Applicant and Candidate Privacy Notice

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 (defined below) 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 your use of third-party websites or services that you may use in connection with our Site.

2. What categories of Personal Information do we use and how do we collect it?

   We will collect information that directly or indirectly relates to you (“Personal Information”). We will collect Personal Information directly from you or from other sources.

   1. Personal Information collected from you

      The categories of Personal Information  we collect directly from you include:

      1. identification information (e.g. first name, last name, gender) and contact information (e.g. phone number, e-mail address, home address, mobile number)
      2. information you have provided to us in your resume, cover letter or any other documents during the application or recruitment process (e.g. transcripts, certifications)
      3. educational details (e.g. educational background, qualifications, certifications, skills) and job history (e.g. previous employment, roles, performance history, financial information)
      4. information you have provided to us as part of the recruitment process (additional information regarding your resume, information provided in order to arrange travel) 
      5. information collected for diversity monitoring, where the collection of such information is permitted by applicable law (e.g. race, ethnicity, gender, veteran status and/or disabilities)
      6. citizenship or immigration information (e.g. for visa purposes, right to work information)
      7. information received as part of the recruitment tests (e.g. technical tests and psychometric tests) 
      8. other information you may choose to voluntarily submit to us in connection with your application (e.g. information contained in a cover letter, information disclosed in an interview or information you volunteer regarding your criminal records history, compensation history, family history or personal situation)

      We also collect Personal Information using cookies and similar technologies when you visit and browse our website. Please see our Privacy Policy for further information.

   2. Sensitive Personal Information collected from you

      We do not usually require Personal Information revealing your racial or ethnic origin, your political opinions, your religious or philosophical beliefs, your trade union membership, your health, your sex life or sexual orientation or which relates to the processing of genetic data or biometric data as part of the recruitment process, unless otherwise provided under this Notice. Nevertheless, you may want to voluntarily submit such Personal Information during the recruitment process.

   3. Personal Information collected from other sources

      We may collect the following Personal Information from other sources:

      1. employment history, educational history and/or compensation history, from publicly available registers or databases, former employers and/or educational institutions (where relevant to your application and as permitted under local laws)
      2. publicly available information from websites or social media, including information that you choose to voluntarily submit to us in connection with your application (e.g. when applying through LinkedIn or Indeed)
      3. information about you from Coveo employees who interview you and who may provide feedbacks about you
      4.  information about your performance or conduct from references, other Coveo employees, clients or service providers, or former employers you work with and/or or with whom you may have worked in the past who may provide feedback about you
      5. information collected as part of the interview process such as notes taken from the interview and interview scores
   4. Personal information collected as part of profiling

      Coveo will also collect derived or inferred information drawn from some of the Personal Information listed in this section (e.g. your resume as well as information collected as part of the recruitment process) (“Derived Information”). Coveo will collect such Derived 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 Information is handled in accordance with applicable laws.

3. Why do we use your Personal Information?

   We collect and process your Personal Information for purposes related to your job application. More specifically, we use your Personal Information to: 

   1. process your application for employment;
   2. communicate with you regarding your application, the recruitment process or suitable opportunities available at Coveo;
   3. evaluate your eligibility against the position applied for and/or other positions at Coveo;
   4. verify your information, including through reference checks or third-parties;
   5. conduct reference checks;
   6. keep records related to the hiring process;
   7. send you information about other positions at Coveo which may be of interest to you;
   8. comply with legal and regulatory requirements to which we are subject;
   9. monitor diversity and equal employment opportunities, when required by applicable laws;
   10. respond to your enquiries and requests.
4. On which Basis Do We Use Your Personal Information?

   Legitimate Interests. We process your Personal Information in order 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 Personal Information in our legitimate interests. We will ensure that such interests are not overridden by your fundamental rights and freedoms.

   Legal obligation. We may process your Personal Information in order to comply with a legal obligation (e.g. citizenship or immigration information). Your failure to provide Personal Information may prevent or delay the fulfilment of our legal obligations and may impact our ability to employ you. 

   Consent. We may rely on your consent in order to process your Personal Information (where it is appropriate and in accordance with applicable laws). 

   Performance of a Contract. Coveo may also process your personal data for the performance of a contract (including the intention to enter into a contract).

5. With Whom Do We Share Your Personal Information?

   Our Affiliates. Coveo’s headquarters (Coveo Solutions, Inc.) is located in Canada with affiliates located in the United States and in the European Union. Coveo will share your Personal Information in limited circumstances with our affiliates (shared with senior management employees and/or with Coveo’s 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 the recruitment process (e.g. HR recruiting software, psychological and psychometric evaluation of candidates). We may also connect with third-party service providers, like attorneys, in connection with our legal obligations. 

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

6. How long will we Store Your Personal Information?

   We keep your Personal Information for no longer than necessary for the purposes for which it is processed. The length of time will vary depending on the purposes for which your Personal Data is processed. We may, for example, process and keep your Personal Information for employment purposes if your application is successful and you are hired by Coveo. If your application is not successful, we will keep your Personal Information 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 Personal Information?

   You may have certain rights related to your Personal Information, depending on local data protection laws. These rights may include:

   • Access. You may have the right to request information about how we process your Personal Information and obtain a copy of that Personal Information. In particular, you can request: the purpose of the processing, the categories and specific pieces of Personal information processed, the recipients of your Personal Information, the categories of sources from which your Personal Information is collected, the categories of third-parties with whom we share your Personal Information.  
   • Rectification. You may have the right to request the rectification of inaccurate Personal Information we hold about you.
   • Erasure/Deletion. You may have the right to request the erasure of your Personal Information. 
   • Restriction. In limited circumstances, you may have the right to obtain the restriction of our use of your Personal Information.  
   • Objection. You may have the right to object to the use of your Personal Information, based on our legitimate interests described in this Notice.  
   • Portability. You may have the right to receive your Personal Information in a commonly used and machine-readable format and transmit it to a third party.
   • Non-Discrimination. You may have the right not to be subject to discrimination for the exercise of your rights. 
   • Complaint. You have the right to lodge a complaint with a supervisory authority.

   If we process your Personal Information while relying on your consent, you may withdraw it at any time.

   If you are a California resident, note that Coveo does not Sell (as defined in the CCPA) your Personal Information. In the event that we choose to Sell your Personal Information, we will provide you with the right to opt-out of the Sale of your Personal Information in accordance with the California Consumer Privacy Act (“CCPA”). 

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

8. What Security Measures do we implement?

   We maintain appropriate technical (physical, electronic) and organizational safeguards to protect the confidentiality, integrity and availability of your Personal Information. These measures take into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing of your Personal Information as well as the risk of likelihood and severity for your liberty and rights. It includes implementing security software to ensure that your Personal Information is protected, and making sure that only limited personnel is allowed to access your Personal Information on a need-to-know basis. 

   If you have any question regarding the security measures that we use in order to protect your Personal Information, you may contact us at privacy[at]coveo.com.

9. Will your Personal Information be transferred outside of the EEA?

   If you are a data subject under the GDPR, we may transfer your Personal Information to countries that are located outside of the European Economic Area (“EEA”) and which may have a different level of protection for Personal Information. In doing so, we make sure that your Personal Information is adequately protected by implementing appropriate safeguards such as the Standard Contractual Clauses issued by the European Commission.

10. How to contact us and be aware of changes to this Notice?

    If you have questions or concerns regarding the way in which your Personal Information is being processed or about this Notice, please contact the Coveo Privacy Team at privacy[at]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 the content of this Notice regularly.