Candidate Privacy Policy

In connection with your job application, we will collect, store and use Personal Information about you including:

• information you provided in your CV and accompanying letter, such as your name, contact details, education history, employment history and experience, photo, achievements, visa status;

• information regarding how you came to apply for the role;

• information you provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, education history, employment history, qualifications, degrees or certifications; 

• our application form may also request role-specific qualifications or experience information;

• information from your professional social media account, such as LinkedIn profile picture and contact details;

• information relating to your background, including employment and address verification, bank account verification and criminal background checks (as relevant to the role and as appropriate)(see below for more information);

• information regarding visa status; 

• information collected during the reference check and vetting process;

• information you provide during an interview including, without limitation, audio or visual information we may collect as part of interviews or other meetings we conduct with you; 

• information collected as you progress through the recruitment process, such as how you learned about the vacant position, whether you are eligible to work abroad, which passports / visas / work authorizations you hold, any non-compete or non-solicitation obligations, any other areas of potential conflicts of interest; and

• your feedback if you choose to provide it.

Depending on geography, subject to your consent and on an entirely voluntary basis, we may also collect, store and use more sensitive Personal Information about your race, ethnicity, veteran and disability status.

We may collect Personal Information about you from the following sources:

• yourself;

• employees who may refer you for a role;

• your current or former colleagues, references or other contacts in your professional network;

• third parties, such as a publicly accessible source;

• social media companies, such as LinkedIn;

• third-party agents, such as recruiters; or

• third-party vendors who provide or assist with background checks.

We may also use LinkedIn to actively search for profiles which we think would align to our job vacancies. Some information from your LinkedIn profile will be collected and processed by us if we interact with you through the LinkedIn channel.  If we identify a profile that is interesting to us, we may message you directly on LinkedIn and invite you to interview  for  the vacant position. We may also use LinkedIn Recruiter which allows us access to enhanced features to leverage LinkedIn's networks and reach more potential candidates. If we are already connected with you we may obtain your contact information from your LinkedIn profile, if we are not already connected with you, you will be asked by LinkedIn if you’d like to share your contact information with us (voluntarily) when we reach out to you.

We use your Personal Information to process your application, including to:

• assess your skills, qualifications and suitability for the role;

• carry out checks from references, your professional network, colleagues from your current or former roles, background vetting (if required);

• communicate with you about the recruitment process;

• keep records related to our hiring processes; 

• retain your information for future positions (unless you request that it be deleted); 

• conduct internal audits and workplace investigations;

• perform workforce analytics, data analytics and benchmarking; 

• evaluate your work authorization in the relevant geography; and

• comply with legal or regulatory requirements.

If we determine that you meet the basic requirements to be shortlisted for the role, we will invite you to  interview for the role.  If we decide to offer you the role, we will then take up reference, employment background and other checks before commencing employment.  If you do not provide information necessary for us to consider your application (such as evidence of qualifications or work history), we may not be able to process your application.  

We also may use information in an aggregated and/or de-identified way for any purposes, including to monitor application and hiring trends within Verkada.

We may use your Sensitive Personal Information (meaning gender, race, national or ethnic origin, veteran or disability status) in the following ways:

• to consider whether we need to provide appropriate adjustments or accommodations for you during the recruitment process;

• for government reporting purposes (US federal contractor and equal employment opportunity laws require that we ask candidates to volunteer information about their sex, race, ethnicity, veteran and disability status);

• to do equal opportunity monitoring and reporting (such information will be collected and stored in de-identified form).  

With the exception of work authorization information, you decide whether or not to provide such information–it's entirely voluntary.  Your decision has no impact on our review of your application.

We work with a third party vendor to carry out various checks and verifications after we have made an offer of employment, and if required, we will ask for your consent to do so. We will provide you with the name of the relevant third party vendor and information about the process via email if your application progresses to the background phase.  The vendor will reach out to you to complete your checks and then you will submit your information directly to the background vendor, currently Checkr. Examples of verification and background checks we perform include:

• Criminal background checks

• Education verification checks (e.g., schools attended, subjects studied, dates of attendance)

• Employment verification checks (e.g., dates of employment, positions held)

• Vehicle report checks (e.g., class of licence, safety record, legal ability to drive) (where relevant)

• Checks against  a global watchlist  

Which checks and verifications are carried out will depend on your location and the location of your role.

Where we rely on your consent for these checks and verifications, you can withdraw your  consent at any time. If you do, we will be unable to carry out our background checks.

