Effective Date: August 9, 2023
Please note, this Privacy Notice is available at www.icims.com and its related domains and subdomains, including, but not limited to, www.icims.com/en-gb/ (each the “Website” as applicable). iCIMS maintains other privacy notices to address specific use cases applicable to iCIMS, which are available at the following locations:
iCIMS, Inc. and its subsidiaries, iCIMS International, LLC, Jibe, Inc., TextRecruit, Inc., Opening HR Limited, EasyRecrue S.A.S., Altru Labs, Inc., Candidate ID Ltd, and SkillSurvey, Inc. (collectively, “iCIMS,” “we,” or “us”), respects the privacy of its subscribers, prospects, business partners, event attendees, employees, job applicants, and website and mobile application users (collectively, “you”), and we are committed to protecting their respective personal data. To that end, we have put together this Privacy Notice (“Privacy Notice”) to give you a better understanding of who we are and our practices with respect to the collection, use, disclosure, and retention of personal data obtained in connection with the use of our Website and our marketing efforts.
For purposes of this Privacy Notice:
Please take the time to read this Privacy Notice and the related statements in their entirety to ensure you are fully informed. If you have any questions or concerns about our processing of your personal data, please contact us by using the contact details under the “Contact Information” heading below.
Services Privacy Notice. Our Services Privacy Notice covers our privacy practices with respect to the collection, use, and disclosure of personal data obtained in connection with the use of our Subscription and related services, including professional services and trainings that we provide to Subscribers. It also describes our privacy practices with respect to Subscriber and partner contact information we process for Subscriber account, contract, and billing management purposes (e.g., the processing of Subscriber address and billing information) in connection with the use of our products and services and services, or technology provided by our partners to our Subscribers. For clarity, iCIMS collects personal data under the direction of its Subscribers and has no direct relationship with the Subscribers’ candidates. If you are a candidate of one of our Subscribers, please contact that Subscriber.
Talent Acquisition Privacy Notice. Our Talent Acquisition Privacy Notice covers our privacy practices in connection with an individual’s application for employment or interest in potential employment opportunities at iCIMS.
As further described below, we collect several types of personal data from and about you that broadly falls into the following three (3) categories:
1. Personal data you voluntarily provide to us:
In each case, the personal data collected may include (but is not limited to):
If we ask you to provide any other personal data not described above, then the personal data we will ask you to provide, and the reasons why we ask you to provide it, will be made clear to you at the point we collect it. If we ask you to provide personal data that we consider to be mandatory for us to administer your relationship with us, we will inform you of such at the time of collection. In addition, we will also inform you of the consequences for not providing us with the mandatory personal data.
2. Personal data from third parties.
From time to time, we may collect and use personal data we receive about you from third parties in connection with your use of the Website or attendance at an event. For instance, we may receive personal data about you from our business partners related to your registration information for events. We also use third parties for reporting and analytics to measure the effectiveness of our Website and marketing efforts, and to identify areas for improvement.
We may combine personal data we collect from third parties with personal data you provide us to update, expand, or provide you with tailored information regarding our products, services, and events.
3. Data we collect as you navigate through the Website.
As is true of most websites, we gather certain data automatically. This data may include Internet protocol (“IP”) addresses, browser type, Internet service provider (“ISP”), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics), operating system, date/time stamp, and/or clickstream data to analyze trends in the aggregate and administer the site.
We may use personal data that we collect about you for the following purposes:
We may also partner with third parties to either display advertising on our Website or to manage our advertising on other sites. Our third parties may use technologies such as cookies to gather data about your activities on the Website and other websites to provide you advertising based upon your browsing activities and interests. If you wish to not have this data used for the purpose of serving you interest-based ads, you may opt-out from many third parties through the Digital Adverting Alliance’s self-regulatory opt-out by clicking here or the Network Advertising Initiative’s self-regulatory opt-out by clicking here (or if you are located in the Economic European Area (“EEA”), the United Kingdom (“UK”), or Switzerland through the European Interactive Digital Advertising Alliance’s self-regulatory opt-out by clicking here). Please note that you will continue to receive generic ads. If you do not want your data collected with Google Analytics, you can install the Google Analytics opt-out browser add-on. To opt-out of Google Analytics, visit the Google Analytics opt-out page (located at https://tools.google.com/dlpage/gaoptout) and install the add-on for your browser. For more details, visit the “Google Analytics opt-out browser add-on” page (located at https://support.google.com/talent-cloud-recruiting/platform/recruiting-analytics/answer/181881?hl=en). For more information about how you can manage cookies related to analytics and targeted advertising, please see our Cookie Notice.
