Recruiting Privacy Practices Notice
LogicMonitor, Inc., LogicMonitor UK Limited, and LogicMonitor Australia Pty Ltd (collectively "LogicMonitor") are the controllers of data we collect when we recruit candidates for employment in the UK and Australia, respectively. This notice describes the privacy practices that govern how we process the personal information of candidates who are based in the European Economic Area (EEA) or Australia.
What type of information do we collect from candidates?
Depending on the nature of the position and how far in the recruiting process you may advance, we may collect the following information: name, home address, phone number, email address, resume, qualifications, skills, work experience, educational history, previous positions with LogicMonitor or another portfolio company of our private equity sponsor you may have held or applied for, references and notes, interview notes (and any information you provide to us during interview), test or assessment results, background check results and other biographical information (such as date of birth).
We may also collect, store and use information about your health, including any medical condition or disability in some circumstances, to allow us to consider whether we need to provide appropriate adjustments during the recruitment process or in respect of your employment (if successful).
If you are successful in the recruiting process we will request or collect additional information from you for the purpose of your employment (including evidence of identity as required to establish your right to work for immigration purposes) and we will share your information with additional service providers (e.g. to enable us to process payroll and use HR information systems). We will provide you with a copy of our separate Staff Privacy Notice (UK) which sets out more detail on this if you reach that stage.
How do we collect and store this information?
We will receive most of this personal information from you directly (including through the application and recruitment process), although we will also receive some of this information from third parties, in some circumstances, such as recruitment agencies, social media or online searches (including LinkedIn), job boards such as CareerBuilder or Monster, training providers, professional organizations or conferences, skills-based websites such as GitHub or StackOverflow, former colleagues, local organizations, former employers, background check providers, and public agencies.
We store most information about you in computer systems and databases operated by either us or our external service providers. Some information about you may be recorded in paper files that we store and dispose of securely. We implement and maintain various security measures to protect personal information which we hold from misuse, interference or loss, and from unauthorised access, modification or disclosure. These processes and systems include encryption of data, both at rest and in transit, as well as multiple levels of access control that limit access on a need-to-know basis.
How is your information used?
LogicMonitor uses the information we collect in connection with our recruitment processes including to identify and evaluate candidates for positions within our companies, communicate with you about the process and to carry out background checks. We also use this information to comply with our legal and compliance obligations, to improve our recruiting practices and to keep records relating to our hiring processes.
In order to comply with European data privacy laws, we need to have legal bases for using your personal information for the purposes set out in this Privacy Notice. We consider that in nearly all cases, the legal basis on which we process your personal data will be one or more of the following:
(i) to enter into or decide whether to enter into an employment contract with you,
(ii) our legitimate interests as an employer that recruits candidates for positions within our group of companies or to decide whether to recruit/appoint you and on what terms; and/or
(iii) as needed for us to comply with our legal obligations.
Who has access to your information?
Our group companies: Some of LogicMonitor's central group functions such as IT, HR, Recruitment and Finance are located in the US, which means that personal information relating to LogicMonitor applicants in the EU will be accessed and handled in the US by LogicMonitor's US-based group company.
Our private equity sponsor: We also share recruiting data with our private equity sponsor, Vista Equity Partners, and its affiliates, including Vista Consulting Group (collectively, "Vista"), for its administration, research, database development, and business operation purposes. Vista processes your personal information on the basis of its legitimate interests in overseeing the recruitment process and, if applicable, your employment relationship with LogicMonitor.
Other third parties: We will share your personal information with the following categories of third parties for the purposes of processing your application: Hirebridge LLC (the provider of our applicant tracking system and related services), recruitment/staging agencies, background check providers, pre-employment assessment providers.
We will share your personal data with third parties where required by law, where it is necessary to enter into an employment contract with you, or where we have another legitimate interest in doing so.
If you have consented to us doing so, we also share your personal information with other Vista portfolio companies for the purpose of being considered for other job opportunities in the pooling system, both inside and outside the EEA. Please consult Vista's website for a full list of all Vista portfolio companies. Where this requires us to transfer your personal information outside of the EEA or Australia, please see the remaining part of this section for further details on cross-border transfers.
