Last Updated: 15 May 2024
1. Introduction
Syft/Indeed Flex (referred to here as “Indeed Flex”) includes Indeed Flex, located at 10721 Domain Drive, Fl 6, Austin, TX 78758, USA, and Syft Online Limited, located at 20 Farringdon Road, London, EC1M 3HE, England. Indeed Flex is committed to protecting and preserving the privacy of every applicant and we treat your data with the utmost respect.
This Privacy Policy is designed to inform applicants for roles that are directly offered by Indeed Flex for employment about our data handling practices. Indeed Flex processes Personal Identifiable Information (PII), defined as information that identifies you as a specific individual, for purposes related to work placement. This policy applies to all individuals applying for internal roles within Indeed Flex. The primary Data Controller will be the Indeed Flex entity intending to enter into an employment contract with the applicant—Indeed Flex in the US and Syft Online Limited, T/A Indeed Flex, in the UK.
2. PII We Collect
2.1 PII Provided Directly By You
During the application process at Indeed Flex, we collect, store, and process the following types of Personal Identifiable Information (PII) directly from you:
| What we collect | How we use it and why we process it | Legal Basis |
| Contact information – such as name, address, telephone, email address | So that Indeed Flex can facilitate any necessary accommodations during the recruitment process. Communicating with an applicant during the recruitment and onboarding process. |
Performance of a contract in order to recruit and onboard a candidate. Legitimate interest in managing our business; for the purposes of approaching candidates in relation to roles. Depending on your location we may rely on your consent to contact you in relation to roles for which we believe you might be suitable. |
| Application Data – such as academic and professional qualifications, CV/resume, and employment references, cover letters, information from interviews, compensation benefits requests, relocation information, and any other information you provide to us in support of and during the recruitment process | Determining the applicant’s qualifications, skills and background for a particular position. Carrying out functions in relation to an applicant’s future employment and management. Improving Indeed Flex’s recruitment process. |
Legitimate interest in determining suitability for a role, to facilitate a candidate’s application to a role and to improve our processes. Performance of a contract. Depending on your location we may rely on your consent. |
| Information about your work eligibility – such as immigration status, work authorizations, and visas | Determining the applicant’s right to work. Conducting background checks and similar inquiries in compliance with applicable laws, and otherwise to comply with all applicable laws. Establishing, exercising or defending the claims. |
Compliance with a legal obligation. Depending on your location we may rely on your consent. |
| Financial information and government identification documents – such as bank account details, passport, and national security numbers | Processing payroll, compensation and benefits. To perform background checks. |
Performance of a contract for payroll and benefit purposes during the onboarding process. Compliance with a legal obligation. |
| URL links to online platform pages such as LinkedIn, other social networks and career sites, or portfolio sites; | Determining the applicant’s qualifications, skills and background for a particular position. For recruitment purposes. |
Legitimate interest in sourcing suitable candidates. |
| Demographic Data – In limited situations, we process, on a voluntary disclosure basis, limited and targeted provision of sensitive candidate/applicant PII such as racial/ethnic origin, military status, disability status, and gender | For the purposes of government reporting obligations and/or ongoing equal opportunities and diversity monitoring, where permitted by law. We analyze it for specific purposes in line with applicable data protection regulations. Understanding, promoting and assisting in ensuring that our recruitment process is diverse and inclusive. The provision of this information is entirely voluntary and will not be used in any determination of your job application. |
We only collect this data with your consent, and only in markets where such collection is permitted. |
| Special Category of Data, such as criminal convictions, in jurisdictions where it is permitted by law. | For conducting background checks | Legitimate interest in ensuring security of our business and employees and determining suitability for a role. Depending on your location we may rely on your consent. |
In all instances where an applicant provides Indeed Flex with special category data or sensitive PII, Indeed Flex commits to handling such data strictly in accordance with applicable legal requirements. This data will be processed solely for lawful purposes and without the purpose of inferring characteristics about a consumer.
3. Disclosures and Transfers of your PII
Indeed Flex will not share or otherwise disclose your PII for purposes unrelated to those detailed in our Privacy Policy without the prior consent from the applicant whose data is in relation to themselves. Furthermore, Indeed Flex will take full reasonable precaution to only allow access to PII to only those intended – legal employees of Indeed Flex to the extent necessary for the purposes set out in this Privacy Policy.
3.1 Right to opt-out of the sale and sharing of your personal data
California has defined ‘sale’ broadly under the California Consumer Protection Act (CCPA) to include disclosing or transferring personal data to a third party in exchange for monetary or other valuable consideration. CCPA has defined share as disclosing or transferring personal data for the purpose of advertising based on activities across sites.
Indeed Flex does not sell or share your personal data as defined in CCPA, including those under 16 years of age. Further, Indeed Flex does not use or disclose sensitive personal information for purposes other than required by law.
Transfers of PII out of the EEA during the recruitment process is unlikely. However, if PII is transferred to countries outside of where it was originally collected, all such transfers are carried out in full compliance with applicable data protection regulations. This is achieved primarily through the use of extensive data protection safeguarding agreements including Standard Contractual Clauses.
3.2 Transfers of your PII between Indeed Flex affiliated entities
PII may be disclosed among various affiliated companies within Indeed Flex for the purposes set out in this Privacy Policy.
3.3 Transfer of your PII to certain Third Party Service Providers
In the duration of our recruitment activities, Indeed Flex may allow certain sets of PII to be available to Third Parties who provide services to us to support those activities. Indeed Flex will only do so when a transfer of data is absolutely necessary and in accordance with necessary data protection regulations.
