December 1, 2017
What is the purpose of this Policy? To provide applicants for any full- or part-time employee or independent contractor position with Outlook or any of its affiliated entities (“Applicant”) with information on how Outlook collects, uses or otherwise shares data that is obtained in the context of an Applicant’s application or hiring process (“Applicant Information”).
Does this Policy Apply to Me? This Policy applies to all Applicant Information collected by Outlook from you during your use of employment and contractor application forms or other related functions made available on the Site.
- Name and contact information (including address, telephone number, email address)
- Use name log-in and password
- CV, résumé, cover letter, previous work experience and education information
- Work preferences, willingness to relocate, current compensation, desired compensation and how you heard about the Site
- Professional and other work-related licenses, permits and certifications held
- Language and other relevant skills
- Awards and professional memberships
- Citizenship and eligibility to work in the country where the job applied for is located available start date
- Information relating to references
You also may voluntarily choose to provide other relevant information as part of your application. Please do not submit any of the following sensitive information: Social Security number, sexual orientation, race, ethnic origin, religion, beliefs, disability, marital status, creed, nationality, national origin, color and/or age.
If you intend to provide us with details of a reference or any other third party as part of your CV/résumé, it is your responsibility to obtain consent from that third party prior to passing the information to us.
You are responsible for the content of the information you provide to us and you must ensure it is legal, truthful, accurate and not misleading in any way and does not infringe on any third party’s rights or is not otherwise legally actionable by such third party.
Use of Applicant Information
Applicant Information that you provide through the Site will be collected, used, transferred and disclosed for Outlook’s recruitment functions and for related management and planning purposes. Outlook will use the Applicant Information you provide, as permitted by applicable law, to:
- process your application
- assess your capabilities and qualifications for a position
- provide to you any services available on the Site from time to time
- communicate with you
- comply with any applicable law or regulation
- prepare internal reports and metrics
- monitor and record services whether provided by Outlook or a third party
- conduct background checks, conduct reference checks and/or verify employment history if you are offered a position
Information about you will be added to Outlook’s candidate database and will be used for the purposes of considering whether your profile is suitable for other job vacancies at Outlook. If we elect to make you an offer, Applicant Information you submit may be incorporated into our systems and used to manage the new-hire process. If you become an employee, any Applicant Information that you have submitted may become part of your employee file and may be used for other employment or work-related purposes.
Providing Applicant Information on the Site is voluntary. Please note, however, that failure to provide sufficient information may result in Outlook being unable to consider, or rejecting your application.
Information Automatically Collected
Technologies such as cookies, web beacons, pixel tags, scripts, log files or local shared objects (Flash cookies/HTML5) are used by Outlook and our advertising partners, marketing affiliates and analytics providers to collect certain information about visitors to our Site and Site interactions. These technologies are generally used in analyzing trends, administering the Site, tracking users’ movements around the Site and gathering demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.
For example, we may automatically collect certain non-personal information from you, including but not limited to your Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, clickstream data unique device identifier of any of your computer(s) or device(s) that are used to access the Site and the domain name from which you accessed the Site. We also may collect information about your use of the Site, including the date and time you visit the Site, the areas or pages of the Site that you visit, the amount of time you spend viewing or using the Site, the number of times you return to the Site, other click-stream or Site usage data, emails that you open, forward or click-through to our Site, and other sites that you may visit.
We use this information to analyze trends, to administer the Site, to track users’ movements around the Site and to gather demographic information about our user base as a whole.
Disclosure of Information
Outlook also may disclose information about you in order to: (1) protect the legal rights, privacy or safety of Outlook, its Applicants or agents; (2) protect the safety and security of visitors to, or users of, our web site or other properties; (3) protect against fraud or other illegal activity or for risk management purposes; (4) respond to inquiries or requests from government or public authorities; (5) pursue available remedies or limit the damages that we may sustain; (6) enforce our Terms and Conditions; or (7) comply with the law or legal process.
Outlook may also share aggregate or anonymous non-personal information with third parties, including affiliated companies and non-affiliated companies, for their marketing or analytics uses
Access and Correction
If you choose to register on the Site, you may access, review and change some of the Applicant Information collected about you and stored on the Site by logging into the Site and choosing to update your account information. The updated profile will be used as the default the next time you apply for a job using your account online. To change the information that you already have submitted for consideration for a specific position, please resubmit your application to update Applicant Information about you that is associated with that job application. We encourage you to promptly update your information if it changes or is inaccurate.
Requests to remove Applicant Information from Outlook’s candidate database should be emailed to email@example.com or requested by phone or mail to the postal address listed below. We will make every effort to respond to your request within thirty (30) days. Outlook will respond to such requests by removing the individual’s contact information from the database – specifically, the individual’s email address, telephone number and address – and noting that the individual does not wish to be contacted. All other information regarding the individual will remain in the database, notwithstanding the request.
We are required to retain certain information relating to candidates applying for jobs within the United States. If there is no activity in relation to the Applicant Information, Outlook may remove it from its database, subject to Outlook’s data retention policies and practices and any applicable legal or regulatory obligations. Note that Outlook may delete information about you at any time (including your CV/résumé), for any or no reason and without notice to you. Therefore, please retain your own copy of the information provided to us.
We take reasonable precautions to safeguard the information transmitted between visitors and the Site and the information stored on our servers. Unfortunately, no method of transmitting or storing data can be guaranteed to be 100% secure. Therefore, we cannot guarantee its absolute security. Do not send sensitive information via email. It is your sole responsibility to use the appropriate level of care whenever communicating with us.
If you have reason to believe that your interaction with us is no longer secure (for example, you feel that the security of any account you might have with us has been compromised), you must immediately notify us of the problem by contacting us at firstname.lastname@example.org.
With your consent we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us at email@example.com.
Links to other websites
If you have questions or requests, please feel free to contact us at firstname.lastname@example.org or refer to the information below:
Outlook Services LLC
401 East Sonterra Blvd., Suite 375
San Antonio, TX 78258