Privacy Policy
1. General Information
Thank you for submitting your application for a position at Alphanumeric.
At Alphanumeric, we are dedicated to safeguarding your personal data and upholding your privacy rights. This privacy policy outlines our practices regarding the collection, use, and protection of personal data in connection with your application for a position with us. It details our commitment to ensuring transparency and security throughout the recruitment process, while also affirming our compliance with applicable data protection regulations.
This Privacy Policy describes how we collect and process your personal data during the recruitment process in accordance with the relevant data protection legislation, especially the European General Data Protection Regulation (GDPR) – EUR-Lex – 32016R0679 – EN – EUR-Lex (europa.eu).
1.1 Introduction
According to the GDPR, Alphanumeric may be considered a Controller of your personal data. By acting as a Controller, Alphanumeric is able to determine the purposes and means by which the processing of your personal information is collected.
However, prior to collecting your information, the Company will seek your consent during the initial stage of the recruitment process, as mandated by legislation before proceeding further.
Alphanumeric prioritizes the protection of data subjects' personal information, ensuring a trustworthy, secure, and transparent relationship that fully complies with your rights as a data subject.
The objective of this Privacy Policy (or ‘Policy’) is to explain exactly what is entailed in this process in further detail below.
1.2 Data Protection Department/personnel
Alphanumeric has a Data Protection Compliance Department that can be contacted at the following email address.
privacy-department@alphanumeric.com
Alphanumeric also has a Data Protection Officer based in Europe who is well versed in European Data Protection Regulations. Users may contact them at the following email address:
If you have any questions or concerns regarding this Policy, please don’t hesitate to contact our Data Protection Department, we will be pleased to assist you.
1.3 Personal data we process during the recruitment process
Throughout the recruitment process, we may collect and process some or all of the following categories of information:
- Information you provide when applying for a position, including details submitted through online job platforms, emails, or in-person interviews.
- Personal information processed, such as:
- Name
- Email address
- Residential address
- Telephone number
- Date of birth
- Qualifications
- Employment history
- Relevant skills
- CV/Resume
- Cover Letter
- Or any relevant additional information related to the position for which you are applying.
- Maintenance of records for any correspondence you have with us.
- Tracking of your progress throughout the hiring process.
- Collection of information about your visits to Freshworks’ For more information, please refer to Refreshing Cloud Business Suite | Privacy Notice Freshworks Inc
1.4 Purposes of Processing
We utilize the information we hold about you for the following purposes:
- Evaluating your application for the specific role for which you have applied.
- Assessing your application for other potential job opportunities within the organization.
- Communicating effectively with you throughout the recruitment process, providing updates and necessary information.
- Enhancing the information, we receive from you by incorporating additional details obtained from third-party data providers, ensuring a comprehensive evaluation.
- Identifying suitable candidates to fill our job openings, facilitating a more efficient hiring process.
- Assisting our service providers, such as Freshworks and its processors, as well as our partners (including job sites through which you may have submitted your application), in improving and developing their services, which may involve the use of aggregated data.
These purposes are aligned with our commitment to maintaining transparency and ensuring that your data is used responsibly within the recruitment process.
1.5 Data Sharing
We may share your personal data with third parties, strictly in accordance with data protection regulations, including:
- Recruitment agencies, if applicable, to assist in the hiring process while ensuring that they adhere to all relevant data privacy laws.
- Background check service providers, if applicable, to validate your qualifications and history, taking care to comply with legal requirements for data handling.
- Legal and regulatory authorities, as required, to fulfill our obligations under applicable laws and regulations.
We are committed to ensuring that any third-party access to your personal data is conducted in a lawful and secure manner, prioritizing your privacy and data protection rights.
1.6 Data Retention
Security
We implement appropriate measures to ensure the security of all personal data. This includes safeguards to prevent accidental loss, unauthorized access, or misuse of your data. Access to your personal information is restricted to individuals who have a legitimate business need, and those processing your information do so only in an authorized manner, adhering to a strict duty of confidentiality.
We have established procedures to address any suspected data security breaches. In the event of such a breach, we will notify you and any relevant regulatory authority as required by law.
While we take all possible precautions to protect your personal data, please be aware that the transmission of information via the internet is inherently insecure. Although we strive to safeguard your data, we cannot guarantee its security during online transmission, and this risk remains with you.
Where We Store Your Personal Data
Your personal data is stored on our secure servers located in the European Economic Area (EEA). Your information may also be shared with the company’s US headquarters.
Data collected from you through Freschworks' services may be transferred to and stored outside the United Kingdom (UK) or the European Economic Area (EEA). It may also be processed by personnel operating outside the UK or the EEA, such as our suppliers or support staff. By providing your personal data, you consent to this transfer, storage, and processing.
Specifically, your data may be accessed by i) Freashworks’ staff in the USA or ii) stored by Freshworks’ hosting provider on servers located in both the USA and the EU or; outside US and EU. Please note that the USA does not have the same level of data protection laws as the UK or EEA. To address this, a Data Processor Agreement has been established between Freshworks and its overseas group companies, as well as with each of its data processors, to help safeguard your privacy rights and provide a remedy in the event of any misuse of your personal data.
