Last Updated: June 26, 2026
Poolside, Inc. and its subsidiaries and affiliates (the “Company,” “us”, or “we”) are committed to protecting the personal data of individuals who apply for employment opportunities with the Company. If you are located in the European Economic Area (EEA), Switzerland, or the United Kingdom (UK), please read this Privacy Notice to learn about how we handle your personal data in connection with the recruitment and hiring process, as well as your rights under applicable data protection laws.
In certain jurisdictions, we may work with an employer-of-record, professional employer organization, or other employment-services provider in connection with the hiring or onboarding process. Such providers may process personal data for their own purposes and may provide you with separate notices describing their privacy practices.
We may update this Privacy Notice from time to time to reflect changes in our practices, legal requirements, or business needs. When we make changes, we will update the “Last Updated” date at the top of this Privacy Notice. Where required by applicable law, we will take appropriate steps to notify you of material changes.
Purposes for Processing Your Personal Data
Generally, we process your personal data to evaluate your suitability for employment opportunities with the Company, manage our recruitment and hiring activities, protect the Company’s legitimate interests, and comply with applicable law. Our purposes for processing include:
- Manage recruitment and hiring processes, including reviewing applications, assessing qualifications, communicating with candidates, scheduling and conducting interviews, evaluating candidates, making hiring decisions, and preparing and extending employment offers.
- Verify information provided by candidates, including conducting reference checks, background checks, and other pre-employment screening activities where permitted by applicable law.
- Manage immigration and work authorization matters, including assessing eligibility to work, obtaining and maintaining required visas or permits, and complying with immigration-related obligations.
- Improve and administer our recruiting processes, including evaluating the effectiveness of our recruitment activities, maintaining talent pipelines, and analyzing applicant demographics and recruitment trends where permitted by applicable law.
- Protect the Company, including protecting the security of our facilities, systems, personnel, and property; enforcing our policies; preventing, detecting, and investigating fraud, misconduct, or other unlawful or prohibited activities; and establishing, exercising, or defending legal claims.
- Comply with applicable law, including recordkeeping requirements, responding to requests from government authorities, and meeting regulatory, compliance, and reporting obligations.
We may use AI-enabled or other tools to support application review and candidate evaluation. These tools do not replace human review, and the Company does not make hiring decisions or adverse screening decisions based solely on automated processing.
We generally use your personal data only for the purposes described in this Privacy Notice or for purposes that are compatible with those purposes. If we wish to use your personal data for a materially different or incompatible purpose, we will determine whether the new use is permitted under applicable law, identify an appropriate legal basis, and provide any required notice before the processing occurs. Where required by law, we will also obtain your consent before proceeding.
What Categories of Personal Data Do We Collect?
In this Privacy Notice, we use the term “personal data” to refer to information relating to an identified or identifiable person. Depending on your interactions with us and the stage of the recruitment process, we may collect the following categories of personal data:
- Identification and Contact Information, such as your name, contact details, date of birth, government-issued identifiers, and similar information.
- Recruitment, Education, and Professional Information, such as information contained in your application materials, qualifications, employment history, educational background, certifications, references, interview notes, assessment results, and information obtained through reference checks, background checks, and other pre-employment screening activities where permitted by applicable law.
- Communications and Recruitment Activity Information, such as correspondence with you regarding employment opportunities, information relating to your participation in interviews and assessments, and records relating to the recruitment process.
- Systems, Device, and Usage Information, such as information relating to your use of our careers website, recruiting platforms, systems, applications, and other technology resources used in connection with the recruitment process.
- Audio, Visual, and Similar Information, such as photographs, video recordings, audio recordings, and similar content collected or provided during the recruitment process.
- Immigration and Work Authorization Information, such as information necessary to verify your eligibility to work and to comply with applicable immigration and employment laws.
- Sensitive Personal Data, where permitted or required by applicable law, such as information concerning health, racial or ethnic origin, religious or philosophical beliefs, trade union membership, or other special categories of personal data that may be relevant to the recruitment process or required by law.
Where providing personal data is mandatory, we will endeavor to indicate this at the point of collection. If you choose not to provide such information, we may be unable to process your application, assess your suitability for a position, proceed with the recruitment process, or offer you employment.
Special Categories of Personal Data
We may collect and process certain special categories of personal data about you, such as information concerning health, racial or ethnic origin, religious or philosophical beliefs, trade union membership, or other special categories of personal data, to the extent necessary to administer the recruitment process, comply with applicable legal obligations, or as otherwise permitted by applicable law. For example, we may process such information to assess requests for accommodations during the recruitment process, comply with equal employment opportunity or other legal obligations, establish, exercise, or defend legal claims, protect your vital interests or those of another person, or where you have provided your consent as required by applicable law. Where we process special categories of personal data, we do so only where an appropriate legal basis and condition for processing applies under applicable law.
