Applicant Information Use & Privacy Policy - ApplicantPool

Effective Date: June 12, 2018

Congratulations on applying to a job with one of our clients. We wish you the best of luck with your application. ApplicantPool is committed to the privacy and security of your personal information. The goal of this policy is to provide you with a clear understanding on how the information that you submit on this site will be used, who this information is shared with and your choices for how to access, update and remove your personal information.

By accessing or using this site, you agree to this Information Use and Privacy Policy.

Your Application Information:

By submitting an application on our system, you are applying for a position with a specific company that is a client of ApplicantPool and are giving consent to process the personal data included in your application and profile. The information within your user profile and employment application that you provide to ApplicantPool will only be shared to the company you are applying to. Although your ApplicantPool user account (that includes your name, address, phone number and email address) is used to link your various applications across multiple companies who use ApplicantPool, the company users are only able to see the specific application that you submitted to them. They cannot see information that you submitted on applications to other employers, or see that you have applied to other jobs outside of their company.

How your Information will be Used:

It is up to each individual company to decide how they will use the information that you submit. Generally, they will use what you have submitted to consider you for a position, to forward your information on to managers during the interview phase, and potentially for verification of employability. Your information may also be used to initiate an invitation from our system to an integrated 3rd party product or service related to your application for employment. Examples of this include employment assessments, electronic forms and video interviews. In addition, your personal information may also be shared with third parties such as payroll, on-boarding and background screening vendors in order to progress you through the hiring process. The personal information you submit to any of these third party sites, including the registration for job alerts, is governed by their privacy and security policies.

We do not maintain complete control over who has access to, and what they do with the information submitted on your applications. Each of our clients has the ability to grant access to your information to their employees and representatives. Those representatives have the ability to print off or download your application to their individual computers or devices.

History has clearly shown that no system is completely and utterly safe from breaches or abuse, since even paper applications stored in filing cabinets can be potentially stolen or misused. If you are concerned about the security of your information while applying for a position, we suggest that you follow these general guidelines:

  • Never provide your Social Security Number (SSN), or other highly valuable identity information, as part of an initial application or to a company that you have not had direct contact with via an interview or meeting.
  • If at any time you are uncomfortable with the information being asked of you, we advise you to research the company by locating their website, and contact the company directly.
  • If you are concerned about the questions being asked by one of our clients, please email us at

Information Collected Automatically:

We automatically collect information when you use the site such as IP Address, browser types, operating system and device types. This information is used to improve our services and when providing support to our users. Your IP Address may be also used to determine a geolocation that will be used to improve services. Third party tools may be used to collect analytics data such as pages visited and session data. Cookies and other tracking technologies may also be used by ApplicantPool or our by our clients on their career sites and applications. If you wish to disable cookies, you may do so by visiting your browser's cookie settings. Doing so could result in some services not working correctly.

Agreement for Communication:

By filling out an employment application, you are requesting to be considered for employment by that employer and you are giving that company the right to contact you about a position with their company, including notification about other openings, requests for additional information or to schedule follow up calls and interviews. This communication may come in the form of phone calls, emails, postal service mail, or even text messages. The company may reach out to you regarding a different position or a position with one of their other companies or divisions.

Although we may facilitate this communication through our software platform, it is up to each of our individual clients to abide by local, state, and federal laws when it comes to engaging in communication with you.

We can’t promise to stop a company that you applied to from communicating with you directly, as they can conduct this communication outside of our platform. If at any time you would like to stop receiving communication from one of our clients, you may email us at and request that your information be deleted. See Managing your Data below for more information on your choices for data privacy and your right to erasure.

Protecting your Information:

We are committed to the protection of your personal information, which includes your contact information, application information, and resume files. We do this by following industry standards on encryption, firewalls, multi-step user authentication, and various other security protocols.

Data collected by our site is stored at the DataBank data center, located in the US. DataBank uses multiple layers of security to protect every data center as well as all critical infrastructures supporting the facility. All entrances into secure areas include dual-factor authentication with biometrics and video monitoring captures and stores all entries. DataBank also maintains on-site dedicated security staff to manage surveillance and monitor the secure areas parking and building perimeter. Their site security is managed, maintained and certified in SSAE-16 audits, performed annually at all sites, which confirm their strict adherence to the controls and processes consistently throughout the data center footprint.

Data Retention:

We will retain the information associated with your user profile as long as your user account is active. Specific applications you have submitted to various companies will be retained by the employers based on their own data retention policies. We do not maintain complete control over the length of time a company keeps your application on file and this may vary from company to company. Our clients may choose to keep your application on file as they deem reasonably necessary.

Managing your Data:

Residents of the European Union (EU) have additional rights set forth by the EU General Data Protection Regulation (GDPR). Although GDPR is intended to protect the personal data of those in the EU, these data management options are available to any users. ApplicantPool acts as the controller of your data. Should you wish to receive an electronic copy of your data or request the removal and erasure of your personal data pertaining to any applications you have submitted through our site or your user profile, you may do so by emailing

The removal of your user profile will permanently delete any information we have stored for you including any applications you have submitted to employers through ApplicantPool. The employers will be notified of your request to delete your applications and all personal data they may have stored outside of our platform in the processing of your information.

Children's Privacy:

We do not knowingly collect personal information from children under the age of 13. If we become aware of data collected from or about children under the age of 13, we will take steps to delete that data from our servers within a reasonable timeframe. Please email if you have information about data being collected for children under the age of 13.

Policy Updates:

This policy may be updated on occasion as we continue to evolve our best practices in securing and protecting your information. Information collected is subject to the Applicant Information Use & Privacy Policy in place at the time it is collected. If you have any questions or concerns about any of the information contained in this policy, please reach out to our support team by emailing