Applicant Privacy Notice

Scope and Overview

We are committed to protecting the privacy and security of your personal information. This Applicant Privacy Notice describes how we collect, use, and otherwise process personal information about individuals who seek employment with us. This notice only applies solely to personal information collected in connection with your interactions with us as a job applicant.

Collection and Use

For purposes of this Applicant Privacy Notice, personal information means any information that identifies or can be used to identify an individual. Personal information excludes publicly available, anonymous, or de-identified data that is not associated with a particular individual. 

To carry out our recruitment activities, we have collected the following categories of personal information in the last 12 months:

  • Personal Identifiers. This includes information such as your name and contact information, including phone number, and email address.
  • Professional or Employment Information. This includes information such as your CV, resume, profile, or cover letter that contain information about your employment history, work experience, professional licenses or certifications, and education history.
  • Sensitive Personal Information. In the course of your employment application, you may choose to provide to us your sensitive personal information such as your racial or ethnic origin, veteran status and/or health/disability status. If your initial application is successful, we will collect additional types of sensitive personal information, such as your date of birth, social security number, driver’s license number, other government-issued ID number, and/or citizenship/immigration status.

Sources

We collect the majority of the personal information that we use directly from you. In limited circumstances, we may obtain your personal information from third parties, such as former employers and others that assist with our recruiting activities.

Purposes

We collect and use your personal information for the following purposes:

  • Assessing and comparing your skills, qualifications, and experience against other candidates and consider your candidacy for employment with us; 
  • Verifying your information and identity;
  • Performing background checks;
  • Confirming your eligibility to work at a particular office;
  • Assisting, upon your request, with immigrant visas or work permits;
  • Evaluating potential conflicts of interest issues;
  • Communicating with you about the recruitment process, your application, recruitment events, and other potential career opportunities with us;
  • Informing our internal analysis and reporting on our hiring practices and making improvements to our application and recruitment process;
  • Maintaining security and detecting fraudulent activity; 
  • Complying with legal obligations;

We may collect certain sensitive personal information, such as your government issued ID number or social security number for purposes required by law and to process your job application, such as verifying your employment eligibility. When you voluntarily provide sensitive personal information such as your race or ethnic origin, we may use that information for reporting to the U.S. Equal Employment Opportunity Commission or towards the advancement of our Diversity & Inclusion initiatives.

Disclosures

In the last 12 months, we have disclosed your personal information to our employees, contractors, designated agents, or service providers who require such information to assist us with recruitment. Service providers may include, but are not limited to, employment background check providers, recruiting partners, and other service providers that help us manage our recruitment activities. When we contract with these service providers, we do not permit them to use or disclose your information for any purpose other than the work they are doing on our behalf or as required by law.

We may also disclose your personal information to third parties in order to comply with legal obligations or valid legal processes, to protect our rights and property, or for emergency/safety reasons. If a business transfer or change in ownership occurs, we may disclose information as necessary to complete the transaction.

We do not knowingly collect personal information of individuals under 16 years of age.

Data Security

We have implemented appropriate physical, technical, and administrative security measures designed to secure your personal information against accidental loss and unauthorized access, use, alteration, or disclosure.

Retention

We retain your personal information as long as it is necessary to evaluate your candidacy for employment with us and to comply with our data retention requirements.  Even when you do not become our employee,  we will keep your information for as long as necessary to comply with our legal and regulatory obligations, to make or defend legal claims, and to protect you and us against fraudulent activity of others.

Sales and Targeted Advertising

We do not sell your personal information or use it for targeted advertising (a concept known as “sharing” under California law).

Cookies and similar technologies  

We, Our service providers, and third party partners may use tools such as cookies, web beacons, pixels, and similar technologies (collectively “cookies”) to collect information about You and Your use of the Services. We use cookies so We can provide the experiences You request, recognize Your visits, track Your interactions, and improve Your and other customers’ experiences. Our use of cookies typically falls into one of the following general categories:

  • ‍Strictly Necessary cookies are necessary for the operation of Our Website, the Services, and applications. Without these cookies, Our Website and Services will not perform as smoothly for You as We would like, and We may not be able to provide certain core functions and features, as well as identify irregular or fraudulent behavior and improve security of the Services.
  • Functional cookies allow Us to provide You with a more personal experience and avoid having You to re-enter Your preferences every time You visit Our Services by, for e.g. remembering Your login details, ensuring the security of Your account when logged-in, and operating the Website and Your account according to Your choices. 
  • Performance cookies collect information about the use of Our Website and the Services, and enable Us to improve the way they work. For example, analytics cookies show Us the most frequently visited pages and analyze site traffic. We use them to analyze broad trends and patterns of usage on Our Website, rather than to monitor the usage of any particular individual. We use third-party service providers, including Google Analytics, to analyze the use of Our Website. 
  • Social Media cookies collect information about Your visits to Our Website, but only when You are logged in to Your social media account(s).
  • Marketing cookies track browsing habits and are used to deliver targeted (interest-based) advertising. You can opt out of receiving interest-based ads for web properties here.

You have control over some of the information We collect from cookies and how We use it. For more information click here.

Applicant Rights

To help us evaluate your application, it is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the application process.

You have the following rights with respect to your personal information:

  • Access. You can request that we provide you what categories of personal information we collected about you, the categories of sources for that information, the purpose for which we collected your personal information, the categories of third parties to whom we disclose your personal information, and the specific pieces of personal information we collected about you.
  • Correction. You can request that we correct inaccurate information we have about you.
  • Deletion. You can request that we delete information we collected from you. Please be aware that our ability to delete the information about you is limited due to our legal and regulatory obligations and operational necessities.
  • No Discrimination. We will not discriminate against you for exercising your rights regarding your personal information.

If you want to exercise the above rights, please contact us at taops@hq.bill.com. You, your authorized agent, or another person authorized by law may make a request related to your personal information. If you have an agent making a request, we will require (1) the agent to provide proof of authorization and (2) you to confirm that you provided the agent permission. We can only honor verified requests.  

Changes to this Privacy Notice

We reserve the right to update this Applicant Privacy Notice at any time. If we make changes to this Applicant Privacy Notice during your recruitment process that, in our sole discretion, has a material impact on your rights with respect to how we process your personal information, we will notify you via email. By continuing the recruitment process after those changes become effective, you agree to be bound by the revised Applicant Privacy Notice.

Contact Us

If you have any questions about our processing of your personal information, please email: taops@hq.bill.com

Effective Date: January 1, 2023