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California Applicant and Talent Community Privacy Statement (“California Applicant Statement”)

California Applicant and Talent Community Privacy Statement (“California Applicant Statement”)

This California Applicant Statement describes how Appian (“Appian”, “we,” “us,” or “our”) processes personal information (“PI”) of  job applicants who are California residents (“California Job Applicants”) in the context of their job application and individuals are California residents who register for Appians’ Talent Community (“California Community Members”). This California Applicant Statement is designed to meet obligations under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (together, the “CCPA”). In the event of a conflict between any other Appian policy, statement, or notice and this California Applicant Statement, this California Applicant Statement will prevail as to California Job Applicants and Community Members, unless stated otherwise. Capitalized terms used but not defined in this California Applicant Statement shall have the meanings given to them under the CCPA. This California Applicant Statement shall be effective as of the publication date at the bottom of this page.

This California Applicant Statement does not apply to our consumer facing website(s), which are addressed in our general privacy notice available on our website here. It also does not apply to our current or former employees or independent contractors. Current employees may consult our Employee Handbook, available from our human resources department.

1. How we use your PI

We may collect your PI directly from you, such as when you register with the Talent Community, apply for a position or become employed or engaged by us (e.g., identification/identity data, contact details, educational and employment data), over the phone and/or through paper and/or electronic documents such as applications for employment and consents to perform employment screening, in our notes or records we create about you, from others through interactions in the course of employment or engagement, from third parties (e.g., references and recruiters), or from public sources of data.

Generally we use job applicant PI for HR Business Purposes and as otherwise related to the operation of our business, including for: Performing Services; Security; Debugging; Advertising & Marketing; Analytics; and Research and Development. For example, we use job applicant PI for the following purposes:

  • Communicating with job applicants
  • Processing job applications
  • Employment eligibility screening
  • Accommodation requests
  • Recruitment
  • Maintaining job applicant records
  • Facilitating diversity and inclusion programs
  • HR IT systems and security
  • Security (including electronic and of premises)
  • Auditing, investigations, and compliance

We may also use PI for “Additional Business Purposes” in a context that is not a Sale or Share under the CCPA, such as:

  • Disclosing it to our Service Providers, Contractors, or Processors that perform services for us (“Vendors”);
  • Disclosing it to you or to other parties at your direction or through your action (e.g., payroll processors, benefits providers, some software platform operators, etc.);
  • For the additional purposes explained at the time of collection (such as in the applicable privacy policy or notice);
  • As required or permitted by applicable law;
  • To the government or private parties to comply with law or legal process or protect or enforce legal rights or obligations or prevent harm;
  • Where we believe we need to in order to investigate, prevent or take action if we think someone might be using information for illegal activities, fraud, or in ways that may threaten someone’s safety or violate our policies or legal obligations; and
  • To assignees as part of an acquisition, merger, asset sale, or other transaction where another party assumes control over all or part of our business (“Corporate Transaction”).

Subject to restrictions and obligations under the CCPA, our Vendors may also use your PI for Business Purposes and Additional Business Purposes, and may engage their own vendors to enable them to perform services for us.

PI Collection, Disclosure, and Retention - By Category of PI

We collect, disclose, and retain PI as follows:

Category of PI

Examples of PI Collected and Retained

Categories of Recipients

1. Identifiers

Real name, alias, postal address, unique personal identifiers, online identifier, Internet Protocol address, and e-mail address.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors (e.g., job listing vendors; CV mail)
  • HR system and software vendors (e.g., onboarding platform provider)
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

2. Personal Records

Name, signature, address, and telephone number. Some PI included in this category may overlap with other categories.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors (e.g., job listing vendors; CV mail)
  • HR system and software vendors (e.g., onboarding platform provider)
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

3. Personal Characteristics or Traits

In some circumstances, we may collect PI that is considered protected under U.S. law, such as age, sex, gender, gender identity, gender expression, nationality, race, ethnicity, veteran status, or disability.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors (e.g., job listing vendors; CV mail)
  • HR system and software vendors (e.g., onboarding platform provider) and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

4. Internet Usage Information

When you use our online systems or otherwise interact with us online, we may collect browsing history, search history, and other information regarding your interaction with our systems or other sites, applications, or content.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors
  • HR system and software vendors and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

5. Geolocation Data

If you use our systems or interact with us online we may gain access to the approximate location of the device or equipment you are using, or the location from which you are accessing our systems.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

6. Sensory Data

We may collect audio, electronic, visual, or similar information such as video recordings of responses to interview questions or CCTV footage.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors
  • HR system and software vendors and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

7. Professional or Employment Information

Professional, educational, or employment-related information like job title, office location, company email address and telephone number, start and end dates, and details on qualifications and experience (including professional certifications and credentials).

