Applicant and Candidate Privacy Notice

Last updated: 11/06/2024

Previous updated: 11/06/2023

1. Scope of the Notice

Your privacy is important to Coveo Solutions, Inc. and its affiliates (“Coveo” or “we”).

This Coveo Applicant and Candidate Privacy Notice (“Notice”) sets out how Coveo collects and uses personal information (“PI”) from job applicants and candidates (collectively, “you”) on our career website available at www.coveo.com (the “Site”) or via other means.

This Notice does not cover third-party websites or services that you may use in connection with our Site.

2. PI we collect and source of collection

SOURCE	PI WE COLLECT	NON EXHAUSTIVE EXAMPLES
FROM YOU	Identifiers	first & last name
	Contact Information	phone number, e-mail, home address
	Information on you &/or your job application	resume, cover letter, technical & psychometric tests, information disclosed in an interview, travel-related expenses, or other documents (transcripts, certifications)
	Education information	educational background, qualifications, certifications, skills
	Job history	previous employment, roles, performance, financial information
	Information collected for diversity monitoring and inclusion information	race, minority group, ethnicity, gender, veteran status &/or disabilities (based on your consent, only where permitted by law)
	Citizenship or immigration status information	visa, right to work information, study permit
	Sensitive PI	only if voluntarily submitted
FROM THIRD PARTIES
Public registers, databases, former employers or institutions	Employment, education &/or compensation history
Websites or social media	Public information	if applying through LinkedIn or similar platforms
References, clients, service providers, or employers	Information about your performance or conduct	feedback about you
FROM COVEO	Information and observations collected during interviews	notes and interview scores
FROM COOKIES OR SIMILAR TECHNOLOGIES	Please refer to our Privacy Policy & Cookie Policy.
FROM PROFILING	Derived or inferred information from the information mentioned in this table Coveo will collect such derived or inferred Information from third party providers and will use it in order to assess your eligibility for the position applied for &/or other positions at Coveo. In this event, we will not make recruiting or hiring decisions based solely on automated decision-making or profiling. We will apply appropriate safeguards, including human intervention, in order to ensure that the processing of derived or inferred information is handled in accordance with applicable laws.

You can apply for a role at Coveo using a number of third-party career sites; for example, Indeed and LinkedIn. Doing so will connect your profile from these systems with the Coveo job application.

You may voluntarily choose to self-identify your race/ethnicity, gender identity, and disability. These answers will help us evaluate our diversity and inclusion efforts. These answers are optional and if you choose to answer, it will not be linked to your name or job application, will not be visible to the hiring manager reviewing your application, and will not affect your job application.

3. With Whom Do We Share Your PI

Our Affiliates. Coveo’s headquarters are located in Canada and our affiliates are located in the United States, in the European Union and in the United Kingdom. Coveo will share your PI in limited circumstances with our affiliates (shared with senior management employees and/or with Coveo’s employees on a need-to-know basis) in order to conduct or manage the recruitment process or for internal reporting.

Third-party service providers. We use third party service providers who perform services for us in connection with the recruitment process (for example, recruiting software providers, third-party providers performing psychological and psychometric evaluation of candidates, and recruitment consultants). We may also connect with attorneys in connection with our legal obligations.

Regulators, public authorities or agencies. As part of our legal obligations, we may have to share your PI with regulators, public authorities or agencies in order to perform our legal and/or regulatory obligations.

4. Why do we use your PI and on which lawful basis do we rely on

PURPOSE OF PROCESSING	LAWFUL BASIS	LAWFUL BASIS EXPLANATION
Process your application for employment and evaluate your eligibility against the position applied for &/or other positions at Coveo	Legitimate interests; Consent	Legitimate Interests. We process your PI to conduct and improve the recruitment process which includes assessing your suitability for a position at Coveo. If the General Data protection Regulation (“GDPR”) applies, we will process your PI based on our legitimate interests. We will ensure that such interests are not overridden by your fundamental rights and freedoms. Legal obligation. We may process your PI to comply with a legal obligation (for example, citizenship or immigration information). Your failure to provide PI may prevent or delay the fulfillment of our legal obligations and may impact our ability to employ you. Consent. We may rely on your consent in order to process your PI (where in accordance with applicable laws). Performance of a Contract. Coveo may also process your PI for the performance of a contract (including the intention to enter into a contract).
Communicate with you regarding your application, the recruitment process or other suitable opportunities available at Coveo
Verify your information, including through reference checks or third parties
Understand and improve our recruitment process
Keep records related to the hiring process
For global diversity and inclusion initiatives
Comply with the applicable legal and regulatory requirements	Legal obligations
Monitor diversity and equal employment opportunities, when required by applicable laws	Legal obligations; Consent

As part of our recruitment process, we may use artificial intelligence (“AI”) tools to help streamline application processing and improve efficiency (e.g., by generating summary transcripts of conversations). Please note that these tools are used solely to assist our recruitment team, and they do not make any final decisions regarding your application. All decisions are made by our team, ensuring that each application is reviewed under human supervision.

