Delivery Associates Limited is committed to protecting the privacy and security of your
personal information. This notice describes how we collect and use personal information
about job applicants and candidates, in accordance with data protection law.

This notice is separated into the following sections for ease of understanding.

• Used lawfully, fairly and
• RELATIONSHIP TO OUR PRIVACY POLICY
• WHAT PERSONAL INFORMATION DO WE COLLECT & HOW DO WE COLLECT IT
• HOW AND WHY DO WE USE YOUR INFORMATION?
• SHARING YOUR INFORMATION
• WHERE WE STORE YOUR INFORMATION
• DATA SECURITY
• HOW LONG WILL WE KEEP YOUR INFORMATION FOR?
• YOUR RIGHTS
• CHANGES TO THIS NOTICE
• CALIFORNIA APPLICANTS
• CONTACT DETAILS

If you have any questions about this notice or how we collect and use personal
information about you, please contact us using the details in section 1

1. RELATIONSHIP TO OUR PRIVACY POLICY

• This notice is our stand-alone privacy notice for recruitment. It is separate from our
  Privacy Policy at https://www.deliveryassociates.com/privacy-policy, which
  applies to other personal data we process and is not recruitment specific.
• For matters that are not specific to recruitment, such as our company registration
  details, cookies, and how to raise a general complaint, you can also refer to the
  Privacy Policy. Where the Privacy Policy gives a different answer on a recruitment
  matter, this notice applies.
• This notice applies to applicants, candidates introduced by recruitment agencies
  or referred by colleagues, contractors and consultants we consider for
  engagement, and anyone we consider for a current or future role. It does not apply
  once you become an employee or contractor; we will then provide you with our
  Employee Personal Data Policy.

2. WHAT PERSONAL INFORMATION DO WE COLLECT & HOW DO WE COLLECT IT?

We collect and hold information on job applicants, including information you provide to us
in your application, as well as opinion information on you from any referees you provide. If
you give us contact details for a referee, please make them aware of this notice, or
otherwise let them know how we will use the information they provide about you.
The categories of information we collect include:

• Identity and contact details: your name, address, email address and telephone
  number.
• Application information: your CV or resume, cover letter, application responses,
  and the role you have applied for.
• Background and qualifications: employment history, education, professional
  qualifications and skills.
• Eligibility information: we may ask at application and during screening whether you
  have the right to work in the relevant location and whether you need visa
  sponsorship. If you receive an offer, we then ask you to provide confirmation and
  supporting documents.
• Recruitment and assessment records: notes, scorecards and ratings recorded by
  our interviewers and recruiters during your application, and any assessment
  material or exercises you complete.
• Background check information, where you receive an offer (see section 3).
• Diversity information you choose to provide (see section 3).
• Any other information you choose to share in support of your application.

We also collect information about you from third parties, including recruitment agencies,
and other people who refer you. Where you receive an offer, we may collect references
and background check information, either directly from your referees and other sources or
through a background check provider (see section 3). We may also collect publicly
available professional information, for example, from LinkedIn.
‍
You are not required to provide any requested information, but failing to do so may mean
we are unable to progress your application.

3. HOW AND WHY DO WE USE YOUR INFORMATION?‍

We use your information to assess your application and run our recruitment process. We
only use it where the law allows, relying on one or more of the following: that it is
necessary to take steps toward or enter into a contract with you; that we have a legal
obligation, such as right to work checks; that it is in our legitimate interests in recruiting
suitably and running a fair and effective process, where your rights do not override those
interests; or that you have given consent.
‍

• Recruitment and selection: We use your application, assessment and interview
  information as necessary to evaluate your suitability and to take steps toward an
  employment or engagement contract with you, and for our legitimate interests in
  recording our recruitment activities.
• Background screening: Where you receive an offer, we may carry out a
  background check directly or instruct a specialist third-party provider to do so on
  our behalf. This is only done where permitted by the law of the location where the
  role is based, and only to the extent necessary and proportionate to the role.
  Checks involving criminal records are carried out only to the extent permitted by
  law. If a background check applies to you, we, or the provider, will explain the
  process and request any authorisation that local law requires before proceeding.
• Automated tools in recruitment: We use Greenhouse, our applicant tracking
  system, which includes an AI-assisted talent matching feature. This tool compares
  your application and CV against the requirements defined by our recruiters for the
  role you have applied for, and provides a match assessment to support our
  recruitment team in reviewing applications. It does not make hiring decisions. A
  qualified member of our recruitment team reviews all AI outputs and makes all
  selection decisions. We do not use automated tools to reject candidates without
  human review. In providing this feature, Greenhouse uses OpenAI to process
  application data solely to deliver the matching assessment. OpenAI does not use
  your data to train its own AI models. If you would like more information about how
  this tool works or would prefer your application to be assessed without it, please
  contact us using the details in section 11. You also have the right to request a
  human review of any assessment made using automated tools.
• Diversity monitoring: We may invite you to provide diversity information, such as
  age, gender, ethnicity or disability, to monitor and improve the fairness of our
  recruitment. Providing it is voluntary and does not form part of selection.
• Talent pools and future opportunities: With your consent, we keep your details in
  our talent pool so we can consider you for future roles. We ask for your consent by
  email: you choose to keep your data or to have it deleted. We keep it only if you
  choose to, for up to 24 months. You can ask us to delete it at any time by
  contacting us or by responding to any of our Privacy and Compliance Notification
  emails.
• Special Category Data: Some information you share may be special category
  data under data protection law, such as health, disability or ethnicity information.
  Where you share this voluntarily as part of your application, we process it on the
  basis of your explicit consent. Where you share it for diversity monitoring purposes,
  you may withdraw that consent at any time without affecting your application
  ‍
  If you fail to provide personal information: To apply, you need to provide your name,
  contact details and a CV or resume; without these we cannot consider your application. If
  you receive an offer, it will be conditional on confirmation of your right to work and, where
  applicable, a satisfactory background check.
  ‍
  Change of purpose: We will only use your personal information for the purposes for which
  we collected it as set out in this notice, unless we reasonably consider that we need to use
  it for another reason and that reason is compatible with the original purpose. If we need to
  use your personal information for an unrelated purpose, we will notify you and we will
  explain the legal basis which allows us to do so.