If we need to process your personal data for an incompatible purpose not discussed in this Privacy Notice, we will provide notice to you and, if required by law, seek your consent. We may process your personal data without your knowledge or consent only where required by applicable law. Lastly, iCIMS does not subject you to automated decision-making.
If you are a resident of the EEA, the UK, or Switzerland, our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the context in which we collect it. However, we will normally collect and/or process your personal data pursuant to one or more of the following legal bases:
If we ask you to provide personal data to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and let you know whether the provision of your personal data is mandatory or not (as well as the possible consequences if you do not provide it). Similarly, if we collect and use your personal data in reliance on our legitimate interests (or those of a third party) that are not listed above, we will make clear to you at the relevant time what those legitimate interests are. If you have questions about or need further information concerning the legal basis on which we collect and use your personal data, please contact us using the contact details provided in the “Contact Information” section below.
iCIMS or its appointed service providers or contractors may collect, use, process, store and disclose your personal data outside of your home jurisdiction, including in the U.S., and in some cases, other countries, for the purposes described in this Privacy Notice. These countries may have data protection and privacy laws that are different than the laws of your home country. iCIMS only transfers personal data to another country in accordance with applicable data protection and privacy laws, provided there are legally adequate protections in place for the personal data. A list of iCIMS’ global offices is available here.
If your personal data is processed within the EEA, the UK, or Switzerland, and for onward transfers of personal data to iCIMS’ appointed service providers or contractors, iCIMS and its appointed services providers or contractors will protect your personal data (as defined in the European Union’s (“EU”) General Data Protection Regulation (“GDPR”)) when it is transferred outside of the EEA, UK, or Switzerland by:
If you require further information about our international transfers of personal data, please contact us by using the contact details under the “Contact Information” heading below.
iCIMS, Inc. and certain of its subsidiaries listed here comply with the EU-U.S. Data Privacy Framework (“EU-U.S. DPF”), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (“Swiss-U.S. DPF”) as set forth by the U.S. Department of Commerce. iCIMS has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (“EU-U.S. DPF Principles”) with regard to the processing of personal data received from the EEA in reliance on the EU-U.S. DPF and from the UK (and Gibraltar) in reliance on the UK Extension to the EU-U.S. DPF. iCIMS has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (“Swiss-U.S. DPF Principles”) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. If there is any conflict between the terms in this Privacy Notice and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (“DPF”) program and to view our certification, please visit https://www.dataprivacyframework.gov/.
iCIMS is responsible for the processing of personal data it receives under the DPF and subsequently transfers to a third party acting as an agent on its behalf. iCIMS complies with the DPF Principles for all onward transfers of personal data from the EEA, the UK, and Switzerland, including the onward transfer liability provisions.
Although iCIMS also relies on Standard Contractual Clauses or other lawful transfer mechanisms approved by the European Commission (or other relevant governmental authority) to transfer personal data from the EEA, the UK, and Switzerland, iCIMS is committed to maintaining its DPF certification and will honor its obligation to comply with the DPF Principles.
The Federal Trade Commission has jurisdiction over iCIMS’ compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF. In certain circumstances, iCIMS may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
EEA, UK, and Swiss individuals with inquiries or complaints regarding our privacy practices should first contact iCIMS as provided in the “Contact Information” section below. In compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF, iCIMS commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF to TRUSTe, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://feedback-form.truste.com/watchdog/request for more information or to file a complaint. The services of TRUSTe are provided at no cost to you.