PII may be made available to Third Party companies that provide or help operate our onboarding applicants. This would include relocation support services, payroll support services, and verification of work through background checks services. These service providers may vary over time but we will always use trusted service providers who handle your data in a manner consistent with this Privacy Policy and in accordance with applicable data protection laws and regulations.
3.4 Transfers of your Personal Identifiable Information to other Third Parties
In addition to section 3.3, Indeed Flex may also disclose your PII to other Third Parties in certain limited circumstances including:
- To comply with our legal obligations
- To establish, exercise or defend against potential, threatened or actual litigation
- Where necessary to protect Indeed Flex, your vital interests, or those of another person;
- In connection with the sale, assignment or other transfer of all or part of our business
4. Retention of your PII
You agree that Indeed Flex and its affiliates may retain the information you provide in your application in order to permit Indeed Flex to contact you in the future with respect to other positions for which we feel would be suitable for you. If you become a successful employee of Indeed Flex, this information becomes part of your employment record and worker profile. If you do not wish Indeed Flex to retain your application (CV / Cover letters), you may inform the contact person for your initial application or contact [email protected].
If you do not become employed during your onboarding process by Indeed Flex and retention of your data is not necessary for the purposes set out in this Privacy Policy, such data will be confidentially deleted in accordance with the below chart:
4.1 UK Data Retention
| Data Category | Description | Retention period |
| Data of Rejected Job Applicants | Records of unsuccessful applicants | 1 year from the last application information submitted by the candidate. |
| Resumes (successful and unsuccessful applicants) | Record of applicants’ (successful and unsuccessful) career and qualifications. | 1 year from the last application information submitted by the candidate. |
| Offer letter | Offer letter is a written contract that confirms the terms of employment | 1 year from the last application information submitted by the candidate. |
| Applicant Data | Personal data of all persons supplying their information in application for an advertised vacancy at Indeed Flex. | 1 year from the last application information submitted by the candidate. |
| Reports, communication related to hiring outcome. | Personal data related to decisions about applicants. | 1 year from the last application information submitted by the candidate. |
| Demographic data for applicants | Personal Data voluntarily submitted about a person’s gender, ethnicity, veteran’s status, or disability status. | 1 year from the last application information submitted by the candidate. |
| Personal data related to the international mobility of employees | Personal data about transfer/relocation of internal employees to another country/ role. | 1 year from the last application information submitted by the candidate. |
4.2 US Data Retention
| Data Category | Description | Retention period |
| Data of Rejected Job Applicants | Records of unsuccessful applicants | 4 years from the last application information submitted by the candidate. |
| Resumes (successful and unsuccessful applicants) | Record of applicants’ (successful and unsuccessful) career and qualifications. | 4 years from the last application information submitted by the candidate. |
| Offer letter | Offer letter is a written contract that confirms the terms of employment | 4 years from the last application information submitted by the candidate. |
| Applicant Data | Personal data of all persons supplying their information in application for an advertised vacancy at Indeed Flex. | 4 years from the last application information submitted by the candidate. |
| Reports, communication related to hiring outcome. | Personal data related to decisions about applicants. | 4 years from the last application information submitted by the candidate. |
| Demographic data for applicants | Personal Data voluntarily submitted about a person’s gender, ethnicity, veteran’s status, or disability status. | 4 years from the last application information submitted by the candidate. |
| Personal data related to the international mobility of employees | Personal data about transfer/relocation of internal employees to another country/ role. | 4 years from the last application information submitted by the candidate. |
5. Exercising Your Rights
Depending on your location you may have rights available to you with respect to your PII held by Indeed Flex. These include:
- The right to be informed
- The right to access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- The right to object to automated processing, including decision-making and profiling, which produce a legal effect or similarly significant effects;
- The right to be free from any retaliation or discriminatory treatment for exercising your rights with respect to your personal information.
Any data submitted by an Indeed Flex User may be updated and corrected at any time through contacting the Data Protection Manager at [email protected].
5.1 Authorized Agent
You may use an authorized agent to submit a request on your behalf. Indeed Flex may require that you provide the authorized agent with written permission. Indeed Flex will verify the identity of the authorized agent before actioning the request and any request may be denied if it cannot be verified. To submit a request on your behalf, an authorized agent can contact the Data Protection Manager at [email protected].
6. General Inquiries and Complaints
6.1 Contacting Indeed Flex
You may contact Indeed Flex’s Data Protection Manager at any time, please send an email to [email protected].
6.2 Complaints
If you believe your data protection rights have been infringed by Indeed Flex, you have the right to complain to the appropriate data protectionauthority in your jurisdiction. For example, if you are in the UK, you should report any data protection issues to the Information Commissioner’s Office by using this hyperlink: https://ico.org.uk/make-a-complaint/.
7. Updates to this Privacy Policy
Please review the “Last updated date” at the footer of this page to determine when this Privacy Policy was last amended. Any changes to this Privacy Policy will become effective on the “Last updated date” date indicated. We recommend you check back to this Privacy Policy frequently to be informed of our latest Applicant Privacy Policy version.
8. Miscellaneous
Please be aware this Privacy Policy extensively covers the intended handling of your PII within Indeed Flex as an applicant for a role within Indeed Flex. This Privacy Policy does not cover your use of Indeed Flex products or services. To further learn about our data collection practices in our products or services, please check our Privacy Policy.