Job Application - TOC and Privacy

CoolBreeze Inc.

At CoolBreeze Inc. (“Company,” “we,” “us,” or “our”), we are committed to protecting the privacy of individuals who apply for employment with us. This Privacy Notice outlines how we collect, use, store, and protect personal information provided by applicants (“you” or “your”) during the job application process.

1. Information We Collect

We collect and process personal data that you voluntarily provide during the job application process. This may include, but is not limited to:

• Personal Identifiers: Full name, address, phone number, email address, date of birth, and other contact information.
• Employment Information: Resume, cover letter, employment history, qualifications, education details, references, certifications, and salary expectations.
• Background Information: Criminal records (where required and allowed by law), background check results, and employment eligibility (e.g., work authorization documents).
• Sensitive Information: Where applicable, and only as required by law, we may collect sensitive personal data such as gender, racial or ethnic origin, and disability information for equal employment opportunity purposes.
• Technical Data: IP address, browser type, device information, and usage data related to the online application platform.

2. How We Use Your Information

The personal data you provide will be used for the following purposes:

• Job Application Processing: To assess your qualifications, verify your information, and determine your suitability for employment.
• Communication: To contact you regarding the status of your application, request additional information, or schedule interviews.
• Background Checks: To perform any necessary background checks as part of the application process, subject to your consent and applicable law.
• Compliance: To comply with legal and regulatory obligations, including labor and employment laws.
• Record Keeping: To maintain a record of your application for future reference or as required by law.
• Diversity Monitoring: In certain circumstances, we may collect diversity-related data to ensure compliance with equal opportunity employment laws and improve our diversity and inclusion efforts.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Legitimate Interests: We have a legitimate interest in processing your personal data to evaluate job applications and manage recruitment.
• Contract: Processing your data is necessary to take steps at your request before entering into an employment contract.
• Legal Obligations: We may process your personal data to comply with applicable legal requirements (e.g., verifying your eligibility to work).
• Consent: In some cases, we may ask for your explicit consent to process certain types of personal data, such as sensitive information or background checks.

4. Sharing Your Information

We do not sell or rent your personal information. However, we may share your data with the following third parties under limited circumstances:

• Service Providers: We may use third-party vendors (e.g., background check agencies, applicant tracking software providers) to assist with the recruitment process. These providers are obligated to protect your data in accordance with applicable laws.
• Affiliated Companies: In some cases, your data may be shared with affiliated companies within the CoolBreeze Inc. corporate group for employment and recruitment purposes.
• Legal Authorities: We may disclose your personal data to law enforcement or regulatory authorities if required by law, or to protect the rights, property, or safety of CoolBreeze Inc. or others.

5. Data Retention

We retain your personal data for as long as necessary to complete the recruitment process and comply with legal, tax, and reporting obligations. If you are hired, your data will become part of your employee record and will be subject to our Employee Privacy Policy. If you are not hired, we may retain your application data for future job openings, unless you request deletion.

6. Your Rights

As a job applicant, you have certain rights regarding your personal data:

• Access and Correction: You may request access to your personal information and ask us to correct any inaccuracies.
• Deletion: You have the right to request that we delete your personal data, subject to any legal or contractual obligations that require retention.
• Objection: You may object to the processing of your personal data based on legitimate interests.
• Data Portability: You can request a copy of the data you provided to us in a structured, commonly used format.
• Withdraw Consent: If we process your data based on consent, you may withdraw your consent at any time without affecting the lawfulness of the processing that occurred before the withdrawal.

To exercise any of these rights, please contact us at [email protected].

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction. These measures include encryption, access control, and secure storage. However, no system is completely secure, and we cannot guarantee the absolute security of your information.

8. International Data Transfers

If you are applying from outside the country in which CoolBreeze Inc. operates, your personal data may be transferred across international borders for processing. In such cases, we ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws.

9. Changes to This Privacy Notice

We may update this Privacy Notice periodically to reflect changes in our data processing practices or legal requirements. Any updates will be posted on our website, and your continued use of the job application process constitutes acceptance of these changes.