Privacy Notice
Placeholder notice. This Privacy Notice is template text provided so the page can be reviewed before legal counsel and the operator's data protection function supply the final copy. It is not yet binding. Bracketed placeholders such as [operator legal name] and [contact route] will be completed before publication. This template is structured to address the transparency information required under data protection law (for example the GDPR).
1. Who we are: controller identity and contact
Placeholder. The controller of the personal data described in this notice is [operator legal name], the organisation operating this Cadence workspace and running the recruitment process you are taking part in ("we", "us", "the operator"). You can contact us about this notice or your personal data through [contact route published by the operator].
Where one has been appointed, our Data Protection Officer (DPO) can be reached at [DPO contact route]. Where we are established outside, but offer services within, a region that requires one, our representative in that region is [EU/UK representative, where appointed].
2. The personal data we collect
Placeholder. We process the following broad categories of personal data:
- Candidate data: name, email address, telephone number, the role or requisition you are being considered for, scheduling preferences and chosen interview times, interview feedback recorded by interviewers, and limited status information about your progress through the process.
- Member (user) data: for workspace staff (recruiters, hiring managers, interviewers, administrators) we process name, work email address, assigned role and permissions, calendar availability connected for scheduling, and audit records of actions taken in the service.
We aim to minimise what we collect and to hold only the fields needed for the purposes below. Sensitive special-category data is not requested through the service.
3. Why we use your data: purposes and lawful basis
Placeholder. We process personal data for the purposes below, each with the lawful basis we rely on. The operator's final notice will confirm the basis for each purpose.
- Running the recruitment process (scheduling interviews, sending invitations, status updates, and reminders): performance of, or steps toward, a contract with you, and/or our legitimate interests in operating recruitment efficiently.
- Contacting candidates where we have recorded a lawful basis: consent, where that is the basis we rely on, or our legitimate interests in assessing and progressing suitable candidates.
- Security, audit, and service integrity: our legitimate interests in keeping the service and its data secure and in meeting our accountability obligations.
- Compliance: compliance with legal obligations to which we are subject.
Legitimate interests. Where we rely on legitimate interests, our interest is in operating and securing a fair, efficient recruitment process; we balance this against your rights and freedoms and do not use the data in ways you would not reasonably expect. Withdrawing consent. Where our basis for a particular use is your consent, you can withdraw it at any time through [contact route]; withdrawal does not affect processing carried out before you withdrew, and we re-check the basis before further contact.
4. Who we share data with: recipients and third parties
Placeholder. We share personal data only as needed to operate the service:
- Calendar integrations that the operator connects (for example a Google or Microsoft calendar account) to read availability and create interview events.
- Applicant tracking system (ATS) integrations that the operator connects (for example Greenhouse or Lever) to keep candidate and scheduling records in sync.
- Service providers acting on our instructions (for example hosting and email delivery), under contracts that require them to protect the data.
- Authorities or advisers where required by law or to protect our rights.
We do not sell personal data. Integrations are enabled by the operator and only the data needed for scheduling and synchronisation is exchanged.
5. International transfers
Placeholder. Some recipients or service providers may process data in a country other than your own. Where we transfer personal data across borders, we rely on an appropriate safeguard, such as an adequacy decision or standard contractual clauses, as described in the operator's final notice. You can request more information about the safeguard relied upon through [contact route].
6. How long we keep your data: retention
Placeholder. We keep personal data only as long as needed for the purposes above. Candidate data is retained for the workspace-configured retention period set by the operator, after which it is deleted or anonymised. Member data is kept while the member is active and for a limited period afterward for audit and security. Where no fixed period applies, we use criteria such as the ongoing purpose, legal obligations, and the period needed to handle disputes.
7. Your rights and how to exercise them
Placeholder. Subject to applicable law, you have the right to:
- Access the personal data we hold about you;
- Rectification of inaccurate or incomplete data;
- Erasure of your data in certain circumstances;
- Restriction of processing in certain circumstances;
- Portability of data you provided, in certain circumstances;
- Objection to processing based on legitimate interests.
To exercise any of these rights, contact us through [contact route]. Candidates can also request erasure directly from the candidate status page where one has been provided. We will respond within the period required by applicable law and may need to verify your identity first.
8. Complaints to a supervisory authority
Placeholder. If you are unhappy with how we handle your personal data, you can lodge a complaint with a data protection supervisory authority, in particular in the country of your residence, place of work, or where the issue arose. We would welcome the chance to address your concern through [contact route] first, but this does not affect your right to complain.
9. Automated decision-making and profiling
Placeholder. We do not carry out automated decision-making that produces legal or similarly significant effects about you, and we do not perform profiling of that kind through the service. Scheduling and status updates are operational steps, not automated decisions about your suitability.
10. Where candidate data comes from: indirect sources
Placeholder. Where we did not obtain your data directly from you, it may have been provided by the operator's recruitment team, an applicant tracking system the operator connects, a referral, or a recruitment partner. The categories obtained from such sources are typically your name, contact details, the role you are associated with, and process-status information, as described in section 2.
11. Whether providing data is required
Placeholder. Providing certain personal data (such as your name, contact details, and chosen interview time) is necessary to take part in the recruitment process and to schedule interviews; if you do not provide it, we may be unable to arrange or confirm an interview. Providing data is not a statutory requirement here, and the consequence of not providing it is limited to our inability to carry out the related step.
12. Cookies and tracking
Placeholder. The service uses a single first-party session cookie that is strictly necessary to keep a signed-in workspace member's session secure. We do not use third-party advertising, analytics, or cross-site tracking cookies, and candidate links do not set tracking cookies. Because the only cookie is strictly necessary, this is disclosed here as information rather than through a consent banner.
13. Related terms
Your use of the service is also governed by our Terms and Conditions. Please read this Privacy Notice alongside the Terms.