Applicant Privacy Notice

Updated on October 23, 2020

This page provides additional details on Puppet Inc. and its applicable affiliates (collectively referred to here as “we,” “our” or “Puppet” privacy practices associated with the processing of personal information submitted by job applicants (“applicants”) including through the Careers section of Puppet’s website to which our separate website privacy policy and cookies policy also apply.

Personal Information We Collect and How We Use This

a) Information you provide

When you apply to work with Puppet, we may collect the following information from you:

• Contact information: your, phone number, email and postal address so that we can acknowledge, process and communicate with you about your application.
• Identity information: your name, date of birth and any issued identification which is used to verify your identity, validate legal right to work in particular jurisdictions and enable us to conduct background checks where required for certain roles (and conducted in accordance with applicable law).
• Attainment and experience information: your job qualifications and employment history including prior employment, relevant positions and dates, significant accomplishments, education, degrees or certifications obtained, dates and issuing institutions and other relevant awards or achievements. We use this information to evaluate your application, prepare for any interview and review background checks or references we receive. Resumes submitted to Puppet for review should only include information directly relevant to your application.
• Financial information: we may process financial or payment details in connection with reimbursing any applicants for expenses incurred as part of the application process (including certain travel expenses where applicable).
• Equality information: including sensitive data relating to racial or ethnic origin or religion may be requested but only as necessary ensure equality and fairness in recruitment processes so far as this is required by law.

b) Information we obtain from other sources

• Reference information: During the hiring process we may obtain information about you from publicly available sources or from third parties including references and from background check suppliers.

When We Share Personal Information

We may disclose your personal information to members of our human resources team, technical support personnel and relevant Puppet affiliate team managers for the role you are applying, in order support the application process and to take hiring decisions.

We may share information with third parties to assist in administering and assessing applications we receive, in particular, technology support providers, external reference agencies, referees or travel and expense management service providers.

When we share your personal information as described, it may be stored by us or our service providers. Those we work with will only process your personal information in accordance with our instructions and subject to contractual safeguards where required.

Retention

If your application is successful, we will move your recruitment information to your employment files. We will only move information that is relevant to your on-going employment.

If your application is unsuccessful(or you withdraw your application), we will hold your data for a period after the position is filled, where we may consider you for other employment opportunities and to the extent necessary to enable Puppet to comply with any legal reporting obligations or in order to  exercise, defend or otherwise resolve any legal claims in respect of the application process.

Your Choice and Rights

You have rights to correct, update, request access to or deletion of your personal information as described in Puppet’s Privacy Policy.If you wish to have your resume completely removed from Puppet’s systems, please send an email to privacy@puppet.com.

How to Contact Us

If you have questions or concerns about Puppet’s privacy practices or to exercise any of your rights and choices as described in this Notice, you can contact us using the information available in Puppet’s Privacy Policy.

Applicants in the UK and EEA

If you are an applicant in the UK and European Economic Area (EEA) applying for a position within Puppet, then Puppet Inc. and the relevant Puppet affiliate in the country where the job you apply for is located, will be the controller responsible for the collection and processing of your personal information. In particular:

UK – Puppet Labs Limited Aldgate Tower, 2 Leman Street, London E1 8FA, United Kingdom

Germany – Puppet Labs GmbH Willy-Brandt-Straße 23-25, 20457 Hamburg Deutschland

Romania – Puppet Labs S.R.L 6th Floor, Vox Technology Park, Calea Torontalului 69, Timișoara 300254, Romania

The following sections provide additional information under the EU General Data Protection Regulation (“GDPR”) and applicable national data protection law.

Legal Basis for Processing

Data protection law requires us to only use your data where we have a legal basis to do so. We may use more than one legal basis depending on the processing activity.

1. Pre-contractual steps – We will process contact, identity, attainment and experience and reference information to take steps at your request, to assess the suitability of your application for a contract of employment with Puppet.
2. Legitimate interest. We may process identity and reference information in our legitimate interest to administer verify and progress your application.
3. Compliance with a legal obligation. Processing may be necessary for compliance with a legal obligation to which a Puppet affiliate is subject, including processing of equality information for statutory recording and/or reporting obligations to ensure equality and fairness of treatment in recruitment.
4. Consent. We generally do not need consent for data processing activities related to your application, if we require your consent we will provide you with details and the reason we need it, so that you can consider whether you wish to consent. It is not a condition that you agree to any request for consent from us.

Data Protection Rights

In addition to the rights set out above, Applicants in the UK and EEA can object to processing of their personal information, ask us to restrict processing of their personal information or request portability of their personal information. Where consent to the use of personal information has been obtained, it can be withdrawn at any time with future effect. Withdrawing consent will not affect (1) the lawfulness of any processing we conducted prior to the withdrawal, or (2) processing personal information under other legal bases.

Rights in relation to automated decision-making arise whenever an electronic system uses personal information to make a decision without human intervention. We do not envisage that any decisions will be taken about you using automated means during the course of your application process with us. However we will notify you in writing if this position changes.

If you believe we are using your personal information in a way that is inconsistent with this Privacy Policy, you have the right to contact and complain to your local data protection authority (contact details are available here.)

Transfers outside of the UK and EEA

Due to the international nature of our business, personal information originating in the UK and EEA may be transferred to a Puppet entity outside the UK and EEA in a jurisdiction that does not have an “adequate level of protection” as determined by the European Commission. Personal information may also be processed outside the UK and EEA by one of our service providers who act on our behalf. Puppet relies on contracts that include the EU standard contractual clauses unless particular transfers are otherwise permitted due to legal derogations for specific situations.