For more information, please refer to Freshworks Data Hosting | Refreshing Cloud Business Software.
If you require further information, please contact us (see ‘Contact’ section below). We do not transfer your personal data outside the UK or EEA, or to any organization governed by public international law or established under agreements between multiple countries, without prior consent or appropriate safeguards.
Data Retention Period
We will retain your information for a period of 12 months, after which we may either automatically delete your data or seek to renew your consent.
1.7 Data Subject Rights
You have the following rights under GDPR, UK GDPR, and applicable US data protection laws:
- The right to access your personal data: You have the right to request a copy of the personal data we hold about you.
- The right to rectify inaccurate data: You have the right to request the correction of any inaccurate or incomplete personal data.
- The right to request deletion of your personal data: You may request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, or if you withdraw consent on which the processing is based.
- The right to restrict processing: You have the right to request the restriction of processing your personal data under certain circumstances.
- The right to data portability: You have the right to obtain your personal data in a structured, commonly used, and machine-readable format and to request the transfer of that data to another data controller.
To exercise any of these rights or if you have any questions or concerns regarding your personal data, please contact us at [see ‘Contact’ below]. We are committed to addressing your requests promptly and in compliance with applicable data protection regulations.
Data Subject Rights for Requests / Procedure
The procedure outlined below will be followed if you decide to exercise your rights:
- (i) Identity Verification: The Company reserves the right to verify the identity of any data subject by making a request to amend their personal information. This verification process is necessary to ensure that the request is legitimate and made by the individual concerned.
- (ii) Clarification of Requests: The Company may seek clarification regarding the nature of the amendment requested, particularly if the initial request lacks clarity or specificity.
- (iii) Response Timeframe: Upon receiving a valid request for amendment, the Company will respond within one month. If the request is complex or if multiple requests are received, the response period may be extended by an additional two months, with notification to the data subject regarding the delay.
- (iv) Refusal with Justification: Should a request for amendment be denied, the Company will provide a clear explanation of the reasons for denial. The data subject will also be informed of their right to lodge a complaint with a supervisory authority and their right to seek judicial remedy.
- (v) Documentation: The Company will document all requests for amendment and the actions taken in response, ensuring compliance and accountability in the handling of personal data.
Minimum Requirements for Data Subject Requests:
- (i) The data subject must provide sufficient proof of identity to confirm their identity as the individual whose data is being amended.
- (ii) The request must include a clear specification of the needed, such as detailing the inaccurate information and the correct information to be provided.
- (iii) Supporting documentation may be required for requests seeking factual corrections (e.g., changes to names or dates).
- (iv) The data subject must be under the jurisdiction of the Company’s applicable GDPR obligations or other relevant data protection law.
1.8 Data Subject Rights
We may utilize Freshworks’ technology to identify suitable candidates for our consideration based on criteria explicitly defined by us or commonly associated with the role for which you have applied. While the process of identifying appropriate candidates is automated, our commitment to compliance and transparency remains a top priority.
Therefore, any final decision regarding candidate selection and engagement for the job opening will be made by our staff, ensuring a responsible and fair evaluation process.
1.9 International Transfers
We store your personal data in connection with our internal Alphanumeric system (Microsoft - MS365) in the European Economic Area (EEA), the United States, the country in which we are based, or in countries that are recognized as providing an adequate level of data protection according to relevant regulations.
Your data may be accessible in the regions where we or our service providers operate, including the UK, the US, and countries deemed to provide sufficient data protection standards. We ensure that any data transfers are conducted in compliance with GDPR, UK GDPR, and applicable US data protection laws, implementing appropriate safeguards to protect your personal information.
If you require further information regarding our data storage practices or your rights related to your personal data, please do not hesitate to contact us. We are committed to addressing your inquiries and ensuring compliance with applicable data protection regulations.
1.10 Legal Basis
The lawful bases we rely upon for processing personal information are as follows (where applicable under privacy law):
- You have provided your consent for the processing of your personal data for one or more specific purposes.
- Processing is necessary for the execution of a contract to which you are a party or to take steps at your request prior to entering into a contract.
- Processing is necessary for the purposes of legitimate interests pursued by the organization.
- Processing is required to fulfill a legal obligation to which the data controller is subject.
The Company is dedicated to ensuring compliance with local and international regulations when processing data, viewing adherence to these legal frameworks as a fundamental priority. We are committed to upholding the highest standards of data protection and privacy, ensuring that all processing activities align with applicable laws and regulations. This commitment reflects our responsibility to safeguard your personal information.
1.11 Minors
We do not intend to collect personal data from children. If you have any reason to believe that such data has been collected, please report it to us immediately.
2. Contact
You may submit requests, inquiries, responses, and complaints by reaching out to us directly to the Data Protection Officer (DPO):