Candidate Privacy Notice

This notice explains what NovaMentra ("we," "us") does with your personal information when you apply for a job with us at https://novamentra.com/careers. It is written for applicants anywhere in the world; the sections on the EU/UK, California and other countries say what applies to you in particular. It is separate from our general Privacy Policy, which covers everyone else who uses the Site.

1. Who is responsible for your information

NovaMentra decides why and how your application is handled (the "controller" in data protection law).
12th Street, West Columbia, South Carolina 29170
United States
Email: info@novamentra.com

We have not appointed a Data Protection Officer. Everything about your information goes to the address above, and a person answers it.

2. What we collect

• What you give us: your name, email address, the country (and city, if you add it) where you live, a phone number and a link if you choose to add them, your CV, a cover letter if you write one, and your answers to the questions on the form. Depending on the role, that can include your highest level of education, your years of relevant experience and your level in a language the role needs.
• What happens during the process: the stage your application is in, messages between you and us, and notes and a rating written by the people hiring for the role. These are used only to make and record the hiring decision.
• Technical information: to stop spam and abuse we keep a one-way, keyed hash of the network address your application came from (it cannot be turned back into your address), and our hosting provider keeps ordinary server logs.
• What we do not ask for: we do not ask about your age, gender, ethnicity, religion, health, family situation or anything similar, and there is no equal-opportunity survey. Please do not put such details, a photograph or a national ID number in your CV — if they are in it, we do not use them.

Giving us this information is voluntary, but we cannot consider an application without the details the form marks as required.

3. Why we use it, and our legal basis

• To consider your application and answer you — taking steps at your request before a possible employment contract (GDPR/UK GDPR Article 6(1)(b)). This covers reading your CV and answers, contacting you, arranging interviews and telling you the outcome.
• To run hiring fairly and securely, and to keep a record of our decisions — our legitimate interests (Article 6(1)(f)): preventing spam and fraud, treating applicants consistently, and being able to answer a complaint or defend a legal claim for as long as the retention period below. You may object to this at any time.
• To keep your details for future roles — only if you tick the separate box on the form, and only on your consent (Article 6(1)(a)). It is off by default, refusing it has no effect on your application, and you can withdraw it with one click on your status page.
• To meet legal obligations where the law requires us to keep or share a record.

No automated decisions. A person reads every application and a person makes every decision. The "requirements check" our team sees only places your answers beside the role's minimums; it never rejects or ranks anyone by itself, and we do no profiling.

4. Who sees your information

• Only the people involved in hiring for the role you applied for. Your CV can be opened only from our admin area, one file at a time, and every opening is recorded on your application's timeline.
• Service providers that help us run the Site — our web hosting provider and our email delivery service — who may use it only on our instructions.
• Authorities or advisers when the law requires it or to protect legal rights, and a successor if the business is ever sold (with the same protections).

We do not sell your information, we do not share it for advertising, and we do not put it in any public place.

5. How we protect your CV and details

• Your CV is checked when it arrives (it must really be a PDF or Word file, with no scripts or macros), then encrypted and stored under a random name in a private folder that cannot be reached by any web address.
• Your application only reaches our team after you confirm your email address, and the private link to your status page is known only to you.
• Access to the admin area needs a password, and our team can see only what the role they hire for needs.

6. How long we keep it

• An application you do not confirm: deleted after 7 days.
• An application that ends (we decline it, the role closes, or you withdraw): deleted automatically 6 months after the decision — or 14 days after you withdraw. The CV file is deleted with it; only an empty record that an application was received stays, so our hiring numbers remain true.
• If you agreed to be kept for future roles: until up to 12 months after you agreed, then deleted.
• If you are hired: your application becomes part of your employment record, which we will tell you about separately.
• Sooner, whenever you ask: see "Your rights" below.

7. Your rights

Wherever you live, you can do these things yourself on the private status page linked from every email we send about your application:

• See where your application stands;
• Download everything we hold about you, as a file you can reuse (access and portability);
• Stop being kept for future roles (withdraw consent);
• Withdraw your application;
• Erase it: your CV and all your details are deleted at once.

For anything else — correcting a detail, restricting or objecting to how we use it, asking about the notes our team made, or a question about this notice — write to info@novamentra.com. We answer within one month. You will not be treated worse for using any of these rights.

8. If you are in the EU, the UK or Switzerland

The GDPR (or UK GDPR / Swiss FADP) gives you the rights of access, rectification, erasure, restriction, portability and objection, the right to withdraw consent, and the right to complain to your data protection authority (for example your national authority, the UK Information Commissioner's Office, or the Swiss FDPIC). We would appreciate the chance to put things right first.

NovaMentra is based in the United States, and the Site is operated from there. When you apply from the EU, the UK or Switzerland your information is therefore transferred to the United States. We rely on the safeguards data protection law provides for such transfers — such as the European Commission's standard contractual clauses or an adequacy mechanism — and you can ask us for details.

9. If you live in California or another US state with a privacy law

In the past 12 months we have collected the following categories of personal information from job applicants: identifiers and contact details; professional and employment-related information (your CV and answers); education information; and limited internet activity (the hashed network address described above). We collect them from you, for the purposes in section 3. We do not collect sensitive personal information, we do not sell personal information, and we do not share it for cross-context behavioural advertising.

You can ask us to tell you what we hold, to delete it, or to correct it, and we will not treat you differently for doing so. Use the status page, or email info@novamentra.com; an authorised agent may write on your behalf.

10. If you live somewhere else

We offer every applicant the same rights described above, whatever the local law (including Canada's PIPEDA and Quebec's Law 25, Brazil's LGPD and others), and we answer in the same way.

11. Adjustments and accessibility

If you need an adjustment to apply or to take part in an interview, tell us at info@novamentra.com. Asking has no effect on how we assess you.

12. Changes to this notice

If we change this notice we update the date above. Your application records which version you saw when you applied. We will tell you if a change would affect you materially.