Applicant Privacy Notice (California Applicants)
Last updated January 13, 2023
Introduction
This is Counsel AI Corporation's Applicant Privacy Notice (this "Privacy Notice") for individuals applying to work at Counsel AI Corporation (“Counsel AI”) in California, United States. It is important you read this Privacy Notice so that you are aware of how and why we are using information that relates to you ("Personal Information"), your rights, and how the law protects you. This Privacy Notice is designed to comply with the California Consumer Privacy Act of 2018, as amended (“CCPA”).
What Personal Information We Collect?
The Personal Information we collect may include:
- “Identity data”- information to help us identify you including, first name, middle name(s), surname, title, national identification and/or passport details, national insurance / social security number or other tax-related information, driver's license, photographs.
- “Contact data”- information to allow us to contact you including, your home address, email address, and telephone numbers.
- “Biographical and demographic data” (including social media data)- marital/civil partnership status, title, date of birth, gender, ethnicity, education history, professional history, professional qualifications and memberships, references, promotion history, information contained within letters of application and CVs, references, performance reviews, language proficiencies and other skills, certifications, certification, medical condition and health information, disability, and military or veteran status, and social media biographies, photographs.
- “Immigration information”-information that would allow us to verify your employment eligibility including, national identification, passport number, details of residency, and work permit.
- “Travel information”- itineraries and booking information if applicable as part of the recruitment process.
- “Employment data”- current, past or prospective job title and description, department, work location, dates of employment, employment status and type (e.g., full-time/part-time),work history, training and learning program participation, termination date(s) and reason, length of service, reporting manager(s) information, information necessary to complete background checks, drug and alcohol tests, other screens permitted by law, and other information reasonably necessary to consider an employment relationship with you.
- “Online activity information” - such as device and browser information across our websites and other online services and usage data associated with those devices and browsers; including IP address, browser types, language used and pages visited.
- “Content and communications”- such as interview records, assessment responses, recordings (if applicable), results from tests like ability tests, and communications or documents in relation to recruitment activities.
- “Other data”- this might include data not listed above that you provide to us, such as your feedback and survey responses where you choose to identify yourself and information necessary for making recruitment decisions.
As permitted by law, we may collect personal information that is considered “Sensitive Personal Information” by the CCPA. Examples of Sensitive Personal Information include:
- Government-issued identifiers, such as social security information, driver’s license information, state identification card, or passport information.
- Sensitive demographic information such as racial or ethnic origin, religious or philosophical beliefs, sexual orientation, or union membership.
- Health information (such as information you disclose regarding an accommodation request).
Where do we collect Personal Information from?
We collect Personal Information directly from you in the course of your application related activities. We also collect Personal Information from the following categories of sources:
- public databases (e.g. government databases);
- professional organizations;
- educational institutions;
- social media platforms;
- our service providers and third parties (e.g., recruiters, recruiting services, background screening, and travel providers); and
- prior employers and individuals, when they provide us with employment references.
The Purpose of Collecting Personal Information
The Personal Information detailed above is collected so that Counsel AI can assess your application for employment. Specifically, Counsel AI collects and processes personal information to:
- administer and manage the application and hiring process including organizing travel and reimbursement processes;
- communicate with you regarding the recruitment process for the job you applied for and any other suitable jobs;
- assess your skills, qualification and suitability for career opportunities;
- confirm that the information you have provided to us is accurate, truthful, and complete;
- conduct background checks, where permitted by law;
- operate and improve our recruitment systems and operations;
- comply with the law including labor or employment laws and regulations; and
- establish, exercise and defend any legal claims or potential legal claims.
Who do we Share Personal Information With?
As part of the recruitment process in relation to your application, we may share your Personal Information with certain third parties as follows:
No Sale or Sharing of Personal Information
We do not “sell” or “share” (as defined by CCPA) any of the categories of applicant Personal Information listed above and we have not “sold” or “shared” any of the categories of applicant Personal Information in the past twelve months.
Retention of Personal Information
We retain applicant Personal Information for the duration of your application process with us, and longer as may be required by applicable laws or necessary for our legitimate business purposes.
Your Rights
Under certain circumstances, by law you have the right to:
- Request deletion of Personal Information. This enables you to ask us to delete or remove Personal Information where there is no good reason for us continuing to process it.
- Right to correct inaccurate Personal Information. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Right to request details about the Personal Information being collected and the right to access Personal Information. This enables you to receive a copy of the Personal Information we hold about you.
- Right to know what Personal Information is being sold and shared for cross-contextual advertising and the Right to Opt-Out. Counsel AI does not “sell” or “share” applicant Personal Information (as defined by the CCPA).
- Right to non-discrimination. You have the right not to be discriminated against for exercising your data subject rights. We will not discriminate against you for exercising your data subject rights.
If you want to exercise any of the rights described above, please contact us using the contact details shown in the "How to Contact Us" section below. We may need to request specific information from you to help us confirm your identity and verify your right to access your Personal Information (or to exercise any of your other rights). This is to ensure that Personal Information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information to assist us in responding to your request.
How to Contact Us?
Applicants can contact Counsel AI with questions about this Privacy Notice by email at privacy@harvey.ai or by mail at 575 Market Street, Suite 2950 San Francisco, CA 94105.
Updates to this Notice
We may occasionally update this Notice from time to time to reflect changes required by law or our practices or procedures. The “last updated date” at the top of this Notice indicates when this Notice was last revised. Any changes are effective when we post the revised policy on the website or otherwise provide notice of the update as required by law.