AdMarketplace Hiring Privacy Policy
Last updated: February 2025
Introduction
adMarketplace Inc. and its group companies (“we,” “us,” or “our”) respects your privacy and is committed to protecting your personal data. This Hiring Privacy Policy explains how we collect, use, share, and protect the personal data of job applicants (“you”, your”), in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and other applicable privacy regulations.
By submitting an application, you acknowledge that we will process your personal data as described in this policy. This policy applies whether you are applying for a role as an employee, worker, contractor or consultant, and whether on a temporary or permanent basis.
The controllers of your personal data are (1) AdMarketplace Inc., (2) (if different) the AdMarketplace legal entity that is hiring for the role for which you are applying, and (3) our other group companies with whom we may share your personal data, in accordance with this policy.
What Personal Data We Collect
During the recruitment process, we may collect and process the following categories of your personal data
- Identification Information: e.g., full name, date of birth, national insurance or other identification numbers,
- Contact Information: e.g., email address, phone number, home address, next-of-kin and emergency contact details,
- Application Materials: e.g., resume/CV, cover letter, employment history, education background, references
- Professional Qualifications: e.g., certifications, skills, work experience
- Job Details: e.g., job status, performance ratings, job history, period of service, contract type and length
- Assessment Data: e.g., interview notes, test results, personality assessments
- Legal and Compliance Information: e.g., work authorization status, background checks where permitted by law
- Financial Data: salary or other remuneration information, consultancy fees, benefits information, bank account details, tax code, tax status
- Other Information: e.g., salary expectations, willingness to relocate, availability to start
We may also collect the following sensitive personal data (also known as ‘special category data’) about you, where it is legally permitted or required in accordance with applicable laws:
- Right to work data: e.g., passport or other identification documents, visa status, nationality (to demonstrate your right to work and/or to facilitate any business travel arrangements)
- Racial or ethnic origin data: where legally required or permitted to comply with anti-discrimination laws or for diversity monitoring purposes
- Personal data: in some jurisdictions, your social security number, passport number, driving licence number and state identification card number may be considered sensitive personal data (we collect such data to demonstrate your right to work, to comply with immigration law requirements or for the purposes of conducting background checks)
- Criminal background information: where we are legally required or permitted to carry out such checks
- Health data: for the purpose of making reasonable adjustments in respect of any disabilities or health conditions that you may have, to enable us to comply with laws that we are subject to, e.g., in the area of employment, public health and health and safety.
We will keep our collection and handling of special category data to a minimum and pseudonymize and/or anonymize such data, wherever appropriate.
We may collect this data directly from you or from third-party sources, such as recruitment agencies, background check providers (where legally permitted), publicly available sources (e.g., LinkedIn), or references you provide. It is important that the personal data we hold about you is accurate and up to date. Please let us know if your personal data changes at all during your relationship with us.
If you fail to provide any of your personal data when we request it and such information is necessary for us to consider your application (e.g. evidence of your qualifications and work history or details of any referees), we may not be able to process your application further.
How We Use Your Personal Data
How We Use Your Personal Data
- Evaluating Your Application: Assessing your skills, qualifications, and suitability for the role, carrying out reference checks.
- Communicating with You: Providing updates on your application status and arranging interviews.
- Legal and Compliance Obligations: Verifying work eligibility, conducting background checks (where required), and complying with applicable employment laws.
- Recording and Improving Our Recruitment Process: Keeping a record of our hiring process, Analyzing hiring trends and improving our talent acquisition efforts.
We will not subject you to any decision(s) that will have a significant impact on you based solely on automated decision-making.
Where the law requires us to have a legal basis for processing your personal data, the legal bases on which we rely to process your personal data are:
- Performance of a contract: Processing necessary to take steps at your request before entering into an employment contract.
- Legal obligations: Processing necessary for compliance with employment and anti-discrimination laws, monitoring equality and diversity, and assessing any necessary deductions for income tax and social welfare contributions.
- Legitimate interests: Processing necessary for our recruitment operations, provided such interests are not overridden by your data protection rights.
- Consent: where the law requires us to obtain your explicit consent to process your personal data we will obtain your consent in accordance with such law. We will need your consent where none of the other legal bases for processing apply or we need to process your ‘special category data’ for any reason, such as for certain background checks. You can withdraw your consent at any time.
How We Share Your Personal Data
We may share your personal data with:
- adMarketplace group companies for internal recruitment purposes.
- Service providers that assist with recruitment, such as applicant tracking systems, recruitment agencies, and assessment providers.
- Legal and regulatory authorities if required to comply with applicable laws or in response to lawful requests.
- Third parties in case of corporate transactions, such as mergers, acquisitions, or business restructuring.
We require all third parties to respect the security of your data and to process it in compliance with applicable laws. We do not allow third party service providers to use your personal data for their own purposes – we only permit them to use your personal data for specified purposes and in accordance with our instructions.
International Data Transfers
We may transfer your personal data to a jurisdiction whose laws do not provide equivalent protection for your personal data.
If your personal data is transferred outside of the United Kingdom (UK) or European Economic Area (EEA), we ensure adequate protection through:
- Adequacy decisions (where applicable), i.e., we will transfer the personal data to a jurisdiction that the UK or EU (as applicable) has deemed to offer ‘adequate protection’ for your personal data,
- Standard Contractual Clauses (SCCs) approved by the UK or European Commission (as applicable), or
- Other appropriate safeguards as required by law.
Data Retention
We retain personal data for as long as reasonably necessary for recruitment purposes and the other purposes specified in this policy. If your application is unsuccessful, we will not normally keep your personal data for longer than 1 year. after the hiring process ends, unless you have asked us to retain your details on file, e.g. for future job opportunities. If your application is successful, we will retain your personal data in accordance with our privacy notice for employees and other staff. In each case, if required or permitted by law, we may retain certain data for longer periods.
Your Rights Under GDPR
If you are based in the UK, the EEA or a jurisdiction with similar privacy laws, you have the following rights:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Correct inaccurate or incomplete personal data.
- Erasure: Request deletion of your personal data in certain circumstances, e.g. where we no longer have a legal basis to process such data or you have exercised your right of objection (see below).
- Restriction of Processing: Request to limit processing of your personal data.
- Data Portability: Receive a copy of your personal data in a structured, commonly used format and ask for such personal data to be transferred to a third party.
- Objection: Object to processing of your personal data, e.g. based on your legitimate interests overriding ours or because you wish to opt out of direct marketing communications.
- Withdraw Consent: If processing is based on consent, you can withdraw it at any time. To withdraw any such consent, please contact us as specified in the Contact Us section below.
Security of Your Data
We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, alteration, or loss. However, no system is 100% secure, and we encourage you to take appropriate precautions.
Contact Us
To exercise your rights or ask any questions, please contact us at hr@admarketplace.com. We will respond in accordance with applicable law.
Updates to This Policy
We may update this policy from time to time. Any changes will be posted on this webpage with the updated effective date.
