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Applicant Privacy & Consent Notice

Last Updated: December 2025

Headquarters: Malvern, Pennsylvania, USA

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1. Introduction

 

Simply Spatial (“we,” “our,” “us”) is committed to protecting the privacy and security of individuals who apply for employment with our organization. This Applicant Privacy & Consent Notice explains how we collect, use, store, share, and protect personal information during the hiring process.

 

By submitting an application, you acknowledge that you have reviewed this Notice and consent to the practices described below.

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2. Information We Collect

 

During the recruitment process, we may collect the following categories of information:

 

A. Personal Identifiers

  • Full name

  • Email address

  • Phone number

  • Current city, state, and ZIP code

  • LinkedIn profile, GitHub, portfolio, or other professional URLs (optional)

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B. Employment & Professional Information

  • Resume, CV, or work history

  • Education, degrees, and certifications

  • Skills, tools, and technology proficiencies

  • Responses to application or interview questions

  • Portfolio samples or work products (if submitted)

  • Professional references (if provided)

 

 

C. Sensitive Information (Collected Only When Voluntarily Provided)

  • Work authorization status

  • Visa sponsorship requirements

  • Requests for disability-related accommodations

  • Optional demographic or self-identification information (race, gender, veteran status), if applicable

 

D. Technical Information

  • File uploads (resume, cover letters, supplemental materials)

  • Metadata such as submission date, time, and IP address (automatically logged by hosting systems)

 

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3. How We Use Applicant Information

 

We use the information collected for the following purposes:

  • Evaluate your qualifications, skills, and experience

  • Communicate regarding your application or interview process

  • Schedule interviews or consultations

  • Verify information you submit (where applicable)

  • Improve our recruitment processes and candidate experience

  • Comply with legal, regulatory, and audit requirements

  • Protect our systems and prevent misuse

 

We do not use applicant information for marketing unrelated to recruitment.

 

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4. How We Share Information

 

We do not sell, rent, or trade your personal information. We may share limited data only as necessary with:

 

A. Internal Teams

  • Hiring managers

  • Interviewers

  • Human Resources

  • Executive leadership

 

 

B. Trusted Service Providers

  • (Only as needed to support the hiring process and always bound by confidentiality agreements)

  • Esri/ArcGIS Survey123 and related cloud services

  • Microsoft 365 and secured internal systems

  • Background check providers (only with separate written consent)

  • CRM, analytics, or workflow platforms used internally

 

We do not share applicant data with third parties for commercial or advertising purposes.

 

 

5. How We Store and Protect Your Information

 

Applicant information is stored securely using:

  • Esri/ArcGIS Survey123 and associated Esri technologies

  • Microsoft 365 and associated Microsoft technologies

  • Secure internal company systems

 

 

We implement administrative, technical, and physical safeguards, including:

  • Role-based and need-to-know access

  • Secure cloud storage environments

  • Encryption in transit where available

  • Password-protected and identity-managed systems

  • Restricted access to hiring personnel only

 

 

While no system is entirely invulnerable, we maintain industry-standard security practices to protect applicant information.

 

 

6. Data Retention

 

We retain applicant information only as long as necessary for legitimate business or legal purposes, typically:

  • Up to 18 months for applicants not selected

  • Longer if required by law (e.g., compliance or audit obligations)

  • Immediate deletion upon request, when allowed by applicable regulations

 

You may request deletion of your information at any time unless retention is legally required.

 

 

7. Applicant Rights

 

Depending on your location, you may have the right to:

  • Access the information you submitted

  • Request corrections to inaccurate information

  • Request deletion of your data

  • Withdraw your application

  • Request a copy of this Notice

  • Ask questions about how your data is processed

 

 

To exercise these rights, contact us at careers@simplyspatial.com.

 

 

8. Accommodations for Individuals With Disabilities

 

If you require assistance or an accommodation during the application or interview process, please contact us at:

 

📧 careers@simplyspatial.com

 

We will take reasonable steps to support your participation in the hiring process.

 

 

9. Applicant Consent & Attestation

 

By submitting an application to Simply Spatial, you:

  • Affirm that the information you provide is true and complete

  • Authorize Simply Spatial to review, verify, and use your information for hiring purposes

  • Consent to the processing and storage of your information as outlined in this Notice

  • Understand that falsification or omission of information may result in disqualification or termination if hired

 

If you do not agree with the terms of this Notice, please refrain from submitting an application.

 

 

10. Contact Information

 

For questions about this Notice or our data practices, contact:

 

Simply Spatial – Human Resources

Malvern, Pennsylvania, USA

📧 careers@simplyspatial.com

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