Effective date: April 2024
Last revised: November 7, 2025
This Candidate Privacy Notice outlines how CapIntel Inc. ("CapIntel," "we," "us," or "our") collects, uses, discloses, and retains personal information of individuals who apply for employment or are considered for roles within CapIntel, including those located in Canada and the United States.
1. Scope of this notice
This Notice applies to personal information collected during the recruitment process, including:
- Direct applications
- Referrals
- Sourcing via third-party platforms
- Communications with recruiters or hiring managers
2. Information we collect
We may collect personal information from you directly or through third parties, including:
Information You Provide:
- Contact details (name, address, email, phone number)
- Date of birth
- Employment history (CV/resume, cover letter, references)
- Identity verification documents (passport, birth certificate)
- Work authorization documents (e.g., SIN, SSN, visa)
- Education history (degrees, transcripts, certifications)
- Demographic information (voluntarily provided)
- Accommodation or accessibility needs
Information from Other Sources:
- Background check data (employment, education, criminal history)
- Publicly available professional information (e.g., LinkedIn)
- Recruiter notes or referral details
3. How we use this information
CapIntel processes candidate personal information for the following purposes:
| Purpose | Legal basis |
|---|---|
| Communicating with candidates | Legitimate interest; pre-contractual necessity |
| Evaluating qualifications and suitability | Legitimate interest |
| Conducting interviews and assessments | Legitimate interest |
| Performing background checks (where lawful) | Legitimate interest; consent where required |
| Verifying work eligibility | Legal obligation |
| Facilitating onboarding preparation | Legitimate interest |
| Internal reporting and recruitment process improvement | Legitimate interest; consent where required |
| Diversity and inclusion analysis | Consent (voluntary and anonymized) |
4. Use of AI tools
CapIntel may use AI-enabled tools to support note-taking during interviews. These tools do not assess candidates or make hiring decisions. All decisions regarding candidate evaluation are made by human reviewers.
5. Data Sharing
We may share your personal information with:
- CapIntel group entities for recruitment and onboarding
- Third-party service providers (e.g., Greenhouse, Juicebox, Certn)
- Government authorities or regulators when legally required
- Vendors who store or process data across borders
We ensure that third-party providers are contractually obligated to protect your personal information in accordance with applicable laws.
6. Cross-Border Data Transfers
Due to the nature of our operations and vendor relationships, your personal information may be transferred to and stored in jurisdictions outside your country of residence, including the United States. We implement appropriate safeguards to protect such data transfers.
7. Data Retention
CapIntel retains candidate personal information for 1,096 days (3 years) from the date of last activity, unless:
- You are hired (data transitions to employee records)
- You consent to longer retention for future opportunities
- Retention is required by law or necessary to protect our legal interests
8. Your Rights
Subject to applicable laws, you may have the right to:
- Access and correct your personal information
- Request deletion or restriction of processing
- Withdraw consent (where applicable)
- Object to certain processing activities
- Request data portability
- Lodge a complaint with a supervisory authority
CapIntel may require identity verification before fulfilling such requests. Requests may also be submitted through authorized agents.
9. Contact Us
For questions, concerns, or to exercise your rights, please contact:
Email: people@capintel.com
CapIntel does not sell candidate personal information or use it for cross-context behavioral advertising. We may update this Notice periodically and will communicate changes via our careers page or directly where required.
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