Recruitment privacy notice

1. Scope

This notice covers personal information Entatan LLC collects about people who apply for a role, are referred to us, or whom we approach about working with us, as employees or contractors. It sits alongside our Privacy Policy, which covers the rest of our website.

2. Information we collect

We collect three kinds of information:

• What you give us: name, contact details, location, work eligibility, résumé, portfolio and code links, cover notes, and answers to application questions.
• What we generate: interview notes, take-home exercise results, assessments, and internal feedback.
• What others give us: references you nominate, and public professional profiles such as a code-hosting account, an X profile, or a personal site.
• Background checks: only where a role requires them, only with your consent, and only through a licensed provider.
• Please do not send government ID numbers, financial details, health information, or other sensitive data unless we specifically request it for a lawful reason.

3. How we use it

We use candidate information to:

• Assess your application and decide whether to interview or make an offer.
• Communicate with you about the process.
• Check work eligibility and, where required, run background checks.
• Improve our hiring process using aggregated data.
• Comply with employment, immigration, and anti-discrimination law.

4. AI in our hiring process

We may use AI tools to organize applications, summarize portfolios, and draft communications. We do not make automated hiring decisions. A person reads every application we take forward and decides whom to interview and hire. If you have questions about how a tool was used in your process, ask us.

5. Who we share it with

Service providers that host our applicant tracking, email, video calls, and document storage; the referees you nominate; background-check providers with your consent; and professional advisers. We do not sell candidate information. We may disclose it where the law requires.

6. Retention

If you are hired, this information becomes part of your personnel record. If not, we keep applications for 12 months after the decision so we can consider you for other roles and defend any claims, unless you ask us to delete it sooner or the law requires longer. Interview notes are deleted on the same schedule.

7. Your rights

You can ask to access, correct, or delete your information, object to processing, or withdraw consent for background checks. Use the privacy portal and choose “Job applicant” as your relationship to us. We respond within 30 days. Residents of jurisdictions with specific rights, including the EEA, UK, and US states with privacy laws, can exercise them the same way.

8. Changes and contact

We may update this notice; the date at the top shows the current version. Questions go through the privacy portal or the contact form with the careers topic.