How We Share Your Personal Data
We may share personal data with the following categories of recipients:
- Affiliates within our corporate group and any companies that we acquire in the future, including where relevant to evaluating your candidacy, managing recruitment activities, or considering you for employment opportunities.
- Service providers and business partners, including providers of recruiting, background screening, technology, hosting, communications, applicant tracking, assessment, employer-of-record, and other employment-related services.
- Professional advisors, including legal, accounting, auditing, insurance, and other advisors.
- Recruiting partners involved in the recruitment process, such as recruiting agencies, referral sources, and providers of background checks, employment verification, and similar services, where permitted by applicable law.
- Third parties involved in corporate transactions, such as those involved in a merger, acquisition, reorganization, financing, or dissolution of the Company, or an entity that acquires our business or assets.
- Public authorities where required or permitted by applicable law, including judicial, regulatory, law enforcement, and governmental authorities.
We may also disclose personal data where necessary to establish, exercise, or defend legal claims; protect the rights, safety, security, or property of the Company, our personnel, applicants, or others; investigate suspected misconduct; or comply with applicable law.
Some recipients, including employer-of-record, professional employer organization, payroll, and other employment-services providers, may process personal data on our behalf or as separate controllers for their own purposes, depending on the services provided and applicable law.
Data Retention
We retain personal data for as long as necessary to fulfill the purposes described in this Privacy Notice, including evaluating candidates, managing recruitment and hiring activities, maintaining records relating to the recruitment process, complying with legal obligations, resolving disputes, and establishing, exercising, or defending legal claims. When determining how long to retain personal data, we consider factors such as the nature and sensitivity of the information, the purposes for which it is processed, applicable legal and regulatory requirements, applicable limitation periods, and our operational needs. We may retain personal data for longer where required or permitted by applicable law. We may also retain information in an aggregated, anonymized, or de-identified form that no longer identifies you.
Sources of Personal Data
We collect personal data directly from you and, where appropriate, from recruiters and recruiting agencies, professional networking platforms, employee referrals, references, former employers, educational institutions, employment-services providers, providers of background checks and other pre-employment screening services, publicly available sources, our affiliates, and other third parties involved in the recruitment process.
Legal Bases for Data Processing
We process personal data on one or more lawful bases recognized under applicable data protection laws, including where processing is necessary to take steps at your request prior to entering into an employment contract; to comply with a legal obligation; for our legitimate interests or those of a third party; to protect the vital interests of any person; or where you have provided your consent, where required by applicable law.
Your Individual Rights
You have the right under applicable law to request access to, correction of, or deletion of your personal data; restrict or object to certain processing of your personal data; and request a copy of certain personal data in a portable format. Where we process personal data based on your consent, you may withdraw your consent at any time, although doing so will not affect the lawfulness of processing that occurred before your withdrawal. We may request information necessary to verify your identity before responding to your request. In certain circumstances, applicable law may permit or require us to decline a request, in whole or in part. To exercise your rights, please use the contact information below.
You have the right to lodge a complaint with a competent data protection authority if you believe that our processing of your personal data violates applicable law.
Cross-Border Data Transfers
As a global business, we may transfer your personal data to recipients in locations outside the country in which you work or reside, such as the United States, for the purposes described in this Privacy Notice. Where required by applicable law, we rely on approved transfer mechanisms, which may include the European Commission’s Standard Contractual Clauses and equivalent mechanisms recognized in the United Kingdom and Switzerland, to safeguard international transfers of personal data. You may request additional information regarding these safeguards using the contact information provided below.
Contact
One or more Company entities may process your personal data as controllers for the purposes described in this Privacy Notice, including the Company entity that administers the recruitment process and, where applicable, the Company affiliate responsible for the position for which you apply. For questions about which Company entity or entities are responsible for processing your personal data, please contact us using the information below.
In certain jurisdictions, we may work with an employer-of-record, professional employer organization, or other employment-services provider in connection with the recruitment, hiring, or onboarding process. Depending on the services provided and applicable law, such providers may process personal data on our behalf or as separate controllers for their own purposes. Where applicable, those providers may provide additional privacy notices to you describing their processing activities.
If you have any questions regarding this Privacy Notice, our processing of your personal data, or your privacy rights, please contact privacy@poolside.ai.