4. SHARING YOUR INFORMATION‍

We share your information with our recruitment service providers, including Greenhouse
Software, Inc., the provider of our applicant tracking system, and our assessment,
verification and background check providers, so they can provide those services in
connection with your application. In connection with our AI-assisted talent matching
feature, Greenhouse shares relevant application data with OpenAI solely to deliver that
feature. OpenAI does not use your data to train its AI models.

5. WHERE WE STORE YOUR INFORMATION‍

Because we recruit globally, your information may be transferred to, stored or processed
in countries outside the UK and the EU, including the country where the role is based and
by our service providers. The countries we operate in and the safeguards we use for
international transfers are set out in our Privacy Policy. To ask about the safeguards that
apply to your information, please contact us.

6. DATA SECURITY‍

We have put in place measures to protect the security of your information, as described in
our Privacy Policy. Details of these measures are available on request.

7. HOW LONG WILL WE KEEP YOUR INFORMATION FOR?

We will only retain your personal information for as long as necessary to fulfil the purposes
set out in this notice, including to satisfy any legal, accounting or reporting requirements.
‍
Our typical retention periods for recruitment information are:

• Job application information for unsuccessful applicants is kept for 12 months
  following completion of the relevant round of applications, to ensure we can
  properly address any enquiries about our process. The 12-month period begins on
  the date you are rejected from all active roles in our system, not from the date of
  your initial application
• Talent pool information: where you consent to talent pool retention, your
  information is kept for a total of up to 24 months from the date you were rejected
  from all active roles. Approximately 30 days before your initial 12-month retention
  period expires, we will send you an email giving you the option to keep your data
  on file for a further 12 months or to have it deleted. If you do not respond or decline,
  your data will be deleted at the end of the initial 12-month period. After 24 months
  in total, your data is deleted regardless.
• Background check information: Where a background check is carried out as part
  of our recruitment process, your information is deleted 6 months from the date of
  the hiring decision if you do not join us. If you accept a written offer and join us,
  background check information forms part of your personnel record and is retained
  in accordance with our Employee Personal Data Policy.
• If you accept an offer, your recruitment information becomes part of your
  personnel record and is retained in accordance with our Employee Personal Data
  Policy.

8. YOUR RIGHTS

Data protection law gives you a number of rights in relation to the personal information
we hold about you. Subject to the conditions and exceptions in applicable law, you have
the right to:

• Be informed about how we use your personal data.
• Request access to the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request erasure of your personal information.
• Object to processing, including where we rely on legitimate interests.
• Request restriction of processing.
• Request the transfer of information you provided to us.
• Withdraw consent at any time, where we rely on it.
• Lodge a complaint with your national data protection supervisory authority.

In a recruitment context, this includes the right to request more information about, or an
alternative to, any automated tool used to assess your application (see section 3), and
the right to withdraw consent to talent pool retention or diversity monitoring at any time.
If you request access to interview or assessment notes, we will provide them subject to the
rights and exceptions that apply under the law relevant to your application. Depending on
that law, this may include redacting personal information about other candidates or third
parties, or, in some jurisdictions, withholding references given to us in confidence.

To exercise any of these rights, please contact us using the details in section 11.

9. CHANGES TO THIS NOTICE

Any changes to this notice in the future will be posted on this page, and where
appropriate, notified to you by email or otherwise. Please check back periodically to see
any updates or changes to this notice.

10. CALIFORNIA APPLICANTS

If you are a California resident, you have additional rights under the California Consumer
Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA). These include
the right to know what personal information we collect, use and disclose about you; the
right to request deletion of your personal information; the right to correct inaccurate
personal information; and the right to non-discrimination for exercising your rights. To
exercise these rights, please contact us using the details in section 11. We do not sell or
share your personal information for cross-context behavioural advertising.

11. CONTACT DETAILS

If you have any questions about this notice, our contact details are Delivery Associates,
727-729 High Rd, London England N12 0BP +44 7703 886 218,
privacy@deliveryassociates.com