For complaints regarding DPF compliance not resolved by any of the other DPF mechanisms, you have the possibility, under certain conditions, to invoke binding arbitration. Further information can be found on the official DPF website
iCIMS maintains appropriate technical and organizational measures, including, but not limited to, reasonably designed administrative, physical, and technical safeguards, designed to protect the personal data obtained as discussed in this Privacy Notice from accidental or unlawful destruction, loss, alteration, unauthorized disclosure and access. iCIMS personnel, service providers, and contractors with access to personal data collected as discussed in this Privacy Notice are required to keep such personal data confidential and secure. iCIMS has a dedicated team responsible for monitoring and responding to security events, and it notifies applicable parties of security or privacy incidents and data breaches in accordance with its incident response procedures and applicable law.
Unless a longer retention period is required by law, we will retain your personal data for as long as is needed to fulfill the purposes outlined in this Privacy Notice, or for as long as we have a legitimate business interest that is not outweighed by your data protection interests or fundamental rights and freedoms. When we have no ongoing legitimate business need to process your personal data, we will either delete or anonymize it or, if this is not possible (e.g., because your personal data has been stored in backup archives), then we will securely store your personal data and isolate it from any further processing until deletion is possible. As such, we reserve the right to use such anonymous data for any legitimate business purpose without further notice to you or your consent.
For information about the cookies and other tracking technologies used by our Website and how to manage your settings for these cookies and technologies, please see our Cookie Notice.
Certain jurisdictions may provide you with privacy rights under applicable data protection or privacy law regarding your personal data. In particular, you may have the right to:
These rights may be limited, for example, if fulfilling your request would reveal personal data about another individual, or if you ask us to delete personal data which we are required by law to keep or which we need to defend claims against us.
If you are a California resident, please see our Privacy Notice for California Residents for additional disclosures and information about the personal data we have collected about you over the last 12 months and rights you may have regarding your personal data.
If you do not wish to receive our email marketing communication for promotional purposes, you may opt out by clicking on the “unsubscribe” or “opt out” link in the marketing e mails we send you.
If we process your personal data in reliance upon your consent, you can contact us at any time to withdraw your consent.
To exercise any of these rights, please contact us by using the contact details under the “Contact Information” heading below.
We will respond to such requests in accordance with the requirements of applicable data protection laws. Please note that in order to fulfil your request, we may need you to provide certain personal data to verify your identity. Depending upon applicable data protection and privacy law, individuals may also designate an authorized agent to exercise these rights on their behalf.
Various browsers (i.e., Internet Explorer, Chrome, Firefox, Edge, etc.) may allow a “do not track” (DNT) setting, which sends a signal to websites visited by an individual about their browser DNT setting. At this time, there is no general agreement on how companies, like iCIMS, should interpret DNT signals. Therefore, we do not currently commit to respond to DNT signals. We will continue to monitor developments around DNT browser technology and the implementation of a standard.
This Website may link to websites that are not owned or controlled by iCIMS. As such, this Privacy Notice does not apply to personal data collected on any third party site or by any third party application that may link to or be accessible from the Website. This Privacy Notice does not apply to personal data collected by Subscribers, our business partners, and other third parties or third party applications or services, even if this personal data is collected using our Website or at events.
The Website is not directed to or intended to be used by anyone under the age of 18. We do not knowingly collect personal data from anyone under the age of 18. If you are under 18, please do not attempt to fill out our forms or send any personal data about yourself to us. If we learn that we have collected personal data from a child under age 18, we will delete that data promptly.
iCIMS reserves the right to update or change this Privacy Notice from time to time. If we make material changes to this Privacy Notice, we will post it to our Website home page prior to or at the time of the change becoming effective. We ask that you review the Privacy Notice periodically to stay informed about any updates or changes that we may have made.
You can see when this Privacy Notice was last updated by checking the “Effective Date” displayed at the top of this Privacy Notice.
To ask questions or comment about this Privacy Notice and our privacy practices or if you need to update, change, or remove your personal data or exercise any other rights,