We have two Privacy Policies, to clearly set out the different ways that we collect, manage, use and disclose the information of:
For candidates who interact with us using our interview platform only, we act as a ‘processor’ of your personal data. The organisation where you’ve applied for a job will remain the ‘controller’ of your personal data. If you have any questions about how that organisation uses your personal data, we recommend you contact them directly to find out more.
Sapia&Co Pty Ltd (“Sapia”, “we”, “our”, or “us”) is a software provider, who offer talent intelligence software to our clients. Our clients have chosen us to provide you with an online interview or questionnaire. Using our artificial intelligence solution, we derive patterns from your free-text answers collected during the interview process.
If you are a United Kingdom (UK) or European Economic Area (EEA) resident, our representative for data protection queries is Prighter, whose details are available here.
When you apply for a job with one of our clients, we need to collect your personal data so our client can offer you an online interview. You might give this information to us directly, or our client may provide it. The data we collect will include your full name, email address, phone number, location, IP address, browser information and any other information requested on the application that the organisation you are applying to has asked us to collect.
When you complete your online interview or questionnaire, we’ll collect your answers and make these available to the organisation where you are applying. In some cases, we may also collect video responses.
In simple terms, your personal data is used to identify you in our Platform (so the organisation knows who you are). If your personal data is not collected, our clients will be unable to assess your suitability for available roles properly.
We may also use anonymised personal data for testing our Artificial Intelligence (AI). This data ensures that candidates are not disadvantaged during the interview regardless of their gender, ethnicity, age, or other protected characteristics. However, we promise that we never use your personal data in our AI algorithms. Hence, it has no impact on assessing your suitability for a role.
When completing an interview through Sapia, we may ask questions about your health status, background, racial or ethnic origin, or other genetic information. The personal data we request will differ between our clients, and answering is generally optional.
Our clients may use the personal data we collect to understand better the diversity of their candidates’ and their employees, but only at a general level. They can only view the overall data and not your data specifically. Your personal data is anonymised once collected and before being shared with any of our sub-processors or disclosed outside your region (more on this below).
We may use your anonymised personal data to test our AI to make sure we are not discriminating against candidates.
We process the personal data we collect and share it with certain sub-processors on our behalf to evaluate your capabilities. As a result, we generate a personality and behavioural profile that our client can then utilise to make hiring decisions and coach and improve performance once employed.
As mentioned above, we also process your anonymised personal data to improve our Platform through machine learning and testing for adverse impact. In addition, we use behavioural information to improve our Platform and provide you with a better experience.
Like most organisations, we may share your data with several third-party services and tools to run our Platform. These are known as sub-processors. Think about it. Suppose you were applying for a loan from a bank. In that case, they would likely need to share your personal data with credit reference agencies before they make a lending decision. In our case, we use sub-processors to help provide us computing power, communicate with you and analyse your data. By disclosing your personal data, including sensitive information to us on the Platform, you consent to this information being provided to third parties to run the Platform and provide services to you and our clients. These third parties may include parties based in the United States of America. Ask us for more details.
We may also share personal data with prospective buyers of our business under our legitimate interest to ensure the buyer can continue our business.
We store and process the data we collect from you in the same geographic region of our client (the company you are applying to work with). For example, suppose you live in Australia but apply to work with an American organisation. In that case, your data will likely be stored and processed in the USA.
If our client does not define a retention policy, we will retain your personal data for as long as they remain a client of Sapia unless they (or you) ask us to delete it. If you ask us to delete your personal data, we will either permanently de-identify or delete it unless we require it for legal reasons.
In some circumstances, we carefully anonymise your personal data so that it can no longer be associated with you, and we may use this anonymised information indefinitely without notifying you. We use this to test our AI solution for any adverse impact.
You have various rights under applicable data protection and privacy laws, including the right to:
To exercise any of your data privacy rights, you should contact the organisation you’ve applied for a role with in the first instance.However, if you wish to contact us (firstname.lastname@example.org), we will do our best to help you.
You also have the right to complain about us collecting and using your personal data with your relevant supervisory authority. Contact details are freely available, but we have included links to some common supervisory authorities below:
If you are a United Kingdom (UK) or European Economic Area (EEA) resident, our representative for data protection queries is Prighter, whose contact details are available here.