Applicant Privacy Policy
Effective Date: April 23, 2026 | Last Updated: April 23, 2026
This Applicant Privacy Policy explains how askFinz, an entity under Paul V | Holdings("askFinz," "we," or "us"), collects, uses, and protects personal data submitted by individuals ("Applicants") during the job application and recruitment process. This Policy supplements our general Privacy Policy.
1. Data We Collect from Applicants
During the application and recruitment process, we may collect:
- Identity & Contact Data: Full name, email address, phone number, home address or location.
- Professional Data: CV/resume, cover letter, work history, educational background, skills, certifications, and portfolio links.
- Application Data: Answers to application questions, assessments, coding challenges, and interview notes.
- Right to Work Data: Information necessary to verify your eligibility to work in the relevant jurisdiction (collected only after a conditional offer has been made).
- Diversity & Inclusion Data (Optional): Where required by law or offered voluntarily, we may collect demographic information for diversity monitoring. This data is kept separate from hiring decisions and is processed only in anonymised, aggregated form for reporting purposes.
- Reference Data: Information provided by professional references you supply.
- Communications: Email and messaging correspondence with our recruitment team.
2. How We Use Applicant Data
- Recruitment & Selection: To assess your suitability for the role, conduct interviews, and make hiring decisions.
- Pre-employment Checks: To conduct reference checks and, where applicable and lawful, background screening.
- Talent Pipeline: With your consent, to retain your details for future roles that may match your profile.
- Legal Compliance: To comply with employment law, tax obligations, and equal opportunities legislation.
- Improving Our Hiring Process: Anonymised and aggregated data may be used to analyse and improve the effectiveness of our recruitment practices.
3. Legal Basis for Processing
We process applicant data on the following legal grounds:
- Pre-contractual necessity: Processing required to take steps prior to entering into an employment contract.
- Legal obligation: Where processing is required to comply with applicable law.
- Consent: Where you have explicitly consented (e.g., to remain in our talent pipeline).
- Legitimate interests: To operate an effective recruitment process and protect askFinz's interests.
4. Sharing of Applicant Data
We may share your data with:
- Internal hiring managers, interviewers, and HR personnel involved in the recruitment process.
- Third-party recruitment platforms or applicant tracking systems used to manage applications, under data processing agreements.
- Background check providers, where applicable and with your consent.
- Legal and regulatory authorities if required by law.
We do not share applicant data with external parties for marketing or any non-recruitment purpose.
5. Retention
- Unsuccessful applicants: Data is retained for up to 12 months from the close of the recruitment process, then securely deleted unless you have consented to remain in our talent pipeline.
- Talent pipeline candidates: Data is retained for up to 24 months or until you withdraw consent, whichever is earlier.
- Successful applicants: Relevant recruitment data is transferred to your employee file and retained in accordance with our HR data retention policy.
6. Your Rights
As an applicant, you have the right to:
- Access a copy of your applicant data.
- Correct inaccurate data.
- Withdraw consent for talent pipeline retention at any time.
- Request deletion of your data (subject to any legal retention obligations).
- Object to processing based on legitimate interests.
To exercise these rights, email privacy@askfinz.ai with subject line "Applicant Data Request."
7. Contact
- Careers: careers@askfinz.ai
- Privacy: privacy@askfinz.ai
- Job Postings: askfinz.com/career