CANDIDATE PRIVACY NOTICE
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This Candidate Privacy Notice explains how CollectiveSQ may collect, use, disclose, store, and protect information concerning candidates and prospective professionals.
Effective Date:
Effective Date: September 4, 2026
Information We May Collect
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- Name and contact information
- Country and general location
- Résumé or curriculum vitae
- Education and work history
- Professional references
- Language abilities
- Software and technical experience
- Professional certifications
- Skills and assessment results
- Availability and preferred schedule
- Compensation expectations
- Work-location preferences
- Interview notes
- Candidate communications
- Employer feedback
- Training participation
- Information voluntarily supplied by the candidate
CollectiveSQ may also receive candidate information from referrals, professional networks, public professional profiles, former employers, educational institutions, assessment providers, or prospective employers when permitted.
Information Candidates Should Not Submit Initially
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Unless CollectiveSQ specifically requests the information through an appropriate process, candidates should not submit:
- Social Security or national identification numbers
- Passport or driver’s-license copies
- Bank or payment information
- Account passwords
- Medical records
- Detailed health information
- Client files
- Privileged communications
- Confidential materials belonging to a current or former employer
- Information about another person submitted without authorization
If sensitive information becomes necessary later, CollectiveSQ should explain why it is requested and how it should be submitted.
How Candidate Information May Be Used
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- Review qualifications
- Communicate with candidates
- Evaluate language and professional skills
- Conduct interviews or assessments
- Identify suitable opportunities
- Prepare a candidate profile
- Introduce a candidate to a prospective employer
- Coordinate employer interviews
- Conduct authorized reference or credential checks
- Administer training or onboarding
- Maintain candidate and placement records
- Prevent fraud or misrepresentation
- Protect security and legal rights
- Comply with applicable requirements
- Consider candidates for future opportunities
Submitting information does not guarantee an interview, referral, placement, engagement, or employment.
Disclosure to Prospective Employers
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CollectiveSQ may provide relevant candidate information to prospective employers in connection with staffing services. Information shared may include:
- Résumé or professional profile
- Work and education history
- Language abilities
- Skills and software experience
- Availability
- Compensation expectations
- Interview or assessment information
- Professional references, when appropriate
- Other information relevant to the opportunity
CollectiveSQ should avoid disclosing unnecessary sensitive information. Whenever reasonably practical, the candidate should be informed before the candidate’s detailed profile is submitted to a prospective employer.
Service Providers and Other Disclosures
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Candidate information may also be disclosed to providers supporting website hosting, email and communications, scheduling, file storage, assessments, training, security, recruitment administration, and professional or legal advice.
Information may be disclosed when reasonably necessary to comply with law, respond to valid legal process, investigate suspected fraud, protect safety, enforce agreements, or defend legal rights.
Employer Privacy Practices
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Prospective employers may maintain their own records of résumés, interviews, assessments, and hiring decisions.
Once an employer receives candidate information, that employer may process the information under its own privacy policies and legal obligations. Candidates may request information directly from the employer concerning those practices.
CollectiveSQ does not control every independent employer’s information systems or retention decisions.
Automated Tools and Artificial Intelligence
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CollectiveSQ should disclose whether it uses automated tools or artificial intelligence to screen, rank, summarize, evaluate, or recommend candidates.
CollectiveSQ may use technology to organize candidate information and assist administrative review, but material staffing decisions should include human review. CollectiveSQ does not intend to rely exclusively on automated processing to make final placement decisions.
This section must be revised if automated employment-decision tools are implemented.
Assessments and Interviews
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Candidates may be invited to participate in:
- Language assessments
- Writing exercises
- Software exercises
- Simulated communications
- Fictional document assignments
- Interviews
- Professional-reference checks
Assessments should use fictional or appropriately controlled information. Candidates should not use confidential materials from a current or former employer. Assessment results may be retained with the candidate’s record and shared with a prospective employer when relevant.
International Processing
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CollectiveSQ’s nearshore staffing services may involve candidates, employers, personnel, and service providers located in different countries.
Candidate information may therefore be accessed, transferred, stored, or processed in the United States, Latin America, or another location involved in providing the requested service.
Privacy laws may differ between countries. CollectiveSQ may use reasonable contractual, administrative, and technical measures appropriate to its operations and the nature of the information.
Security
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CollectiveSQ seeks to use reasonable safeguards appropriate to candidate information, which may include:
- Access restrictions
- Password-protected services
- Secure storage providers
- Confidentiality expectations
- Permission management
- Account-security practices
- Removal of unnecessary access
- Secure disposal or deletion practices
No electronic system or transmission can be guaranteed completely secure. Candidates should use the designated submission method and avoid sending highly sensitive information through ordinary email.
Retention
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Candidate information may be retained for as long as reasonably necessary to evaluate the candidate, complete an active staffing process, consider the candidate for future opportunities, maintain business records, resolve disputes, comply with legal or contractual obligations, and protect CollectiveSQ’s rights.
CollectiveSQ should adopt an internal retention period and insert it here if a fixed period will be promised. Candidates who do not want to be considered for future opportunities may request deletion, subject to applicable exceptions.
Candidate Rights and Choices
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Depending on location and applicable law, a candidate may be entitled to request:
- Confirmation that information is maintained
- Access to certain information
- Correction of inaccurate information
- Deletion of certain information
- Restriction of certain uses
- Withdrawal of consent
- A portable copy of certain information
- Information about recipients or processing
- Removal from future opportunity communications
Rights may be limited by legal obligations, record-retention requirements, active disputes, fraud-prevention needs, or the rights of others. CollectiveSQ may take reasonable steps to verify the requester’s identity.
Accuracy of Candidate Information
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Candidates should provide accurate, complete, and current information and promptly report material changes. CollectiveSQ may correct, restrict, or discontinue consideration of a profile containing materially false, misleading, or unverifiable information.
Contact and Privacy Requests
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CollectiveSQ
Email: staff@collectivesq.com
Telephone: (347) 696-7463
Subject line: Candidate Privacy Request
ⓘ Your Privacy and Security Matter: Please do not submit highly sensitive information, such as government ID numbers, financial information, medical records, or confidential employer materials through ordinary website forms unless specifically requested through an appropriate process.
Questions about Candidate Privacy?
We’re here to help. Contact CollectiveSQ for any questions or privacy-related requests.
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