Privacy Notice for Employees, Applicants, and Candidates

TodayTix, Inc. (“TodayTix Group” “Company”, “We” ) is a "data controller".  This means that the Company is responsible for deciding how we hold and use Personal Data about you.  You are being provided with a copy of this privacy notice because you are applying for work with us (whether as an employee, worker, or contractor).  It makes you aware of how and why your Personal Data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides certain information that must be provided to California residents under the CCPA.

The kind of information we hold about you.

In connection with your application for work with us, we will collect, store, and use the following categories of Personal Data about you:

• the information you have provided to us in your Resume/CV and cover letter;

• the information you have provided on our application form, including name, title, address, telephone number, personal email address, [date of birth, gender, gender identity,] immigration status, [race or ethnicity, disability status, sexual orientation,] employment history, qualifications; 

• any information you provide to us during an interview;

• any information you provide to us in relation to your employment with us including, but not limited to your name, address, date of birth, gender, education, work experience, [National Insurance number], and emergency contact details.

How is your Personal Data collected?

We collect Personal Data about candidates from the following sources:

• you, the candidate;

• your named references; and

• Publicly accessible sources, including results of social media searches such as LinkedIn.

How we will use information about you.

We will use the Personal Data we collect about you to:

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

• carry out reference checks;

• carry out background checks;

• communicate with you about the recruitment process;

• keep records related to our hiring processes;

• comply with legal or regulatory requirements; and

• make a decision to offer you a position

It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint candidates to open roles.

We also need to process your Personal Data to decide whether to enter into a contract of employment or engagement with you.

Having received your Resume/CV and cover letter and your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role.  If you do, we will decide whether your application is strong enough to invite you for an interview.  If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role.  If we decide to offer you the role, we will then take up references before confirming your appointment.

If you fail to provide Personal Data.

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.

How we use Sensitive Personal Information.

We will use your sensitive Personal Information in the following ways:

We will use information about your health and disability status to consider whether we need to provide appropriate adjustments or accommodations during the recruitment process.

We will use information about your race or national or ethnic origin, gender identity, or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. Data that the Company uses for these purposes will be collected on an anonymized basis. Candidates are entirely free to decide whether or not to provide such information and your application will not be affected either way.

Automated decision-making.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Recipients of your Personal Data.

We may disclose your Personal Data to members of our HR/People team and the relevant team managers in respect of the role you are applying for in order to make hiring decisions.

It may be necessary from time to time for us to disclose your Personal Data to third parties or agents, including without limitation to the following:

• third parties or their agents to assist in the administration, processing and management of certain activities pertaining to prospective employees including travel and expense management service providers;

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

• relatives or legal representatives of prospective employees;

• regulatory bodies to whom we are obliged or required to disclose information including the Equal Employment Opportunity Commission, Courts, and Court-appointed persons;

• relevant Government departments and agencies; and

• other support service providers necessary to support the organization in the services listed.

Why might you share my Personal Data with third parties?

We will only share your Personal Data with the following third parties for the purposes of processing your application:  Greenhouse Software, Inc., Lever, and Paylocity.

Data security.

We have put in place commercially reasonable security measures designed to prevent your Personal Data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained by emailing CAHRdata@todaytixgroup.com.

How long will you use my information?

Successful applicants

If your application for employment or engagement is successful, Personal Data gathered during the recruitment process will be transferred to our HR management system and retained during your employment in accordance with our this privacy policy.

Unsuccessful applicants

If your application for employment or engagement is unsuccessful, we will hold your Personal Data on file for twelve months after the end of the relevant recruitment process to the extent necessary to enable the Company to comply with any legal obligations or for the exercise or defense of legal claims (subject to any applicable legal or regulatory obligations to retain such information for a longer period).

It is likely that we will wish to retain your Personal Data for a further period of 6 months on the basis that a further opportunity may arise in the future and we may wish to consider you for that.  If so, we will write to you separately, seeking your explicit consent to retain your Personal Data for a fixed period on that basis – you do not have to consent to this, and you can withdraw your consent at any time thereafter.

At the end of that period (or if you withdraw your consent prior to this), we will securely destroy your Personal Data in accordance with applicable laws and regulations.

In the event that any court actions or other legal proceedings are pending or threatened, Personal Data will be deleted after termination of the court action or legal proceeding as appropriate.

Your rights in connection with Personal Data.

Under certain circumstances, by law, you have the right to:

• Request access to your Personal Data (commonly known as a "data subject access request"). This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.

• Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

• Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your Personal Data where you have exercised your right to object to processing (see below).

• Object to processing of your Personal Data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your Personal Data for direct marketing purposes.

• Request the restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of Personal Data about you, for example, if you want us to establish its accuracy or the reason for processing it.

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

If you want to review, verify, correct or request erasure of your Personal Data, object to the processing of your Personal Data, or request that we transfer a copy of your Personal Data to another party, please email CAHRdata@todaytixgroup.com.

Right to withdraw consent. When you submitted your application, you may have provided consent to us processing your Personal Data for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please email CAHRdata@todaytixgroup.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application, and, subject to our retention policy, we will dispose of your Personal Data securely.

Complaints. If you believe the Company has violated the CCPA, you may file a consumer complaint with the Office of the Attorney General in the State of California. Please note that the Attorney General cannot represent you or give you legal advice on how to resolve your individual complaint.

Further Information. If you require any further clarification regarding this privacy notice, please contact CAHRdata@todaytixgroup.com.