Data Privacy Notice for Candidates

Types of Data Collected

Plotly collects the following types of personal information from job applicants:

• Identification and Contact Information: Name, address, phone number, email address.
• Professional Information: Resume, cover letter, work history, qualifications, and references.
• Assessment and Interview Data: Notes from interviews, test results, and communication records.
• Demographic Information (optional): Data voluntarily provided for diversity and inclusion purposes, such as gender or race.
• Background Check Information: If applicable, this may include criminal background checks, credit checks, or other legally permissible background verifications.

How We Collect Your Data

• Directly from you during the application process via Plotly’s website or job platforms.
• From third-party recruitment platforms (such as LinkedIn or job boards) if you applied through these services.
• From references or background check services with your consent.

Plotly does not sell data for any purposes.

Plotly collects and processes candidate data for the following purposes:

• Assessing your qualifications for the job position you have applied for.
• Communicating with you about your application and the recruitment process.
• Considering you for future job opportunities if consented.
• Ensuring compliance with legal and regulatory obligations, including equal employment opportunity and anti-discrimination laws.
• Internal reporting and analytics for recruitment process improvements.

Under PIPEDA and CCPA, the legal basis for collecting and processing your data is as follows:

• Reasonable Purpose (PIPEDA): We collect personal information for purposes a reasonable person would consider appropriate in a recruitment context.
• Notice and Disclosure (CCPA): We inform candidates about the personal information we collect and their rights regarding that information.

Under GDPR, Plotly processes your personal information based on the following legal considerations:

• Consent: You provide your explicit consent when submitting your application.
• Legitimate Interest: We process your data to assess your qualifications for the role and to manage the recruitment process efficiently.
• Legal Obligation: Certain data is processed to ensure compliance with legal requirements, such as employment laws and regulations.

• Active Candidates: Your data will be retained until the recruitment process is completed or you withdraw your application.
• Unsuccessful Candidates: If you are not selected for the role, your data will be retained for up to 2 years to consider you for future job opportunities unless you request deletion.
• Hired Candidates: If you are hired, your data will be retained following Plotly’s employee data retention policy.
• Legal Compliance: Some data may be retained longer to comply with legal obligations, such as anti-discrimination laws and auditing requirements.

Plotly conducts an annual review of candidate data to securely delete or anonymize data that is no longer needed.

Right to Access

• You have the right to request access to the personal data Plotly holds about you. Upon request, Plotly will provide a copy of your data, details on how it is being processed, and why it is retained.
• Response Time: Plotly will respond to access requests within 30 days.

Right to Correction

• You can request correction of inaccurate or incomplete data. Plotly will make the necessary corrections upon verifying the accuracy of the new information.

Right to Deletion ("Right to be Forgotten")

• You have the right to request the deletion of your personal data, subject to any legal obligations requiring Plotly to retain it.
• Response Time: Deletion requests will be processed within 30 days unless legal retention obligations apply.

Right to Object or Withdraw Consent

• You may object to the processing of your personal data or withdraw your consent at any time. This may impact Plotly’s ability to consider you for a position.

Third-Party Service Providers

Plotly uses third-party service providers to assist in the recruitment process (e.g., applicant tracking systems, background check providers). These providers are subject to data protection agreements and will only process your personal data for recruitment purposes.

Cross-Border Data Transfers

If Plotly transfers your data outside of Canada (e.g., to the U.S. or EU), appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) for European candidates. Cross-border transfers comply with PIPEDA, GDPR, and CCPA.

Legal Requirements

Plotly may disclose your personal data to comply with legal obligations or to protect the rights and safety of Plotly, our employees, or others.

Plotly implements industry-standard security measures to protect your personal data from unauthorized access, disclosure, or alteration. These measures include:

• Encryption of data in transit and at rest.
• Access controls to ensure that only authorized personnel can access candidate data.
• Regular audits and security assessments to ensure data protection compliance.

• Plotly retains personal data only as long as necessary for recruitment purposes or as required by law.
• Upon reaching the end of the retention period, personal data is securely deleted or anonymized.
• Plotly ensures that backup data is also subject to retention and deletion cycles.

Plotly complies with the privacy laws by ensuring transparency in data handling and providing the following rights:

• Right to Know: You have the right to request what categories of personal information are being collected and how they are used.
• Right to Delete: You can request deletion of your personal data, subject to legal exceptions.
• Right to Non-Discrimination: Plotly will not discriminate against candidates for exercising their rights.

Plotly does not sell candidate personal data, but you have the right to opt out of any future sale of your data.

For any questions about this privacy policy or to exercise your data rights, please contact Plotly’s Data Privacy Officer (DPO) at:

Email: privacy@plotly.com

This privacy policy may be updated from time to time to reflect changes in privacy regulations or Plotly’s internal practices. Any significant changes will be communicated to candidates.