Applicant Privacy Notice

This Applicant Privacy Notice explains how Rothur Tech Inc. (“RothurTech,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information about applicants and candidates who communicate with RothurTech about employment, recruiting, referral, assignment, placement, or other professional opportunities.

This notice covers information received through recruiting@rothurtech.com, related recruiting communications, and the manual application-review process that follows. It applies both to people applying for a published opportunity and to candidates being considered through RothurTech’s recruiting activities.

This notice is not an employee privacy notice and does not govern personal information handled after a person begins employment or another work relationship. General website activity and the website Contact form are addressed in the separate RothurTech Website Privacy Policy.

Depending on what an applicant or candidate provides and the nature of the opportunity, RothurTech may process the following information:

• Name, email address, telephone number, mailing address, and other contact information.
• Resume, cover letter, professional profile, and application correspondence.
• Employment history, education, training, skills, qualifications, certifications, and professional experience.
• Location and work-arrangement preferences.
• The position or type of opportunity being considered.
• Interview communications, evaluation notes, scheduling information, and recruiting disposition.
• Accommodation-request communications, limited to information reasonably necessary to respond to the request.
• Information generated by authorized RothurTech personnel during manual evaluation and recruiting coordination.
• Email metadata and limited security information associated with recruiting communications.

RothurTech does not collect resumes through a website upload. Applicants control the content and attachments they send by email.

Do not email Social Security numbers, passport copies, I-9 documents, financial information, or medical records unless RothurTech specifically requests the information through an approved secure process.

Applicants requesting an accommodation should not include medical records or detailed diagnosis information in the initial request.

RothurTech receives applicant information primarily:

• Directly from applicants and candidates through email and related communications.
• From materials an applicant or candidate chooses to provide during the recruiting process.
• From information generated by authorized RothurTech personnel while manually evaluating or coordinating an application.

RothurTech does not use an applicant tracking system, customer relationship management system, applicant database, automated screening tool, artificial intelligence screening system, automated decision-making system, background check provider, or third-party assessment provider for the process covered by this notice.

RothurTech may use applicant information as reasonably necessary for the following purposes:

• Receive, review, and administer applications.
• Evaluate qualifications, experience, skills, and alignment with a specific opportunity.
• Communicate with applicants and candidates.
• Coordinate interviews, recruiting steps, referrals, potential assignments, or placement activities.
• Identify and discuss relevant employment or professional opportunities.
• Respond to reasonable-accommodation requests.
• Maintain appropriate recruiting, referral, assignment, placement, and employment records.
• Protect recruiting communications and prevent fraud, misuse, or unlawful activity.
• Comply with legal obligations.
• Establish, exercise, or defend legal claims.

Submitting an application does not guarantee an interview, offer, assignment, compensation level, placement, or employment.

Authorized RothurTech personnel located in the United States manually review applicant and candidate information. RothurTech does not use artificial intelligence, algorithmic ranking, automated screening, or automated decision-making to make or recommend recruiting, referral, assignment, placement, or employment decisions in the process covered by this notice.

RothurTech also does not conduct background checks or use third-party candidate assessments as part of the process covered by this notice. If those practices are proposed later, RothurTech will complete appropriate legal and privacy review and provide any notice or authorization required by law before implementing them.

Applicant information may be disclosed as follows:

• Authorized RothurTech recruiting or management personnel located in the United States who need the information for the purposes described in this notice.
• Google Workspace, which receives and stores recruiting email and attachments sent to recruiting@rothurtech.com.
• A client, vendor, or implementation partner only after the applicant has been informed about the specific opportunity and has expressly authorized the necessary disclosure for that opportunity.
• Legal, accounting, security, insurance, or other professional advisers, and governmental or regulatory authorities, when reasonably necessary to comply with law, protect rights and security, or address a legal matter.
• Other recipients at the applicant’s or candidate’s direction or with that person’s authorization.

RothurTech does not sell applicant information and does not share it for cross-context behavioral advertising or targeted advertising.

Applicant emails, resumes, interview notes, recruiting communications, and disposition records are stored in Google Workspace. RothurTech does not maintain an applicant tracking system, customer relationship management system, or application-owned applicant database for this process.

RothurTech ordinarily retains applicant emails, resumes, interview notes, and disposition records for four years after the final recruiting or hiring disposition. Records associated with a complaint, investigation, security incident, litigation, or other legal matter may be retained as reasonably necessary until the matter and any applicable legal hold are closed. Provider backup or residual copies are deleted or overwritten according to the provider’s documented cycle, subject to legal holds.

RothurTech uses reasonable administrative, technical, and physical safeguards appropriate to the nature of applicant information. These safeguards include access controls, multifactor authentication, encryption in transit and provider-supported encryption at rest, restricted mailbox forwarding, periodic access review, provider and account review, secure deletion and legal-hold processes, incident-response procedures, and workforce confidentiality obligations.

No method of transmission or storage can be guaranteed to be completely secure. Applicants should use the approved recruiting channel and follow the sensitive-information warnings in this notice.

Depending on applicable law and the circumstances, an applicant or candidate may have rights to request access to, correction of, or deletion of personal information, or to exercise other privacy rights provided by law. A particular right may not apply to every person or in every jurisdiction, and lawful exceptions may apply.

To submit a privacy request, email contact@rothurtech.com with the subject line “Privacy Request.” RothurTech may request information reasonably necessary to verify identity or authority before acting on a request. Verification will ordinarily use information already associated with the request. RothurTech will not request a Social Security number, full government-identification number, or unrelated sensitive information solely to verify a routine privacy request.

An authorized agent may submit a request where applicable law permits it. RothurTech may require reasonable evidence of the agent’s authority and may verify the request directly with the applicant or candidate when permitted by law.

Rothur Tech Inc. is an equal opportunity employer. Employment, recruitment, referral, assignment, and placement decisions are made without unlawful discrimination based on race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, military or protected veteran status, citizenship or immigration status where protected by law, or any other characteristic protected by applicable federal, state, or local law.

RothurTech does not represent through this statement that it is an affirmative action employer or a federal contractor.

Applicants who need a reasonable accommodation to access job information, submit an application, or participate in the recruiting or hiring process may email recruiting@rothurtech.com with the subject line “Accommodation Request” or call +1 (631) 268-5674. Requests may be made orally or in writing. Please do not include medical records or detailed diagnosis information in the initial request.

RothurTech may revise this notice to reflect changes in law, recruiting practices, technology, providers, or information handling. The Last updated date will be revised when substantive changes are made. RothurTech will provide a prominent website notice for material changes and any additional direct notice required by applicable law.

Any later use of an applicant tracking system, customer relationship management system, resume upload, artificial intelligence, automated screening, background check, third-party assessment, offshore access, or materially different applicant-data workflow will require renewed legal and privacy review before implementation.

Application materials and ordinary recruiting communications should be sent to recruiting@rothurtech.com. Privacy requests should use the Privacy Request channel below.