Employee Privacy Policy

JOB APPLICANT PRIVACY NOTICE

Your right to privacy and data security is a signiﬁcant concern of Numerix LLC and our subsidiaries [henceforth referred to as Numerix]. Numerix has created this Privacy Policy to demonstrate its commitment to your privacy. As part of our recruitment process, Numerix collects and process personal data relating to job applicants. Such processing is legally permissible under the UK Data Protection laws and Regulation (EU) 2016/679 (General Data Protection Law) as necessary for the purposes of the legitimate interests pursued by Numerix, which are the solicitation, evaluation and selection of applicants for employments. This policy explains how and why we collect personal information about our job applicants, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

A. HOW DO WE COLLECT INFORMATION ABOUT YOU?

Sources of your processed personal information include you as an applicant, e.g. when you apply for our advertised jobs or through interviews or job assessments, through third parties (e.g. recruiters that we engage or through background checks) or through public sources.

B. WHAT TYPE OF INFORMATION DO WE COLLECT?

We may collect your name, address and contact details, including email address and telephone number; details of your qualiﬁcations, skills, experience and employment history; information about your current level of remuneration, including beneﬁt entitlements; whether or not you have a disability for which Numerix needs to make reasonable adjustments during the recruitment process; and information about your right to work in the applicable countries.

C. HOW IS YOUR INFORMATION USED?

Generally, we will collect or process the personal information we collect for the following reasons:

i.    To assess your candidacy for the applied role;
ii.    To verify background checks and employment records;
iii.    To comply with federal laws, state laws and all applicable regulations; and
iv.    To communicate with you regarding your suitability for the role.

We may use your personal information for “Additional Business Purpose” such as:

i.    Disclosing it to service providers at your direction such as payroll providers;
ii.    Disclosure of the information to service providers that perform services for us;
iii.    Where there is a need for us to investigate, prevent or take action if we believe someone may be using information for illegal activities or in a way that is contrary to our policies; and
iv. Upon the occurrence of an assignment where such assignment was effected as part of an acquisition, merger, asset sale, or other transaction where change of control occurs over all or part of our business.

Numerix may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. Numerix may also process your information to carry out its obligations and exercise speciﬁc rights in relation to employment.

D. WHO HAS ACCESS TO YOUR DATA?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. Numerix will not share your data with third parties, unless your application for employment is successful and Numerix wishes to make you an offer of employment. Numerix may then share your data with former employers to obtain references for you and employment background check providers to obtain necessary background checks. Numerix may also transfer such personal data (including sensitive personal data) outside the UK or European Economic Area. Your personal data will be shared with Greenhouse Software, Inc., a cloud services provider located in the United States of America (“Greenhouse”) and engaged by Numerix to help manage its recruitment and hiring process on Numerix’s behalf. Although the European Union Commission has determined that United States data privacy laws do not ensure an adequate level of protection for personal data collected from EU data subjects, however, since Greenhouse is certified under the EU-US Data Privacy Framework, this means it will be possible to transfer personal data to Greenhouse without the need for another GDPR transfer mechanism or further supplementary measures.

E. HOW DOES NUMERIX PROTECT YOUR DATA?

Numerix takes the security of your data seriously. Numerix uses reasonable electronic, physical, and administrative means to protect your personally identifying information from improper access and disclosure.

F. FOR HOW LONG DOES NUMERIX KEEP YOUR DATA?

If your application for employment is unsuccessful, Numerix will hold your data on file for 12 months after the end of the relevant recruitment process. If you agree to allow Numerix to keep your personal data on file, Numerix will hold your data on file for a further 12 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new employee privacy notice.

G. WHAT ARE YOUR RIGHTS AROUND YOUR PERSONAL INFORMATION?

As the personal data owner, you have the right to:
i.    Access your personal data;
ii.    Correct errors in your personal data;
iii.    Erase your personal data;
iv.    Object to processing of your personal data; and
v.    Export personal data.

You can withdraw your consent of access at any time; you have the right “to be forgotten” (a request of complete deletion). At Numerix, we take your privacy seriously and will only use your personal information as described above and for that period necessary to perform these services. The provision of consent is conditional. It may be rescinded at any time. However, should you decide to avail yourself of this option it may become untenable for Numerix to consider you for the applied role.

H. HOW CAN YOU CONTACT US?

We are located at 100 Park Avenue Street, 15th Floor New York, NY 10017 and can be reached at legal@numerix.com.

CCPA NOTICE FOR JOB POSTINGS APPLICABLE TO CALIFORNIA RESIDENTS

This notice covers the description of our data practices at least twelve months preceding the effective date of this notice and will be updated at least once every year. As required under the California Consumer Privacy Act 2018 as amended by the California Privacy Rights Act of 2020 (“CCPA”), businesses that collect or process personal information of California residents in connection with their business and the services they provide, are mandated to outline the personal information they collect or process about California residents. This notice only applies to job applicants and candidates who reside in California. For the purpose of this notice, job applicants and candidates who reside in California are considered as consumers.

A. Based on the above, see below for the types of personal information we collect:

Categories of Personal Information

(i)    Identifiers such as your name, alias, phone numbers, e-mail addresses, postal addresses,
(ii)    Protected information under the CCPA that may reveal age, gender, race, sexual orientation, or other protected classifications under the CCPA
(iii)    Education information from employees and job applicants such as student education records as defined in the Family Educational Rights and Privacy Act;
(iv)    Pre-hire information such as resumes, background checks, drug tests; and
(v)    Professional or Employment related data

B. Use of the Personal Information

Generally, we will collect or process the personal information we collect for the following reasons:

We may use your personal information for “Additional Business Purpose” such as:

i.    Disclosing it to service providers at your direction such as payroll providers;
ii.    Disclosure of the information to service providers that perform services for us;
iii.    Where there is a need for us to investigate, prevent or take action if we believe someone may be using information for illegal activities or in a way that is contrary to our policies; and
iv.    Upon the occurrence of an assignment where such assignment was effected as part of an acquisition, merger, asset sale, or other transaction where change of control occurs over all or part of our business.

C. Sources of the Personal Information

Sources of your processed personal information include you as an applicant, e.g. when you apply for our advertised jobs, through third parties (e.g. recruiters that we engage or through background checks) or through public sources.
Other than the disclosure of personal information as mentioned above, we do not sell any personal information of consumers, as those terms are defined under the California Privacy Rights Act. Also, other than the disclosure of personal information as mentioned above, in the twelve months prior to the effective date of this updated policy, we have not sold any personal information of consumers, as those terms are defined under the California Privacy Rights Act.
The CCPA grants California residents certain rights regarding their personal information, including the right to access their personal information, request deletion of their personal information, and the request for correction of their personal information. For more details on how to exercise these rights, please refer to the “What are your Rights Around Your Personal Information” section below.

D. What Are Your Rights Around Your Personal Information?

As the personal data owner, you have the right to:

i.    Access your personal data;
ii.    Correct errors in your personal data;
iii.    Erase your personal data;
iv.    Object to processing of your personal data; and
v.    Export personal data.