PRIVACY POLICY FOR Meetings.bio, Inc. JOB CANDIDATES

(to be made available to job candidates from the beginning of the application process)

Please read this Privacy Policy carefully as it sets out how Meetings.bio, Inc. (“Meetings.bio, Inc.” “we” or “us”) uses personal data pertaining to job candidates (the “Candidates” “you”) i.e. “Candidates’ data”. If you have any questions about this Privacy Policy, please contact us at jobs@meetings.bio. We may change this policy from time to time so please check our website from time to time for any updates. If we make material changes in the way we use your personal data, we will acknowledge that in this policy or otherwise on our website, or by sending you an email to your email address that we are in possession of.

This Privacy Policy applies to our Candidates who apply for jobs with us. Other privacy policies may apply if we process the same persons’ data in another role. Notably, successful Candidates who get employed with us would become subject to our Employee Privacy Policy, which will be provided separately when relevant.

1. ABOUT US

We are Meetings.bio, Inc., a company registered in Delaware under company registration number 7828269 and have our registered office at 1209 Orange Street, Wilmington, Delaware 19801

2. OVERVIEW

For the purpose of the General Data Protection Regulation (GDPR), this policy applies to the situations where Meetings.bio., Inc. is the “Data Controller” of Candidates’ data.

3. THE BASIS FOR THE PROCESSING OF YOUR DATA

Meetings.bio, Inc. processes Candidates’ data as part of entering into the contract of employment.

Meetings.bio, Inc. further processes Candidates’ data based on its legitimate interest to assess the Candidates’ job applications, to evaluate their knowledge and abilities, to compare it to other candidates and for recruitment analytics purposes, and to make-/defend against potential claims. We may also process the personal data of previously unselected Candidates to contact them in case a new position for which they would fit becomes available. Where we rely on legitimate interest, we will carry out a Legitimate Interest Assessment to confirm that the interests that we have identified are not overridden by your rights and freedoms.

If you would not like us to contact you for future job opportunities, please contact us at jobs@meetings.bio

We may ask for your consent in other cases where we process your data. Such consent can be withdrawn at any time by contacting us at jobs@meetings.bio.

4. INFORMATION GATHERED

Candidates’ data may be collected directly from the data subjects or via other persons such as recruitment agents. It may further be obtained via open internet sources or legitimate subscription sources.

The data gathered would typically comprise name, contact details such as physical address, email address and telephone, curriculum vitae information such as past employment, education, and other qualifications, interests, or activities, interview notes and statements, application and circumstances concerning its submission and filing, plus correspondence and decision, including contract terms offered or considered.

5. THE USE OF YOUR PERSONAL INFORMATION

We may use the Candidates’ data we collect in order to:

• Analyse and compare job applications and Candidates;
• Test the Candidates’ knowledge, abilities and experience;
• Make a selection;
• Provide job offers, including employment agreements;
• Communicate with the Candidates;
• Perform HR and recruitment analytics;
• Make-/defend against claims.

6. RECIPIENTS OF YOUR INFORMATION

Candidates’ data may be shared with third parties such as:

• Storage providers
• HR and recruitment services providers
• Analytics providers
• Communications providers and web communications tools.
• Pre-employment screening test providers.
• Third parties if we are required to do so by law, or if we believe that such action is necessary to: (a) fulfil a government, or regulatory authority request; (b) conform with the requirements of the law or legal process; (c) protect or defend our legal rights or property, our websites or customers;
• Any other third parties with your express consent.

7. INTERNATIONAL TRANSFERS OF DATA

Candidates’ data may be transferred to, and stored at, destinations outside the European Economic Area (EEA) where the laws on processing personal data may be less stringent than in your country. It may also be processed by staff operating outside the EEA who work for us or for one of our agents or suppliers.

When your personal data is transferred to parties located outside of the EEA we shall undertake an assessment and take appropriate measures to ensure such third party will provide adequate security of such personal data and respect your rights to privacy. These safeguards are intended to ensure a similar degree of protection is afforded to your data wherever it may be transferred and may include:

• only transferring your personal data to countries which have been deemed to provide an adequate level of protection for personal data by the European Commission, including the US where the recipient is a participant entity in the EU/Swiss-US Data Privacy Framework and the UK extension to the EU-US Data Privacy Framework;
• entering into specific contractual terms which have been approved by the European Commission and which give personal data the same protection as within the EEA.

For further information on the safeguards used, please contact us at jobs@meetings.bio

8. DATA RETENTION

We may retain your personal data for as long as we require it for the purposes for which it is processed or as is otherwise required by applicable law. Our retention periods may be longer if that is necessary to make-/defend against actual or potential claims.

We may retain your data up to two years in order to contact you for future job opportunities. We will typically retain data for up to one year for HR and/or recruitment analytics purposes. After that, we will consider anonymising or deleting the data.

Email correspondence with the Candidates may be kept in line with our general correspondence retention policies, which may be up to six years.

When calculating the appropriate retention period for your data, we consider the nature and sensitivity of the data, the purposes for which we are processing the data, and any applicable statutory retention or limitation periods. Once the processing of the data is no longer required, we may securely delete or anonymise your personal data.

For more details about our retention periods, please contact us at jobs@meetings.bio

9. YOUR RIGHTS

Under the GDPR, you are entitled to certain rights in relation to our handling of your personal data, as described below.

-Request access to your personal data that we hold about you (commonly known as a “data subject access request” or DSAR). This enables you to receive a copy of the personal data we hold about you or are otherwise processing;

-The right to obtain without undue delay the rectification of inaccurate personal data concerning you, including the right to have incomplete personal data completed e.g. by means of providing a supplementary statement. This enables you to have any incomplete or inaccurate data we hold about you corrected. We will need to verify the accuracy of the new data you provide to us;

-Restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data, e.g. where the data is wrongfully processed but should not be erased for a reason listed in Article 18 (1) GDPR;

-Right to erasure (‘right to be forgotten’). This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it, except for information where a contract or legitimate interest continues to exist (e.g. to pursue claims);

-Object to processing of your personal data where we are relying on a legitimate interest (or those of a third-party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;

-You may exercise your right of data portability in a common, machine-readable form by obtaining your data by sending us an email request.

Where another mechanism is not provided, you can exercise the rights at any time by contacting us at jobs@meetings.bio

10. CONTACT AND COMPLAINTS

Should you have any complaints about how we handle your personal information, please contact us at jobs@meetings.bio. Should we be unable to resolve your complaint and you wish to take your complaint further, you may do so by contacting the relevant supervisory authority. You can find the list of EU supervisory authorities at Our Members | European Data Protection Board (europa.eu).

11. DATA PROTECTION OFFICER CONTACT DETAILS

Meetings.bio, Inc. has appointed a data protection officer for you to contact if you have any questions or concerns about the Meetings.bio., Inc.’s personal data policies or practices. Meetings.bio., Inc.’s data protection officer’s name and contact information are as follows:

Aphaia Ltd
Eagle House
163 City Road, London
EC1V 1NR
Telephone: +44 20 3917 4158
Email address: dpo@aphaia.co.uk