized, unless we are required or permitted to retain specific information for a longer period under applicable law or where necessary for the establishment, exercise, or defense of legal claims.
If you are hired or engaged as a contractor, information relevant to your employment or engagement may become part of your personnel or contractor records and will be retained in accordance with the applicable retention requirements.
9. Your Rights
Subject to applicable data protection law, you may have the right to:
- Request access to the personal data we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal data
- Request restriction of certain processing
- Object to processing based on legitimate interests
- Request portability of certain personal data, where applicable
- Withdraw consent where processing is based on consent
- Lodge a complaint with the relevant data protection supervisory authority
These rights may be subject to limitations or exceptions under applicable law.
To exercise your rights, please contact:
We may need to verify your identity before responding to certain requests.
10. Automated Decision-Making
We do not make recruitment decisions based solely on automated processing that produces legal or similarly significant effects on candidates.
If this changes, we will provide the information required under applicable data protection law.
11. Security
We use appropriate technical and organizational measures designed to protect candidate personal data against unauthorized access, disclosure, alteration, loss, or destruction.
Access to recruitment information is limited according to business need and appropriate access controls.
12. Changes to This Notice
We may update this Candidate Privacy Notice from time to time to reflect changes in our recruitment practices, technology, or legal requirements.
The latest version will be made available to candidates and will indicate the date on which it was last updated.
13. Contact Us
For questions about this Candidate Privacy Notice, how your personal data is processed, or to exercise your data protection rights, please contact:
