Recruitment Privacy Notice
This Notice describes how Advanced RPO collects and uses your personal information when you apply for a position with Advanced RPO.
Section 1 The data controller
The “data controller” of the personal information collected and processed about you is Advanced RPO, who is responsible for deciding how and why your personal information is used and ensuring that your personal information is handled lawfully.
Advanced RPO uses the services of its affiliate, Advanced Personnel, Inc. (“Advanced Personnel”), to perform certain tasks associated with the recruitment process. Advanced RPO and Advanced Personnel are each based in the USA. This means that, wherever you are based, these affiliates will process your personal information in the USA. Advanced RPO will remain the data controller and Advanced Personnel will act as data processor on behalf of Advanced RPO.
Where we use the terms “we” in this policy, we mean Advanced RPO and/or Advanced Personnel acting as a data processor on behalf of Advanced RPO.
Advanced RPO may use the services of an “employer of record” agency or its affiliate, Advanced RPO Canada Inc. (each referred to herein as the “Agency”) to hire employees and other workers. If you are successful in your application for a position, your contract will be with the Agency. The Agency will therefore also be a data controller of the data the Agency holds to administer your employment. If your application is successful, you will be notified which Agency will be your employer of record.
Section 2 Collecting Personal Information.
You will be required to provide personal information directly to Advanced RPO to progress your application for a position. We ask for certain data, including educational and employment background, contact information and preferences, job qualifications, and jobs for which you would like to submit an application. You also may be required to provide Advanced RPO additional information, such as your CV, resume, transcripts, employment references and related information, and compensation requests.
In addition, Advanced RPO may collect information relating to you from third parties. For example, we may ask previous employers for a reference and, if we conduct background checks in accordance with applicable law, we will receive data from third parties in connection with those background checks. We might also obtain information about you from LinkedIn or other on-line professional networks.
Advanced RPO web sites, including our applicant tracking system where your initial application is submitted (either by you or by us), may use cookies and other electronic communication protocols. For further information, please consult the Advanced RPO Privacy and Cookie Policy at https://www.advancedrpo.com/privacy/.
Section 3 Sensitive Personal Information.
Advanced RPO does not request or require sensitive personal information concerning religion, health, sexual orientation, or political affiliation in connection with recruiting. We collect and process other sensitive personal data in the following circumstances:
- If you have a disability and would like Advanced RPO to consider any accommodation, you may provide that information (health data) during the recruiting process.
- In some countries we ask for information such as race or ethnicity for the purpose of monitoring equal opportunity; however, we do not require applicants to provide race or ethnicity information, and if you provide this information, it will not be viewable in the hiring or selection process.
Section 4 Voluntary Disclosure.
Your provision of personal information in connection with recruiting is voluntary, and you determine the extent of information you provide to Advanced RPO. For applicants outside of the United States, if you decide not to provide information, it may affect our ability to consider you for employment.
Section 5 Use of Your Personal Information.
The personal data you are submitting is used exclusively for the purposes set out below. Our use of your personal data is based on different legal justifications (“lawful bases”) depending on the purposes for use. These lawful bases are also set out below:
| Purpose | Lawful basis |
| Recruitment purposes: assessing your application, qualifications and experience to determine whether to offer you a role (whether as an employee, contractor or other worker) and notifying you of whether your application has been successful. | Processing is necessary to take steps at your request to enter into a contract with you for your engagement with Advanced RPO; Processing is necessary in our legitimate interests – we have a legitimate interest in ensuring that applicants that are interviewed and hired are suitable for work that will be required of them. |
| If we decide to offer you a role, managing your ongoing engagement (further information about this purpose is available in our Employee Privacy Notice). | Processing is necessary to perform your contract and for the reasons detailed in the Employee Privacy Notice. |
| If we do not decide to offer you a role, keeping your details on file to ensure we can respond to any queries that you might have about the selection process and to inform you of future job openings (unless you have told us that you don’t want us to do this). | Processing is necessary in our legitimate interests. We have a legitimate interest in ensuring that we can respond to any questions you have and that we have an audit trail of decision-making processes in the event of any challenge. We also have a legitimate interest in ensuring that we can notify you of upcoming opportunities that we think will be suitable for you so that we can engage the most appropriate candidates. This is also in your interests as it ensures that you are informed of appropriate opportunities. You will be able to let us know at the time we inform you that your application has been unsuccessful, or at any time afterwards, if you do not want us to keep your information for these purposes. |
| Making reasonable adjustments to consider any disabilities that you make us aware of. | Processing is necessary for compliance with legal obligations with employment law; we are required to make reasonable adjustments for candidates and employees with disabilities. |
| Diversity and equal opportunities monitoring. | Processing is necessary in our legitimate interests. We have an interest in ensuring that our organization is diverse and that all individuals are given equal opportunities to progress. Processing of this data is required to adhere to equal opportunities policies. |
If you are hired, the information may be used in connection with your engagement and for managing our organization. This will be subject to our Employee Privacy Notice and (if you are employed by our Agency) the Agency’s own privacy policy.
Section 6 Sharing personal information with Third Parties.
Advanced RPO will share your personal information with the following recipients:
- Advanced Personnel as described above in Section 1;
- service providers and other third parties who conduct activities necessary for the recruitment process including , background checks (as applicable), pre-employment/onboarding processes, , including our primary human resources service providers. If you want to know more information about the identity of the specific service providers we use, please contact us at [email protected]. Advanced Group requires that its service providers and such other third parties keep your personal information confidential and that they only use the personal information in furtherance of the specific purpose for which it was disclosed to them;
- clients of Advanced RPO to enable them to comply with obligations to provide information to regulatory authorities about individuals working on projects for them; and
- any Agency to enable the Agency to manage your employment, as described above.
Section 7 Security and Confidentiality.
Except as otherwise stated in this Notice or as required for legal or regulatory purposes, Advanced RPO treats your personal information as confidential and will not disclose it to third parties without lawful reasons. Advanced RPO maintains, and requires its service providers to maintain administrative, physical, and technical controls designed to protect the confidentiality and security of your personal information. Advanced RPO employees who have access to personal information are required to keep that information confidential.
Section 8 Retention.
If you are hired, we will keep your personal data processed in connection with your recruitment for the duration of your employment and the period, thereafter, as set out in our Employee Privacy Notice. If you are employed by the Agency, they will keep your personal data for the period detailed in their own privacy policies.
If you are not hired, we will retain your information for a reasonable period of time (not to exceed 18 months) to ensure that we can respond to any queries, complaints or claims in relation to our decision not to hire you. We will also use this information to consider you for other positions and inform you of suitable positions, unless you tell us you do not want us to do this. If at any time you decide that you do not want to be considered for other positions, you may contact Advanced RPO as specified under Section 11 provided below. We will contact you within 18 months of your application (and before the end of any subsequent 18-month retention period) to ask if you have any updates to your candidate information. Unless you tell us otherwise at that time, we will continue to hold your details on file for up to an additional 18-month period so we can consider you for other positions. We will continue to contact you at the end of each 18-month retention period to request any updates to your candidate information and will hold your details unless and until you tell us that you no longer want to be considered for other positions
Section 9 Your rights.
You have certain rights under data protection laws with regard to your personal data. These include the following:
- right to ask us to correct any personal data we hold about you that is inaccurate;
- right to access a copy of your personal data (subject to some exceptions);
- right to have certain personal information provided to you in a common electronic format so that you can transfer it to a third party if possible;
- right to request deletion of personal data in certain circumstances, for example if we no longer need it or if we have processed it unlawfully (please note that we may not always be legally obliged to delete your information if we can demonstrate why we need it);
- right to object to certain processing of personal information, where our “lawful basis” set out above is our “legitimate interests”. If you object, we will stop processing your personal information for these purposes unless we can show that we have a compelling reason to continue doing so;
- right to ask us to restrict the processing of your personal information in some circumstances, for example if you think information is not accurate and we need time to check whether it is accurate, or if we have processed information unlawfully but you don’t want us to delete it. In these circumstances, we will do nothing but store your information unless and until you consent to us continuing to process it, we have verified its accuracy, or where there are other overriding justifications for continuing to process the information.
We will respond to any valid requests to exercise any of the above rights within one month, or within three months if the request is complex or if you have made several different requests. To exercise any of these rights, please contact us as specified under Inquiries, Complaints and Objections below.
Section 10 Automated Decisions.
Advanced RPO does not make recruiting or hiring decisions based solely on automated processing of personal data. If Advanced RPO relies solely on automated decision-making that could have a material impact on you, Advanced RPO will provide you with an opportunity to express your views and will provide any other safeguards required by law.
Section 11 Inquiries, Complaints & Objections.
You may submit inquiries, complaints and/or objections to the processing of your personal information, or requests to exercise your rights set out above, by sending a request in writing to [email protected].
Section 12 Your Responsibilities.
You are responsible for the information you provide or make available to Advanced RPO, and you must ensure it is honest, truthful, accurate and not misleading in any way. If you provide any information concerning any other person, such as individuals you provide as references, you are responsible for providing any notices and obtaining any consents necessary for Advanced RPO to collect and use that information for the purposes described in this Notice.
Section 13 Cross Border Transfers.
As detailed above, wherever your location is, Advanced RPO and Advanced Personnel will process your personal data for recruitment purposes in the USA. The online system that we use for recruitment process management is hosted in the USA. Additionally, some of third-party providers may also transfer personal data to countries other than your home country. Advanced RPO has data privacy standards and practices designed to assure your personally identifiable information is appropriately protected.
Section 14 General.
Advanced RPO may update this Notice from time to time, and the current version will be available on Advanced RPO’s job search page. If you have any questions or concerns about this Notice or its application, or if you believe your personal information has been used in a way that is not consistent with this, please contact us at [email protected].
Advanced RPO will process applicant personal information in accordance with this Notice, unless in conflict with requirements of applicable law, in which case applicable law will prevail.
Effective Date: March 19, 2026