Applicant Privacy Notice

Effective November 5, 2025

PURPOSE OF THIS NOTICE: This Applicant Privacy Notice (the “Notice”) describes how Cognizance Protection Company LLC (“we”, “our” or “us”) collects and uses certain personal information relating to job applicants and candidates (“Applicants”) for positions with us. This Notice is intended to satisfy notice requirements under certain applicable laws and to provide you with other information regarding our data collection and use practices. We may provide Applicants additional notices about our data collection practices where required by other laws (e.g., if we conduct a background check or extend an employment offer).

SCOPE OF THIS NOTICE: This Notice applies to the personal information that we collect from and about Applicants, for reviewing, assessing, considering, managing, storing or processing their applications or otherwise considering them for a position with us. The categories of personal information we collect and our use of personal information may vary depending upon the position for which you are applying and the jurisdiction where you reside.  We will collect your personal information where permitted by and in accordance with applicable laws.

CATEGORIES OF PERSONAL INFORMATION COLLECTED: Generally, we may collect the following categories of personal information about Applicants:

  •  Name, Contact Info and other Identifiers: identifiers such as a real name, alias, postal address, unique personal identifier, telephone number, online identifier, Internet Protocol address, email address, account name, social security number/social insurance number (or equivalent), driver’s license number, passport number, or other similar identifiers.

  •  Protected Classifications: characteristics of protected classifications, such as race, color, sex, age, religion, national origin, disability, citizenship status, and genetic information.

  •  Audio/Visual Data: audio, electronic, visual, thermal, olfactory, or similar information such as CCTV images and photographs, and audio recordings (e.g., recorded meetings/interviews).

  •  Education Information: information about education history or background.

  • Employment History: professional or employment-related information.

  •  Profiles and Inferences: inferences drawn from any of the information identified above to create a profile about an Applicant reflecting the Applicant’s preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes.

PURPOSES FOR COLLECTING, USING AND DISCLOSING PERSONAL INFORMATION: Generally, we use the above categories of personal information for the following purposes:

  •  Management of Job Applications, Recruiting and Hiring. To help review, assess, recruit, consider or otherwise manage applicants, candidates and job applications, including: 

    • Scheduling and conducting interviews

    • Identifying candidates, including by working with external recruiters

    • Reviewing, assessing and verifying information provided; conducting criminal and background checks; and otherwise screening or evaluate an Applicant’s qualifications, suitability and relevant characteristics

    • Extending offers, negotiating the terms of offers, and assessing salary and compensation matters

    • Satisfying legal and regulatory obligations

    • Communicating with Applicants regarding their applications and about other similar position(s) for which they may be interested

    • Maintaining Applicant personal information for future consideration

    • Supporting our equal opportunity employment policy and practices

  •  Security and Monitoring. To monitor and secure our resources, network, premises and assets, including: 

    • Monitoring for, preventing, and investigating suspected or alleged misconduct or violations of work rules

    • Monitoring for, preventing, investigating and responding to security and privacy incidents

    • Providing and managing access to physical and technical access controls

    • Monitoring activities, access and use to ensure the security and functioning of our systems and assets

    • Securing our offices, premises and physical assets, including through the use of electronic access systems and video monitoring

  •  Auditing, Reporting Corporate Governance, and Internal Operations. Relating to financial, tax and accounting audits, and audits and assessments of our business operations, security controls, financial controls, or compliance with legal obligations, and for other internal business purposes such as administering our records retention program.

  •  Compliance with Applicable Legal Obligations. Relating to compliance with applicable legal obligations (such as hiring eligibility, responding to subpoenas and court orders) as well as assessments, reviews and reporting relating to such legal obligations, including under employment and labor laws and regulations, social security and tax laws, environmental regulations, workplace safety laws and regulations, and other applicable laws, regulations, opinions and guidance.

  •  Defending and Protecting Rights. To protect and defend our rights and interests and those of third parties, including to manage and respond to employee and other legal disputes, to respond to legal claims or disputes, and to otherwise establish, defend or protect our rights or interests, or the rights, interests, health or safety of others, including in the context of anticipated or actual litigation with third parties.

  •  Other purposes that are authorized by applicable law.  Depending on your jurisdiction of residence, local laws may authorize the collection, use and/or disclosure of your personal information for other identified purposes.

We use Spark Hire Recruit (the “Platform”) to help manage your employment application process. You may elect to use Spark Hire Recruit on our websites or mobile applications. We may share your personal data with our service providers and vendors (e.g. Spark Hire) who assist us to collect, process, and store your personal data in the context of your candidacy. These companies are authorized to use your personal data as necessary to provide these services or as otherwise authorized by us.

Please note that we operate in multiple jurisdictions and your personal information may be transferred to or stored in jurisdictions other than your jurisdiction of residence.  Your data will be accessible in the country where we or our service providers are located, the UK, the US, and countries deemed as providing an adequate level of data protection. See here the Platform’s vendors. For more information, please contact us.

CONTACTING US ABOUT THIS NOTICE: If you have any questions or concerns regarding our use of personal information as described in this Notice, please contact: privacy@cognizanceprotection.com.