Disclosures for Business Purposes:

  • General IT, software, and other business vendors (e.g., CV mail)
  • HR system and software vendors (e.g., onboarding platform provider) and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

8. Non-public Education Records

Education records directly maintained by an educational institution or party acting on its behalf, such as transcripts, completion of degrees, education institutions attended, and information on educational certifications held by job applicants.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors (e.g., CV mail)
  • HR system and software vendors (e.g., onboarding platform provider) and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

9. Inferences from PI Collected

We may draw inferences from other information we collect about you.

Disclosures for Business Purposes:

  • General IT, software, and other business vendors (e.g., CV mail; data processors and storage providers) and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

10. Sensitive PI

Government Issued ID Numbers (social security number)

Disclosures for Business Purposes:

  • General IT, software, and other business vendors
  • HR system and software vendors (e.g., onboarding platform provider) and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

Personal Characteristics (racial or ethnic origin)

Disclosures for Business Purposes:

  • General IT, software, and other business vendors
  • HR system and software vendors and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

Health Information (PI collected and analyzed concerning an individual’s health) for accommodation requests

Disclosures for Business Purposes:

  • General IT, software, and other business vendors
  • HR system and software vendors (e.g., onboarding platform provider) and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

Sexual Orientation (PI collected and analyzed concerning an individual’s sexual orientation)

Disclosures for Business Purposes:

  • General IT, software, and other business vendors
  • HR system and software vendors (e.g., onboarding platform provider) and/or
  • Other parties (e.g., litigants and government entities) within the limits of Additional Business Purposes.

Sale/Share: None

There may be additional information we collect that meets the definition of PI under the CCPA but is not reflected by a category above, in which case we will treat it as PI as required, but will not include it when we describe our practices by PI category.

As permitted by applicable law, we do not treat deidentified data or aggregate consumer information as PI and we reserve the right to convert, or permit others to convert, your PI into deidentified data or aggregate consumer information, and may elect not to treat publicly available information as PI. We will not attempt to reidentify data that we maintain as deidentified.

Retention of PI: Because there are numerous types of PI in each category, and various uses for each PI type, actual retention periods vary. We retain specific PI pieces based on how long we have a legitimate purpose for the retention, including as mandated by applicable laws.

2. YOUR RIGHTS AND HOW TO EXERCISE THEM

California Job Applicants and Community Members  have the same rights to know/access, delete, correct, limit, and opt-out as traditional Consumers and may learn more about these rights and how to exercise them in Section 8 of our privacy policy here. With regard to PI that qualifies as Sensitive PI under U.S. Privacy Laws, as of January 1, 2023, if you elect to provide us with that Sensitive PI, you will have consented to us processing such Sensitive PI. You have the right to request that we limit our use of Sensitive PI by emailing us at privacy@appian.com. We will not discriminate or retaliate against you in a manner prohibited by the CCPA for your exercise of your privacy rights.

We do not offer programs requiring you to limit any of your Consumer rights, or otherwise require you to limit your Consumer rights in connection with charging a different price or rate, or offering a different level or quality of good or service, or that would otherwise be considered a financial incentive related to the collection of PI.

Notwithstanding anything to the contrary, we may collect, use and disclose your PI as required or permitted by applicable law and this may override your rights under the CCPA. In addition, we are not required to honor your requests to the extent that doing so would infringe upon our or another person’s or party’s rights or conflict with applicable law.

3. CONTACT US

For general questions about this California Applicant Statement, you may contact us at privacy@appian.com.

 

 

Published: November 20th  2023