Candidate Privacy Statement

Last modified: May 5th, 2025

At Defined.ai, we are committed to protecting your privacy and ensuring the responsible handling of your personal data through the recruitment process. This Candidate Privacy Statement explains how we collect, use, store, disclose and safeguard your data when you apply for a job position with us. By applying to our career opportunities, you agree to the terms outlined in this Candidate Privacy Statement. Please read the following carefully to understand our views and practices regarding your personal data, how we will treat it and your rights.

1. Who Are We?

The Defined Crowd Corporation, with registered office at 1201 3rd Avenue, STE 2200, Seattle WA 98101, United States of America, along with it´s affiliate, Definedcrowd Corporation, Unipessoal, Lda, based at R. Major Neutel de Abreu 22B 1º, 1500-411, Lisboa, operating as Defined.ai (hereinafter referred to as "Defined.ai" or "We"), is a company dedicated to providing high-quality AI data solutions. Our mission is to support organizations in building ethical and high performing artificial intelligence models by supplying high-quality structured datasets.

2. Who does this Candidate Privacy Statement protect?

This Candidate Privacy Statement applies to all job applicants who interact with Defined.ai during the recruitment process. The Candidate Privacy Statement applies to:

Job applicants: individuals applying for positions at Defined.ai.
Potential Candidates: Individuals whose data we have collected through recruitment platforms, networking events.
Former Applicants: Candidates who have previously applied and whose data may be retained for future opportunities, subject to their consent.

3. Why do We Process your Personal Data?

We process your personal data for the following purposes:

Recruitment and Hiring: Evaluating applicants, conducting interviews, assessing candidates suitability and making hiring decisions.
Communication: Contacting candidates about job applications, interviews, and recruitment-related updates, including feedback on the recruitment process.
Legal and Compliance Obligations: Ensuring compliance with applicable employment laws, verifying work eligibility, and fulfilling reporting obligations.
Future Opportunities (Talent Pool): If you consent, we may retain your data for future job openings that align with your skills and experience.
Security and Fraud Prevention: Ensuring the integrity of our hiring procedures.

4. What Personal Data Do We Collect?

We collect personal data directly from you during the recruitment process and, in some cases, from third parties (vendors and service providers). The categories of personal data we process include:

Identification and Contact Details: Name, email, phone number, nationality, and address.
Professional and Educational Background: CV, cover letter, job history, skills, qualifications, certifications, and academic records.
Assessment and Interview Data: Notes from interviews, results from skills tests or personality assessments, reference checks, and hiring team’s feedback.
Right-to-Work and Legal Compliance Information: Documentation verifying your work authorization status or background screening data where legally required.
Other Data You Provide Voluntarily: Salary expectations, relocation preferences, or any additional information shared during the hiring process, or feedback regarding the recruitment process.

We do not require special category data (such as health-related information) unless legally necessary or voluntarily provided by you.

4.1. How do we work with vendors and service providers?

We work with third-party partners who help us manage and improve our recruiting process, including tools and systems we use for this purpose. These third parties include:

Recruitment service providers;
Vendors facilitating relocation (where applicable);
Immigration advisors including lawyers and consultants;
Reporting and analytics service providers;
Pre-employment screening services. We require these third parties to protect the personal data they receive with appropriate security measures and prohibit them from using the personal data for their own purposes or outside what is necessary to provide the service.

5. How Do We Use Your Data?

We process your personal data exclusively for recruitment-related purposes, including:

Processing Your Application: Evaluating your qualifications and suitability for the role.
Communicating With You: Keeping you informed about the status of your application, scheduling interviews, and discussing opportunities.
Conducting Interviews and Assessments: Organizing and reviewing tests, interviews, and reference checks.
Verifying Legal and Compliance Requirements: Ensuring your eligibility to work and meeting regulatory obligations.
Retaining Your Information for Future Opportunities (if applicable): If you consent, we may keep your data on file to consider you for future positions that match your skills.
Developing and improving our recruitment process (if applicable): If you choose to participate in our questionnaire regarding feedback on our recruitment process, your involvement is entirely voluntary. We ensure that any data collected from the questionnaire is used anonymously. The primary goal of gathering feedback is to develop and improve our recruitment procedures.

