Applicant and Candidate Privacy Notice

Last version updated on: July 09, 2026

Previous update: December 04, 2025

View previous version: December 4, 2025

1. Scope of the Notice

Your privacy is important to Coveo Solutions, Inc. and its affiliates (“Coveo” or “we”).

This Coveo Applicant and Candidate Privacy Notice (“Notice”) sets out how Coveo collects and uses personal information (“PI”) from job applicants and candidates (collectively, “you”) on our career website available at www.coveo.com (the “Site”) or via other means.

This Notice does not cover third-party websites or services that you may use in connection with our Site.

2. PI we collect and source of collection

SOURCE	PI WE COLLECT	NON EXHAUSTIVE EXAMPLES
FROM YOU*	Identifiers	first & last name
	Contact Information	phone number, e-mail, home address
	Information on you &/or your job application	resume, cover letter, technical & psychometric tests, information disclosed in an interview, travel-related expenses, or other documents (transcripts, certifications)
	Education information	educational background, qualifications, certifications, skills
	Job history	previous employment, roles, performance, financial information
	Information collected for Diversity, Equity and Inclusion (DE&I) monitoring	Race, minority group, ethnicity, gender, veteran status, disability status (based on your consent and only where permitted by law)
	Citizenship or immigration status information	visa, right to work information, study permit
	Sensitive PI	only if voluntarily submitted
FROM THIRD PARTIES
Public registers, databases, former employers or institutions	Employment, education &/or compensation history	If relevant to your application, and as permitted under local laws
Websites or social media	Public information	if applying through LinkedIn or similar platforms
References, clients, service providers, or employers	Information about your performance or conduct	feedback about you
FROM COVEO*	Information and observations collected during interviews	notes and interview scores
FROM COOKIES OR SIMILAR TECHNOLOGIES	Please refer to our Privacy Policy & Cookie Policy.
FROM PROFILING*	Derived or inferred information from the information mentioned in this table Coveo will collect such derived or inferred Information from third-party providers and will use it in order to assess your eligibility for the position applied for and/or other positions at Coveo. In this event, we will not make recruiting or hiring decisions based solely on automated decision-making or profiling. We will apply appropriate safeguards, including human intervention, in order to ensure that the processing of derived or inferred information is handled in accordance with applicable laws.

*Please note that, in certain cases, your PI may be collected through artificial intelligence (“AI”) tools. In any such case of live interaction with an AI, you will be informed in advance and Coveo will only proceed with the use of such an AI system if we have a legal right to do so (legal basis).

You can apply for a role at Coveo using a number of third-party career sites (for example, Indeed and LinkedIn). Doing so will connect your profile from these systems with the Coveo job application.

You may voluntarily choose to self-identify and provide us with information about your race/ethnicity, gender identity and disability status. These answers will help us evaluate our Diversity, Equity and Inclusion (DE&I) efforts. These answers are optional and if you choose to self-identify, your answers will not be linked to your name or job application, will not be visible to the hiring manager reviewing your application, and will not affect your job application.

3. With Whom Do We Share Your PI

Our Affiliates. Coveo’s headquarters are located in Canada and our affiliates are located in the United States, in the European Union and in the United Kingdom. Coveo will share your PI in limited circumstances with its affiliates (for example, senior management and/or Coveo employees on a need-to-know basis) in order to conduct or manage the recruitment process or for internal reporting.

Third-party service providers. We use third-party service providers who perform services for us in connection with our recruitment process (for example, recruiting software providers, third-party providers performing psychological and psychometric evaluation of candidates, and recruitment consultants, including AI systems, as further set forth above*). We may also connect with attorneys in connection with our legal obligations.

Regulators, public authorities or agencies. As part of our legal obligations, we may share your PI with regulators, public authorities or agencies in order to perform our legal and/or regulatory obligations.

4. Why do we use your PI and on which lawful basis do we rely on

PURPOSE OF PROCESSING	LAWFUL BASIS	LAWFUL BASIS EXPLANATION
Process your application for employment and evaluate your eligibility against the position applied for &/or other positions at Coveo	Legitimate interests; Consent	Legitimate Interests. We process your PI to conduct and improve the recruitment process which includes assessing your suitability for a position at Coveo. If the General Data protection Regulation (“GDPR”) applies, we will process your PI based on our legitimate interests. We will ensure that such interests are not overridden by your fundamental rights and freedoms. Legal obligation. We may process your PI to comply with a legal obligation (for example, citizenship or immigration information). Your failure to provide PI may prevent or delay the fulfillment of our legal obligations and may impact our ability to employ you. Consent. Where applicable laws require it, we may rely on your consent in order to process your PI. Performance of a Contract. Coveo may also process your PI for the performance of a contract (including the intention to enter into a contract).
Communicate with you regarding your application, the recruitment process or other suitable opportunities available at Coveo
Verify your information, including through reference checks or third parties
Understand and improve our recruitment process
Keep records related to the hiring process	Legal obligations; Legitime interests
For Diversity, Equity and Inclusion (DE&I) initiatives, including equal employment opportunities, when required by applicable laws	Legal obligations; Consent
Comply with applicable legal and regulatory requirements	Legal obligations

5. Use of Artificial Intelligence capabilities

Our processing of your PI for the purposes described above may also include the use of artificial intelligence capabilities, including automated methods of processing.