5. How long will we store your PI

We keep your PI for no longer than necessary for the purposes for which it is processed. The length of time will vary depending on the purposes. We may, for example, process and keep your PI for employment purposes if your application is successful and you are hired by Coveo. If your application is not successful, we will keep your PI for a period of time that allows us to contact you in case we have future job opportunities, respond to any inquiry you may have, establish, exercise, defend or bring any legal claim or comply with record retention requirements.

6. What rights do you have with respect to your PI

You may have certain rights related to your PI, depending on local data protection laws.

RIGHT	DESCRIPTION
ACCESS	You may have the right to request information about how we process your PI and obtain a copy of that PI. In particular, you can request: the purpose of the processing, the categories and specific pieces of PI processed, the recipients of your PI, the sources from which your PI is collected, the third parties with whom we share your PI.
RECTIFICATION	You may have the right to rectification of the inaccurate PI we hold about you.
ERASURE/DELETION	You may have the right to request the erasure of your PI.
RESTRICTION	In limited circumstances, you may have the right to restrict our use of your PI.
OBJECTION	You may have the right to object to the use of your PI, based on our legitimate interests described in this Notice.
PORTABILITY	You may have the right to receive your PI in a commonly used and machine-readable format and transmit it to a third party.
NOT TO BE SUBJECT TO AN AUTOMATED DECISION-MAKING	You may have the right not to be subject to a decision based solely on automated processing which produces legal effects or otherwise significantly affects you.
COMPLAINT	You have the right to lodge a complaint with a supervisory authority.

If we process your PI while relying on your consent, you may withdraw it at any time.

7. Information for California Applicants and Candidates

Under the California Consumer Privacy Act, the Virginia Consumer Data Protection Act, the Colorado Privacy Act, the Connecticut Act Concerning Personal Data Privacy and Online Monitoring and the Utah Consumer Privacy Act (‘US laws”). Coveo is required to make certain disclosures regarding California residents’ PI. Section 2 above contains a table detailing the categories of Applicant and Candidate PI we collect and its sources; Section 3 details to whom your PI might have been disclosed for a business purpose in the past 12 months; Section 4 discloses the purposes for which we collect your PI and Section 5 the periods for which we retain your PI.

Please note that Coveo does not Sell (as defined in US laws) your PI. We may share your PI with service providers or business partners with whom we have an agreement regarding the use of your PI. As a California resident, you have a right to opt-out of the sharing of your PI by:

selecting the option to opt-out of the use of cookies in the cookie settings banner;
turning on a Global Privacy Control in your web browser or browser extension. For more information on valid Global Privacy Control, please refer to this website: https://oag.ca.gov/privacy/ccpa.

To exercise any of these rights, please contact us at: privacy@coveo.com

8. What Security Measures do we implement

Coveo takes technical, physical and organizational measures to safeguard your PI. These safeguards are designed to prevent the loss, theft, unauthorized access, use, disclosure, alteration or destruction of your PII and are commensurate to the sensitivity of the information.

For instance, Coveo ensures that its personnel processing PI is bound by appropriate obligations of privacy and confidentiality and access to PI by Coveo personnel is performed on a need-to-know basis.

9. Will your PI be transferred internationally

Coveo has facilities and employees in different countries around the world. This includes Canada, the European Economic Area, the United Kingdom and the United States. We may also partner with third parties that process or host your PI on our behalf outside of your state or province in order to conduct our business. Therefore, your PI may be processed, transferred and/or accessed outside of your country or province of residence, including Quebec. When we send your PI across borders, we will process it only for the purposes outlined in this Notice and we will take steps to ensure that your PI is adequately protected abroad.

We may also transfer your PI to countries that are located outside of the European Economic Area and which may have a different level of protection for PI. In doing so, we make sure that your PI is adequately protected by implementing appropriate transfers mechanisms.

10. Changes to this Notice

If you have questions or concerns regarding the way your PI is being processed or about this Notice, please contact the Coveo Privacy Team at privacy@coveo.com.

We may modify or update this Notice from time to time. Each version of this Notice is identified at the top of the page by its date. We encourage you to review its content regularly.