We may disclose your Personal Information to third parties or agents, including the following:

• other companies in our group and affiliates;

• third parties or agents to assist in the administration, processing and management of certain activities pertaining to prospective employees;

• applicant tracking systems to manage our application process;

• individuals or companies employed by Verkada to carry out specific services, functions or consultancy work and other financial institutions;

• relatives, references, colleagues, former colleagues or legal representatives of prospective employees;

• regulatory bodies, government departments/agencies or courts as required;

• other parties with your consent and as permitted by law; and

• other support service providers that support us in our recruitment processes.

We may also disclose your Personal Information for legal compliance purposes and to exercise our legal rights, including (1) in response to a legitimate request for assistance by law enforcement, (2) to seek legal advice from our external lawyers, or (3) in connection with litigation or claims of litigation. We may also disclose your Personal Information in connection with the negotiations up to or the actual sale, purchase, or merger of our business.

Your Personal Information may be transferred to and processed in countries other than the country in which you are resident. These countries may have data protection laws that are different from the laws of your country (and, in some cases, may not be as protective), and data may be accessible to law enforcement and national security authorities under certain circumstances. 

By providing your Personal Information to Verkada, you acknowledge the transfer of your information to the United States for storage, use, processing, maintenance, and onward transfer of such information to other entities, regardless of their location. 

Third parties that we work with may also process your Personal Information in the U.S. and / or facilitate the transfer of or access to your Personal Information outside of the U.S. We will take steps to require them to process your Personal Information subject to appropriate safeguards (e.g., implementing standard contractual clauses where appropriate).

We have put in place reasonable and appropriate security measures to help prevent unauthorized access, loss or use of your Personal Information. Employees, agents, contractors and other third parties who access Personal Information are subject to confidentiality obligations.

If your application for employment or engagement is successful, Personal Information gathered during the recruitment process will be retained and additional information will be collected for use in our employee and HR information systems and retained in accordance with our employee privacy notices and employment policy.

If your application for employment or engagement is unsuccessful, we will hold your data on file for up to 2 years (subject to any applicable legal or regulatory obligations to retain such information for a longer period or to defend or exercise legal claims)  to consider you for future positions. You can write to us at any time and request that we no longer keep your information for this purpose by contacting us at [email protected].

At the end of that period we will securely destroy your Personal Information, unless otherwise required to maintain it by law.

In the event that any of your Personal Information is retained due to court actions or other legal proceedings, it will be deleted after final conclusion of the event as appropriate.

Legal Basis for Processing Personal Information

We process the Personal Information we collect to decide whether to enter into a contract of employment or engagement with you. 

We may also process your Personal Information in our legitimate interests of reviewing applications, performing data analysis on our applicant pool, or to consider you for future roles. We have taken into account your rights and interests and concluded that our legitimate interests are not overridden by your privacy rights.  If we require consent to process your Personal Information we will notify you of this beforehand.

To aid our recruitment process, we use a tool to scan applications, including resumes, for certain objective requirements of the role  (e.g., educational degrees, professional certifications, years of experience) determined by us, not the tool.  Candidates who do not meet the requirements will not be advanced to the next phase of our recruitment process, as we would not be able to consider you for employment if you did not meet the predetermined criteria.  You may challenge our decision and request a review by a talent acquisition team member by contacting us at [email protected].

Your rights in connection with Personal Information

Under certain circumstances, you have the right to:

• Request access to your Personal Information (commonly known as a "data subject access request") to receive a copy of the Personal Information we hold about you.

• Request correction of the Personal Information that we hold about you.

• Request erasure (or deletion) of your Personal Information where there is no lawful basis for us to continue to process it or where you have exercised your right to object to processing (see below).

• Object to processing of your Personal Information where you believe we do not have a legitimate interest in processing your Personal Information, or you object to our processing of it for direct marketing purposes.

• Request the restriction of processing of your Personal Information to suspend our processing of Personal Information.

• Request the transfer of your Personal Information to another party.

If you want to exercise your rights, please contact [email protected]. 

Where we have relied on consent to process your Personal Information, you have the right to withdraw your consent at any time by contacting [email protected]. You also have the right to lodge a complaint with a supervisory authority (EU list found here; UK Information Commissioner) if you are unhappy with how your Personal Information is being handled. 

Data transfers outside the EEA, Switzerland and the UK

Verkada has implemented safeguards to help ensure an adequate level of data protection where your Personal Information is transferred outside of the EEA and UK, with our third party service providers and partners (e.g., implementing standard contractual clauses where appropriate).