In particular, we may offer optional AI-assisted tools to support the recruitment process. If you choose to participate in the AI pre-screening process, subject to applicable laws, the AI tool will process your information (information identified as collected “From you”, “From Coveo” or “From profiling” under Section 2 “PI we collect and source of collection”), as well as summary transcripts of interactions you may have with the AI tool. The AI tool will generate an assessment intended to evaluate your potential alignment with the role’s requirements, and such assessment may inform the decision about whether your application proceeds to the next stage of the recruitment process.

Participation in the AI pre-screening process is voluntary. If you decline, a human recruiter will review your application without using any AI tool.

For more information about the rights you may have in relation to such automated processing, please see Section 7 below.

6. How long will we store your PI

We keep your PI for no longer than necessary to accomplish the purposes for which it is collected. The length of time will vary depending on the purposes. We may, for example, process and keep your PI for employment purposes if your application is successful and you are hired by Coveo. If your application is not successful, we will keep your PI for a period of time that allows us to contact you in case we have future job opportunities, respond to any inquiry you may have, establish, exercise, defend or bring any legal claim or comply with record retention requirements.

7. What rights do you have with respect to your PI

You may have certain rights related to your PI, depending on local data protection laws.

RIGHT	DESCRIPTION
ACCESS	You may have the right to request information about how we process your PI and obtain a copy of your PI. In particular, you can request: the purpose of the processing, the categories and specific pieces of PI processed, the recipients of your PI, the sources from which your PI is collected, the third parties with whom we share your PI.
RECTIFICATION	You may have the right to rectification of the inaccurate PI we hold about you.
ERASURE/DELETION	You may have the right to request the erasure of your PI.
RESTRICTION	In limited circumstances, you may have the right to restrict our use of your PI.
OBJECTION	You may have the right to object to the use of your PI, based on our legitimate interests described in this Notice.
PORTABILITY	You may have the right to receive your PI in a commonly used and machine-readable format and transmit it to a third party.
NOT TO BE SUBJECT TO AN AUTOMATED DECISION-MAKING	You may have the right not to be subject to a decision based solely on automated processing which produces legal effects or otherwise significantly affects you. In cases where Coveo uses AI tools as described in Section 5, your prior consent will be collected.
CONTEST AUTOMATED DECISIONS	In cases where Coveo uses AI tools as described in Section 5 and you consented to such use, you may request an explanation of the AI tool’s role in the evaluation of your candidacy, the main factors considered by the AI tool, and/or ask for a human review of decisions made regarding your candidacy.
COMPLAINT	You have the right to lodge a complaint with a supervisory authority.

If we process your PI while relying on your consent, you may withdraw such consent at any time. If you withdraw your consent, it will not invalidate the lawfulness of any processing that occurred before your consent was withdrawn.

Please note that we may need to verify your identity before facilitating or enabling you to exercise your PI rights, and thus may request certain information from you when you submit any such requests. Under applicable law, you may also submit PI requests through an authorized agent, in which case, we may request further information to verify the authenticity of the request and the agent’s authorization to act on your behalf.

8. Information for US applicants and candidates

Under the California Consumer Privacy Act , the Virginia Consumer Data Protection Act, the Colorado Privacy Act, the Connecticut Act Concerning Personal Data Privacy and Online Monitoring and the Utah Consumer Privacy Act (‘US laws”), Coveo is required to make certain disclosures.

Section 2 above contains a table detailing the categories of PI we collect and its sources; Section 3 details to whom your PI might have been disclosed for a business purpose in the past 12 months; Section 4 discloses the purposes for which we collect your PI and Section 6, the periods for which we retain your PI.

Please note that Coveo does not sell (as defined under US laws) your PI. We may share your PI with service providers or business partners with whom we have a written agreement regarding the use of your PI.

California residents only. You have a right to opt-out of the sharing of your PI by:

Selecting the option to opt-out of the use of cookies in the cookie settings banner;
Turning on a Global Privacy Control in your web browser or browser extension. For more information on valid Global Privacy Control, please refer to this website: https://oag.ca.gov/privacy/ccpa.

To exercise any of these rights, please contact us at: privacy@coveo.com

9. What Security Measures do we implement

Coveo takes technical, physical and organizational measures to safeguard your PI. These safeguards are designed to prevent the loss, theft, unauthorized access, use, disclosure, alteration or destruction of your PII and are commensurate to the sensitivity of the information.

For instance, Coveo ensures that its personnel processing PI is bound by appropriate obligations of privacy and confidentiality, and that access to PI by Coveo personnel is performed on a need-to-know basis.

10. Will your PI be transferred internationally

Coveo has facilities and employees in different countries around the world. This includes Australia, Canada, the European Economic Area, the United Kingdom and the United States. We may also partner with third parties that process, or host your PI on our behalf, outside of your state or province of residence. Therefore, your PI may be processed, transferred and/or accessed outside of your country or province of residence, including Quebec. When we send your PI across borders, we will process it only for the purposes outlined in this Notice and we will take steps to ensure that your PI is adequately protected abroad.

We may also transfer your PI to countries that are located outside of the European Economic Area and which may have a different level of protection of PI. In doing so, we make sure that your PI is adequately protected by implementing appropriate transfers mechanisms.

11. Changes to this Notice

If you have questions or concerns regarding the way your PI is being processed or about this Notice, please contact the Coveo Privacy Team at privacy@coveo.com.

We may modify or update this Notice from time to time. Each version of this Notice is identified at the top of the page by its date. We encourage you to review its content regularly.