Legal

Job Applicant Privacy Notice

Last Updated: April 18, 2018

Overview

The RingCentral group of companies ("RingCentral", "we" or "us") has issued this Privacy Notice to describe how we handle personal data that we hold about individuals applying for employment (including applicants for contingent and non-permanent positions, such as agents, independent contractors, consultants, temporary contract workers, professional advisors and interns) ("you"). This Notice sets out the personal data that we collect and process about you during the application and recruitment process, the purposes of the processing and the rights that you have in connection with it.

If you have any comments or questions about this Notice, please contact us at the contact details provided below.

Types of personal data we collect

During the application and recruitment process at RingCentral, we may process the following types of personal data about you (without limitation):

  • identification and contact details (such as your name, address, telephone/email address and other contact information),
  • educational and employment background (such as academic/professional qualifications, job qualifications, education, CV/résumé, transcripts and employment references),
  • job application information (such as the roles for which you are applying, your job application and related documentation/communications, cover letters, information from interviews and phone screenings, compensation/benefits requests, relocation information),
  • national identifiers (such as national ID/passport, immigration status, work authorizations, visas, social security numbers); and
  • any other information you choose to provide us during the application and recruitment process.

As a general rule, we do not request information that reveals your racial or ethnic origin, religious, political or philosophical beliefs, trade union membership, genetic or biometric information, or information about your health/sex life or sexual orientation during the recruitment process, unless authorized by law or where necessary to comply with applicable laws.

We may collect certain information from third party sources – for example, to obtain work references or to carry out background, credit checks, or criminal record checks (where permissible and in accordance with applicable laws).

How we use your personal data

RingCentral collects the personal data above for the purposes of managing RingCentral's recruitment related activities, for organizational planning purposes globally, as well as to comply with applicable laws and regulation. Consequently, RingCentral may use your personal data in relation to:

  • the evaluation and selection of applicants including for example setting up and conducting interviews and tests,
  • evaluating and assessing the results thereto and as is otherwise needed in the recruitment processes including the final recruitment,
  • communicating with you during the recruitment process,
  • verifying your information and carrying our reference or background checks (where applicable),
  • putting in place necessary arrangements for your future employment, and
  • to generally manage and improve our recruitment and hiring processes.

If you are accepted for a job at RingCentral, the information collected during the recruitment process will form part of your ongoing employment record.

If you are from the European Union, the legal basis for the processing of your personal data is the legitimate interests of RingCentral to carry out recruitment and to manage the hiring process and/or, where you are considered for employment, to take steps prior to entering an employment contract with you. We may also use your personal data to comply with applicable laws and regulations, or to protect the rights and interests of RingCentral, our employees, applicants and others, as required and permitted by applicable law.

Who we share your personal data with

Transfers to other group companies

As a global corporation consisting of multiple affiliated companies in various countries, RingCentral uses resources located throughout the world. Therefore, RingCentral may from time to time, and in accordance with the purposes set out in this Privacy Notice share your personal data with our other affiliate companies.

Transfers to third party service providers

RingCentral may from time to time use third parties to act on RingCentral's behalf. We do so on a "need to know basis" and in accordance with applicable data privacy law. For example, some personal data will be available to our third party companies who provide us with services such as travel services, payroll support services, background checking services or relocation support services. These service providers may change over time but we will always seek to ensure that any third parties who handle your personal data will do so in a manner consistent with this Notice and in accordance with applicable law.

Transfers to other third parties

We may also disclose personal data to other third parties on other lawful grounds, including:

  • with your consent,
  • to comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena or search warrant,
  • in response to lawful requests by public authorities (including for national security or law enforcement purposes),
  • as necessary to establish, exercise or defend against potential, threatened or actual litigation,
  • where necessary to protect the vital interests of another person, and/or
  • in connection with the sale, assignment or other transfer or reorganization of all or part of our business.

Transfers of personal data abroad

As RingCentral operates at a global level, we may need to transfer personal data to countries other than the ones in which the information was originally collected. When we export your personal data to a different country, we will take steps to ensure that such data exports comply with applicable laws and legislation.

These include implementing the European Commission’s Standard Contractual Clauses for transfers of personal information between our group companies, which require all group companies to protect personal information they process from the EEA in accordance with European Union data protection law. We have implemented similar appropriate safeguards with our third party service providers and partners and further details can be provided upon request.

Data retention

We retain personal information we collect from you only as long as is necessary to carry out the purposes described in this Notice or to comply with applicable legal, tax or accounting requirements.

If you are not successful in your application, RingCentral will keep your information on file for future job openings. In such cases, we will retain your application information forup to 6 months. You can opt out of this at any time by contacting the email address below.

Your data privacy rights

To the extent provided by the law of your jurisdiction, you may have the right to:

  • access certain personal information we maintain about you and obtain a copy of that information,
  • update or correct inaccuracies in that information,
  • restrict processing or object to our use of your personal information
  • block or delete your personal information from our database; and
  • to data portability.

Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

You have the right to complaint to your local data protection authority about our collection and use of your personal information. Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries, are available here.

To exercise these rights, please contact us using the details below and we will consider your request in accordance with applicable data protection laws. To help protect your privacy and maintain security, we may take steps to verify your identity before granting you access to the information.

Updates to this Notice

We may update this Notice from time to time in response to changing legal, technical or business developments. When we update this Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material changes if and where this is required by applicable data protection laws.

You can see when this Notice was last updated by checking the “last updated” date displayed at the top of this Notice.

Contact details

If you have any questions, comments or concerns about this Notice, please e-mail us at privacy@ringcentral.com. Or, you can write to us at:

  • RingCentral, Inc.
  • Attn: Legal Team
  • 20 Davis Drive,
  • Belmont, California