Candidate and Applicant Privacy Notice

Organization: Igzibo Engineering Solutions, Inc.
Version: 1.1
Status: Living policy
Effective Date: September 16, 2026
Owner: Igzibo Engineering Solutions, Inc.
Review Cycle: At least annually and after material changes to recruiting practices, privacy law, technology, client requirements, or data practices.

1. Purpose

This Candidate and Applicant Privacy Notice explains how Igzibo Engineering Solutions, Inc. may collect, use, disclose, retain, and protect information about candidates and applicants for employment, contract, consulting, staffing, recruiting, and other work opportunities.

The notice is intended to provide transparency about recruiting-related information practices. Particular engagements may be subject to additional client, contractual, legal, or regulatory requirements.

2. Scope

This notice applies to individuals who:

• Apply for an Igzibo position.
• Are considered for an Igzibo employment or contractor opportunity.
• Are referred to Igzibo.
• Are represented by a recruiting or staffing partner.
• Are presented to an Igzibo client for an opportunity.
• Communicate with Igzibo recruiters or recruiting personnel.
• Participate in interviews, assessments, or related recruiting activities.

Definitions

AI (Artificial Intelligence): A machine-based system capable of generating predictions, recommendations, decisions, content, or other outputs based on inputs.

Candidate: An individual being considered for an employment, contract, consulting, staffing, or other work opportunity.

Client: An organization for which Igzibo may recruit, staff, or provide professional services.

Igzibo: Igzibo Engineering Solutions, Inc.

Personal Information: Information that identifies, relates to, describes, or can reasonably be linked to an identifiable individual, as defined by applicable law.

Recruiting Partner: A third party authorized to provide recruiting or staffing services to or for Igzibo.

API (Application Programming Interface): A defined interface through which software systems communicate or exchange data.

4. Information Igzibo May Collect

Depending on the opportunity, Igzibo may collect:

• Name and contact information.
• Resume or curriculum vitae.
• Employment history.
• Education and certifications.
• Skills and technical qualifications.
• Professional profiles and portfolios.
• Work authorization information.
• Location or work-location preferences.
• Compensation expectations.
• Availability.
• Interview notes.
• Assessment results.
• References.
• Communications with recruiters.
• Information provided by recruiting partners.
• Publicly available professional information.
• Background-check information when applicable and authorized.
• Information necessary to administer an employment or contractor relationship.

Igzibo seeks to collect information reasonably necessary for legitimate recruiting and workforce purposes.

5. Sources of Candidate Information

Information may be obtained:

• Directly from the candidate.
• From a recruiting partner.
• From an Igzibo employee or referral.
• From a client, where appropriate.
• From professional networking or job-search services.
• From publicly available professional sources.
• From references.
• From service providers conducting authorized recruiting activities.
• From background-screening providers when applicable.

6. How Candidate Information Is Used

Igzibo may use candidate information to:

• Identify and evaluate candidates.
• Communicate about opportunities.
• Match candidates with suitable positions.
• Present candidates to clients when authorized.
• Schedule interviews.
• Conduct assessments.
• Verify qualifications.
• Conduct background checks when applicable.
• Negotiate and administer employment or contractor arrangements.
• Maintain recruiting records.
• Comply with legal, contractual, and client requirements.
• Protect Igzibo, clients, candidates, and personnel.
• Investigate recruiting-related concerns or security incidents.

Candidate information should not be used for unrelated purposes.

7. Client and Recruiting Partner Sharing

Igzibo may share relevant candidate information with clients or recruiting partners when necessary for an authorized recruiting purpose.

The information shared should be limited to what is reasonably necessary for the opportunity.

Candidates should not be represented to a client using materially false, misleading, or unauthorized information.

8. Candidate-Controlled Information

Candidates are responsible for ensuring that information they submit is accurate to the best of their knowledge and that they have the right to provide information belonging to other people.

Candidates should not submit:

• Passwords.
• Authentication codes.
• Private keys.
• Application Programming Interface (API) keys.
• Confidential information belonging to a current or former employer.
• Client information that the candidate is not authorized to disclose.
• Trade secrets.
• Other information unrelated to the recruiting process.

9. Artificial Intelligence and Automated Processing

Igzibo may use approved Artificial Intelligence (AI) or automated systems to support administrative or recruiting activities where permitted.

AI and automated processing are subject to the AI and Generative AI Usage Standard.

Igzibo should not use AI or automated systems in a manner that bypasses applicable employment, privacy, anti-discrimination, client, or contractual requirements.

Where automated processing could materially affect a candidate, appropriate human oversight and applicable legal requirements must be considered.

10. Recruiting Assessments and Background Checks

When appropriate and legally permitted, Igzibo or an authorized provider may conduct assessments or background checks.

Additional notices, authorizations, disclosures, or consent may be required depending on the type of screening and applicable law.

Candidates will be provided required disclosures or authorizations when applicable.

11. Security

Candidate information is handled according to the Data Classification and Handling Standard.

Candidate information classified as Confidential or Restricted must be stored and processed using approved systems and appropriate safeguards.

Access should be limited to personnel and service providers with a legitimate business need.

Suspected unauthorized access, disclosure, loss, or misuse of candidate information must be reported promptly.

12. Retention

Igzibo may retain candidate information for as long as reasonably necessary for recruiting, legal, contractual, dispute-resolution, compliance, or business purposes.

Retention periods may differ based on:

• Whether the candidate is hired.
• Whether the candidate is presented to a client.
• Client requirements.
• Legal requirements.
• Contractual requirements.
• Recruiting partner arrangements.
• Future-opportunity considerations.

Legal holds and other mandatory preservation requirements take precedence over ordinary deletion.

13. International Processing

Igzibo may work with recruiting partners, contractors, clients, or service providers located outside the candidate's jurisdiction.

Where applicable, Igzibo will use safeguards appropriate to the circumstances and applicable law.

14. Candidate Requests

Depending on applicable law, candidates may have rights concerning their personal information.

Requests may include:

• Access.
• Correction.
• Deletion.
• Information about processing.
• Restriction or objection to certain processing.
• Other rights established by applicable law.

Igzibo may need to verify identity before responding.

15. Recruiting Communications

Igzibo may contact candidates regarding:

• Job opportunities.
• Interviews.
• Assessments.
• Application status.
• Client opportunities.
• Administrative matters.
• Other recruiting-related communications.

Candidates may request that Igzibo stop contacting them about future opportunities, subject to legitimate legal, contractual, or administrative needs.

16. Candidate Confidentiality

Igzibo personnel and recruiting partners must protect candidate information and use it only for authorized purposes.

Candidate information must not be used for personal benefit, unrelated marketing, unauthorized solicitation, or other unauthorized purposes.

17. Changes to This Notice

Igzibo may update this notice as recruiting practices, technology, business operations, or legal requirements change.

The current version will be made available through the Igzibo website.

18. Contact

Privacy-related questions or candidate requests should be submitted through the contact information published on igzibo.com.

19. Relationship to Other Documents

This notice should be read with:

1. Privacy Notice.
2. Recruiting and Candidate Management Policy.
3. Data Classification and Handling Standard.
4. Technology Acceptable Use Policy.
5. AI and Generative AI Usage Standard.
6. Security Incident Response Procedure.
7. Applicable client and recruiting-partner agreements.

20. References and Research Basis

This notice was informed by:

• Federal Trade Commission, Consumer Privacy guidance
• Federal Trade Commission, Protecting Personal Information: A Guide for Business

Specific recruiting, employment, background-check, and privacy obligations depend on the applicable jurisdiction and circumstances.

Version History