The California Consumer Privacy Act (“CCPA”) requires us to disclose information regarding the categories of personal information and sensitive personal information that we have collected about California consumers, the categories of sources from which the information was collected, the business or commercial purposes (as those terms are defined by applicable law) for which the information was collected, and the categories of parties to whom we disclose personal information. As used in this section, “personal information” shall have the meaning set forth in the CCPA.

Throughout this Candidate Privacy Policy, we describe the specific pieces of personal information and sensitive personal information we collect, the sources of that information, and how we share it. Under the CCPA, we also have to provide you with the "categories" of personal information and sensitive personal information we collect and disclose for “business or commercial purposes” (as those terms are defined by the CCPA).

In the twelve months leading up to the effective date of this Candidate Privacy Policy, we have collected and disclosed the categories of personal information described in “What Personal Information do we collect?” The categories of personal information are: 

• identifiers, such as name, address, and email address; 

• professional/employment-related information, such as your employment history; 

• education information, such as your education history;  

• potentially legally protected classification information such as race or ethnicity;

• disability information, such as health conditions;

• audio or visual information, such as security footage, as well as other information relating to the security of our premises collected during in-person interviews or other parts of the recruitment process, and photographs or videos submitted;

• background check information;

• inference data about you, such as if we derive information about your role within a company; and

• other information that directly or indirectly identifies you.

Except where you provide such information voluntarily, such as on your resume or in your application, we do not require you to provide us with “sensitive personal information” during the recruitment process. You may voluntarily provide us with the following categories of sensitive personal information: (1) racial or ethnic origin; (2) disability status; and (3) other sensitive information.

We process the categories of personal information identified above for the purposes described above in “How do we use your personal information?”

We collect the categories of personal information identified above from the sources identified in “How is your Personal Information collected?”

We describe our information disclosure practices in more detail in the section above on “Recipients of Your Personal Information.”

California residents have certain rights regarding their personal information. Subject to certain exceptions, if you are a California resident, you may request:   

• access to your personal information, including the right to know the categories of personal information we have or will collect about you and the reason we will or have collected such information;

• correction of the personal information that we have or will hold about you that is inaccurate; 

• deletion or removal of your personal information. 

You also have the right not to be discriminated against (as provided for in California law) for exercising your rights.

Exceptions to Your Rights: There are certain exceptions to these above rights. For instance, we may retain your personal information if it is reasonably necessary for us or our vendors to provide a service that you have requested or to comply with law or to detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity or prosecute those responsible for that activity.

Exercising Your Rights: To exercise one of the rights above, you may contact us at [email protected].

We will take reasonable steps to verify your identity before responding to a request, which may include requesting information so we can identify you within our records. You can also designate an authorized agent to make a request on your behalf. To do so, you must provide us with written authorization or a power of attorney, signed by you, for the agent to act on your behalf. You may still need to verify your identity directly with us.

California law places certain obligations on businesses that “sell” personal information to third parties or “share” personal information with third parties for “cross-context behavioral advertising” as those terms are defined under the CCPA. We do not “sell” or “share” the personal information covered by this Candidate Privacy Policy and have not done so in the twelve months prior to the effective date of this Candidate Privacy Policy.

The CCPA also allows you to limit the use or disclosure of your “sensitive personal information” (as defined in the CCPA) if your sensitive personal information is used for certain purposes. Please note that we do not use or disclose sensitive personal information in ways that create an opt-out right.

We may update this Candidate Privacy Policy from time to time in response to changing legal, technical or business developments. When we update our Candidate Privacy Policy, we will take appropriate measures to inform you, consistent with the significance of the changes we make and as required by applicable law. Please check back from time to time to review the current Candidate Privacy Policy which is effective as of the revision date listed below.

If you require any further clarification regarding this Candidate Privacy Policy, please contact [email protected] or our People Team using the contact details provided to you as part of your application.

Verkada Inc. is a data controller of applicant and employee information in its role as parent company that makes strategic employment decisions. 

If you are located in the EEA, UK or Switzerland, Verkada Limited and VERKADA POLAND SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ may also be data controllers in their capacity as our European entities which help review and administer our recruitment process. In other cases, the local Verkada entity that would be your employer if your application is successful will also make decisions with regard to your application. 

For office addresses of  global Verkada company offices, please see the directory of our office locations.