CCPA Compliance

Last Updated : 28th January 2025

At Soana, we are committed to respecting and protecting the privacy of individuals who engage with us during the employment process. This California Employment Candidate Privacy Policy explains how we collect, use, disclose, and safeguard the personal information of candidates who apply for employment, internships, or contractor roles with Soana. It is designed to provide transparency about our data practices and to comply with the California Consumer Privacy Act (CCPA), along with other applicable privacy laws. By providing your personal information during the recruitment process, you acknowledge and agree to the practices outlined in this Privacy Policy.

Scope of the Privacy Policy

This Privacy Policy applies specifically to individuals located in California who are seeking employment, internship, or contractor opportunities with Soana. It governs the collection, use, and disclosure of
personal information provided during the recruitment and hiring process. Please note that this Policy is strictly limited to recruitment and hiring activities; it does not cover personal information collected from employees, contractors, or other individuals outside of the application process. For employees or other workers, a separate privacy policy will apply.

Categories
of Personal Information Collected

Soana collects various types of
personal information from candidates as part of the recruitment and hiring
process. This information may include:

Identifiers: Such as your name,
mailing address, email address, phone number, and other contact
information.

Employment-Related Information:
Including your resume, employment history, qualifications, references,
education details, and other information relevant to assessing your
suitability for a role.

Characteristics of Protected
Classifications: Information such as gender, age, race, ethnicity,
disability status, or other characteristics protected under California
law, when voluntarily provided or required for compliance purposes.

Internet or Network Activity: Data
regarding your interactions with our online application portals or
recruitment platforms, such as browsing history, log data, and device
information.

Sensitive Personal Information:
Such as your Social Security Number, driver’s license number, passport
information, or other government-issued identification, where necessary to
verify identity or conduct background checks.

This information is collected directly from candidates, third-party service providers, or public sources, as permitted by applicable law.

Purposes
for Collecting and Using Personal Information

The personal information
collected from candidates is used for several purposes to facilitate and manage the recruitment process. These purposes include:

Evaluating Qualifications for
Employment: Reviewing applications, resumes, and supporting documentation
to determine a candidate’s suitability for the role.

Communicating During the
Recruitment Process: Sending updates, scheduling interviews, and providing
information about the application status.

Conducting Background Checks:
Performing lawful background screenings, where applicable, to verify
credentials and ensure compliance with company policies and legal
requirements.

Complying with Legal and Regulatory
Obligations: Collecting and retaining information as necessary to meet
obligations under labor laws, equal employment opportunity laws, and other
applicable regulations.

Ensuring Workplace and Recruitment
Security: Protecting against unauthorized access, fraud, or other security
risks related to the recruitment and hiring process.

Soana is dedicated to collecting
and using personal information responsibly and only for legitimate purposes
directly related to the recruitment and hiring process.

Disclosure of Personal Information

Soana may share the personal information collected from candidates with specific third parties to facilitate the recruitment and hiring
process or comply with legal and regulatory requirements. These third parties include:

Service Providers: Companies that
provide services on our behalf, such as background check providers,
recruitment platform operators, or communication service vendors.

Legal or Regulatory Authorities:
Entities to whom we are required to disclose information under applicable
laws or regulations, such as government agencies or courts.

Internal Systems for Recruitment
Purposes: Authorized personnel within Soana who require access to personal
information
to evaluate qualifications, manage applications, or ensure compliance with
hiring protocols.

Soana does not sell personal information as defined by the
California Consumer Privacy Act (CCPA). All disclosures are made strictly for business purposes, in line with our commitment to protecting candidate privacy and maintaining transparency.

Use of Cookies and Online Tracking

Soana's online application portals and recruitment systems may use cookies or similar tracking technologies to enhance the candidate experience and improve the functionality of these platforms. These technologies collect data about user interactions, such as browsing behavior, login activity, and system preferences.

Candidates can manage their cookie preferences or tracking settings through their browser or device settings. Most browsers allow users to disable cookies or set preferences for when cookies are accepted. Please note that disabling cookies may impact certain features or functionality within the application portal.

Soana ensures that any data collected through tracking technologies is used responsibly and in compliance with applicable privacy laws to support recruitment and hiring operations.

Retention
of Personal Information

Soana retains candidate personal
information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, such as evaluating qualifications, complying with legal requirements, or maintaining records for business purposes. The retention period for candidate data is determined based on factors including the nature of the position applied for, applicable legal obligations, and the company’s operational needs. Once the retention period has expired, or the information is no longer needed, Soana securely deletes or anonymizes the data in accordance with applicable laws and industry standards.

Candidate
Rights Under California Law

Under California law, candidates have specific rights regarding their personal information. Soana is committed to honoring these rights and ensuring transparency and fairness in handling candidate data.

To exercise any of these rights,
candidates may submit a request by contacting Soana via the email or phone
number provided below. Soana will verify the identity of the requester to ensure the protection of personal information before processing any request.

Sensitive
Personal Information

Soana collects certain sensitive
personal information from candidates as part of the recruitment process, which may include government identification numbers, social security numbers, or demographic data. This information is collected solely for compliance with legal, regulatory, and employment-related purposes, such as background checks, verifying eligibility for employment, or complying with equal employment opportunity laws. Soana ensures that sensitive personal information is handled with the utmost care and is only used in ways that are strictly necessary for
these purposes.

Under the California Consumer Privacy Act (CCPA), Soana does not use sensitive personal information for purposes beyond those expressly permitted by law. This includes prohibiting the use of sensitive information for profiling, advertising, or any other non-compliant purposes. Soana is committed to safeguarding the privacy and confidentiality of sensitive personal data throughout the recruitment process and beyond.

Security
Measures

Soana takes the protection of candidate information seriously and employs a range of security measures to safeguard personal data against unauthorized access, theft, or loss. These measures include encryption, secure storage protocols, and access controls that limit who within the organization can access sensitive data.

Additionally, Soana regularly reviews and updates its security practices to adapt to emerging risks and to ensure that personal information is protected at all stages of the recruitment process. While no system can be entirely foolproof, Soana works diligently to
provide a secure environment for candidates' data and mitigate potential
vulnerabilities.

By implementing these security protocols, Soana aims to provide candidates with peace of mind, knowing their personal information is being handled with the highest level of care and protection.

Changes
to This Privacy Policy

Soana reserves the right to update or modify this Privacy Policy from time to time. Any changes to the Privacy Policy will be communicated through appropriate channels, including by posting the revised policy on our website and indicating the effective date of the update. In cases where significant changes are made to the policy,
candidates will be notified directly, where required by law. We encourage candidates to periodically review this Privacy Policy to stay informed about how their personal information is being handled. By continuing to engage with Soana after any updates, candidates acknowledge and accept the terms of the revised Privacy Policy.

Contact
Information for Privacy Questions or Requests

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact Soana at the following:

contact@soanatogether.com

Our privacy team is available to assist with inquiries related to your rights, the collection and use of your personal information, or any other privacy concerns you may have.

Acknowledgment
of Receipt

By submitting your application or engaging in the recruitment process with Soana, you acknowledge that you have received, read, and understood this Privacy Policy. If required for compliance with applicable law, you may be asked to confirm your acknowledgment through a digital signature or checkbox on the application portal. It is your responsibility to review this Privacy Policy periodically to stay informed about any changes. By continuing with the recruitment process, you consent to the collection and use of your personal information as outlined in this policy.