Any third parties with whom we share your personal information are limited (by law and/or by contract) in their ability to use your personal information and the purposes for which they use it. We will always ensure that any third parties with whom we share your personal information are subject to privacy and security obligations consistent with applicable laws. In respect of third party service providers who are processing data on our behalf, we only permit them to process personal data for specified purposes and in accordance with our instructions.
If we provide any personal information about you in a way that constitutes a cross-border transfer, we will take appropriate measures to ensure members of our group and/or our service providers protect your personal information adequately in accordance with this Privacy Notice. These measures include entering into European Commission approved standard contractual arrangements with them or ensuring they have signed up to the EU-US Privacy Shield.
Further details on the steps we take to protect your personal information in these cases are available from us upon request by contacting hr [at] logicmonitor.com.
By providing us with your personal information you acknowledge any such transfer, storage, and use.
How long do we retain your information?
LogicMonitor retains personal information following recruitment exercises to demonstrate, if required, that
candidates have not been discriminated against on prohibited grounds and that recruitment exercises are
conducted in a fair and transparent way. Personal information belonging to candidates that don't move
forward in the hiring process will be retained for no longer than six (6) months from the later of:
(ii) the date at which recruitment decision is communicated to you; or
(iii) the date of our last communication with you regarding your application/recruitment.
If we wish to retain your personal information in our talent network on the basis that a further role or opportunity may arise in the future which we may wish to consider you for, we will ask for your explicit consent to our retaining your personal data for this purpose and for a specified period of time (usually two years).
What happens if you fail to provide personal information?
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. For example, if we require references for the role and you fail to provide us with relevant details, we will not be able to take your application further.
Your rights in respect of your personal data?
Under certain circumstances, by law, you have the right to request that we:
• update any of your personal information which is out of date or incorrect or incomplete
• delete any personal information which we hold about you if it is no longer necessary in relation to the purposes for which it was collected or processed (or, in some instances, where you have withdrawn your consent or objected to the processing)
• restrict the way that we process your personal information
• provide your personal information to a third party
• consider any valid objections which you have to our use of your personal information (where we are relying on our legitimate interests (or those of a third party) as the basis for the processing or that the processing is in the public interest)
• (in the limited circumstances where our processing is based on your having provided consent to the collection, processing, and transfer of your personal data for a specific purpose) to withdraw your consent for that specific processing at any time
• provide a copy of any agreement under which your personal data is transferred outside of the EEA or Australia
Please contact us by email to privacy [at] logicmonitor.com or by writing to LogicMonitor, 820 State St. Floor 5, Santa Barbara CA 93101 to exercise any of these rights. Alternately you may contact us by phone at +1 (805) 617-3884.
We will consider all such requests and provide our response within the time period stated by applicable law. Please note, however, that certain personal information may be exempt from such requests in certain circumstances, which may include if we need to keep processing your personal information for LogicMonitor's legitimate interests or to comply with a legal obligation. There will be certain circumstances where the right does not apply to you under law, and we will review this when we consider a request.
We may request you provide us with information necessary to confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
We maintain a Data Protection Officer to oversee compliance with this privacy notice. If you have any questions or complaints about this privacy notice or how we handle your personal information, please contact the Data Protection Officer as privacy [at] logicmonitor.com. LogicMonitor commits that we will follow up with all questions or complaints directed to this address within ten (10) business days.
Individuals residing in the UK have the right to make a complaint at any time to the Information Commissioner's Office (ICO); those in Australia may contact the Office of the Australian Information Commissioner. Both of these sites provide details on on their respective privacy complaint processes.
How you can access and update your information?
If you are a citizen within the EEA or Australia you have the right to contact us to review, correct or request that we delete data that we may have collected about you as part of our recruiting programs. Please contact us by email to privacy [at] logicmonitor.com or by writing to LogicMonitor, 820 State St. Floor 5, Santa Barbara CA 93101. Alternately you may contact us by phone at +1 (805) 617-3884.
Review of this Notice
We keep this Notice under regular review. This Notice was last updated in March 2019.
Any questions regarding this Notice and our recruiting privacy practices should be sent by email to privacy [at] logicmonitor.com or by writing to LogicMonitor, 820 State St. Floor 5, Santa Barbara CA 93101. Alternately you may contact us by phone at 805-617-3884.