6. How Long Do We Retain Your Data?

We only retain your personal data for as long as necessary for recruitment purposes or as required by law:

Unsuccessful Applications: If your application is not successful, we will keep your data for 12 months after the completion of the hiring process, unless you request deletion earlier.
Successful Applications: If you are hired, your data will be stored in accordance with our employee data retention policies.
Legal and Compliance Obligations: Some data may be retained for a longer period to comply with legal or regulatory requirements. If you would like your data to be deleted before the retention period ends, you can request its removal anytime.

6.1. We process your personal data to stay in touch and engage with you.

In considering you for opportunities at Defined.ai we may consider you for current and future opportunities. We may contact you from time to time, for example, invite you to events we organize or sponsor, send you alerts or recommendations about opportunities at Defined.ai, or ask you for updates. You can opt out of these communications at any time.

7. What is our legal basis for processing data?

We process the personal data that we have in the ways described above:

As necessary to prepare and enter into an employment contract with you;
Consistent with specific consents, which you may revoke at any time;
As necessary to comply with our legal obligations;
To protect your vital interests, or those of others;
As necessary for our (or others) legitimate interests, including our interests in considering candidates for current and future employment opportunities, and in managing and improving our recruitment and hiring processes, unless those interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.

8. Who Do We Share Your Data With?

We do not sell your personal data. However, we may share it with the following entities when necessary:

Internal Hiring Teams: HR professionals and hiring managers directly involved in the recruitment process.
Third-Party Recruitment Partners: Background check providers, or assessment platforms assisting in the hiring process.
Legal and Regulatory Authorities: If required to comply with applicable laws, court orders, or regulatory obligations. Whenever we share your data, we ensure appropriate security and contractual safeguards are in place.

9. Your Rights and How to Exercise Them

Depending on applicable data protection laws, you have the following rights regarding your personal data:

Right to be informed: You have the right to be provided with clear and transparent information about how your personal data is collected, used and stores.
Right to Access: Request a copy of the personal data we hold about you.
Right to Rectification: Ask us to correct inaccurate or incomplete information.
Right to Erasure (“Right to Be Forgotten”): Request deletion of your personal data, subject to legal retention requirements.
Right to Restrict Processing: Ask us to limit how we process your data in certain situations.
Right to Object: Object to the processing of your data for specific purposes.
Right to Data Portability: Request your data in a structured, commonly used format.
Right to Withdraw Consent: If processing is based on your consent, you can withdraw it at any time.
Right to not be subject to automated decision-making, including profiling: You have the right to not be subject to decisions made solely though automated process, including profiling, where such decisions significantly affect you. If we used automated decision-making in our recruitment process, we will inform you and allow for human intervention where required by law. To exercise any of these rights, please contact us at [email protected]. We will respond to requests in accordance with applicable laws.

10. How Do We Protect Your Data?

We implement strict security measures to protect your personal data from unauthorized access, alteration, or disclosure. These measures include:

Access Control: Only authorized personnel involved in recruitment have access to candidate data.
Secure Storage: We use encrypted systems and secure databases to store personal data.
Data Minimization: We only collect and retain the minimum necessary data for recruitment purposes. While we take strong precautions, no system is entirely secure. If you suspect unauthorized access to your data, please notify us immediately via [email protected].

11. Updates to This Policy

We may update this Candidate Privacy Statement periodically to reflect legal changes, industry standards, or modifications in our recruitment processes. We encourage you to review this page regularly for any updates.

12. Website Policy

13. Contact Us

If you have any questions or concerns regarding this Candidate Privacy Statement or how we process your personal data, you can contact our Privacy Team and Data Protection Officer through [email protected].

Candidate Privacy Statement