Privacy Policy for Eventing

Effective Date: May 14, 2025

Last Updated: May 14, 2025

Welcome to Eventing ("Eventing," "we," "us," or "our"), an Applicant Tracking System (ATS) Software as a Service (SaaS) platform, accessible via eventing (the "Service" or "Platform"). This Privacy Policy is designed to help you understand how we collect, use, share, and protect your personal information when you use our Service. We are committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible manner.  

This Privacy Policy applies to all users of the Eventing platform, including:  

• Customers: Organizations that subscribe to Eventing to manage their recruitment processes.
• Authorized Users: Individuals (e.g., recruiters, hiring managers) who are authorized by our Customers to use the Eventing platform on their behalf.
• Candidates: Individuals who apply for jobs or whose information is submitted to our Customers through the Eventing platform.
• Website Visitors: Individuals who visit eventing.

Please read this Privacy Policy carefully. By accessing or using our Service, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our Service.  

1. Definitions

• Personal Data (or Personal Information): Any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.  
• Processing: Any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.  
• Controller: The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data. For the purposes of this Privacy Policy, our Customers are generally the Controllers of Candidate Personal Data. Eventing is generally the Processor of Candidate Personal Data on behalf of our Customers and the Controller of Customer and Authorized User Personal Data.  
• Processor: A natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller.
• Data Subject: The individual to whom Personal Data relates.  
• ATS: Applicant Tracking System.
• SaaS: Software as a Service.
• GDPR: General Data Protection Regulation.
• CCPA: California Consumer Privacy Act, as amended by the California Privacy Rights Act (CPRA).

2. Information We Collect

We collect Personal Data from and about users of our Service in various ways:

2.1 Information Provided Directly by You:

• Customer and Authorized User Information:
  • Account Registration: When a Customer signs up for Eventing, we collect information such as company name, contact person's name, email address, phone number, billing information (including credit card details, processed by a third-party payment processor), and physical address.
  • User Profile: Authorized Users may provide additional information for their profiles, such as job title, department, and profile picture.
  • Communications: When you contact us for support, provide feedback, or otherwise communicate with us, we collect the information you provide in such communications.
  • Marketing Information: If you subscribe to our newsletters or marketing communications, we collect your email address and communication preferences.
• Candidate Information (Processed on behalf of our Customers):
  • Job Applications: When Candidates apply for a job opening posted by one of our Customers through the Eventing platform, we collect information they provide, which may include:
    • Full name
    • Contact information (email address, phone number, mailing address)
    • Resume/CV (including education history, work experience, skills, qualifications, references)
    • Cover letter
    • Portfolio or work samples
    • Responses to application questions
    • Demographic information (if voluntarily provided and permitted by applicable law, such as age, gender, ethnicity)
    • Information from publicly available sources (e.g., LinkedIn profiles, if provided by the Candidate or sourced by the Customer)
    • Assessment results (if applicable)
    • Interview notes and feedback (generated by Customers and Authorized Users)
    • Any other information the Candidate chooses to provide.
  • Information Provided by Customers or Third Parties: Customers may input Candidate data into Eventing that they have sourced through other means (e.g., referrals, external job boards).

2.2 Information Collected Automatically:

When you access or use our Service, we automatically collect certain information about your device and usage:

• Log Data: We collect log files and other information about your device and your use of the Service, including your IP address, browser type, operating system, device identifiers, pages visited, links clicked, the date and time of your visit, and referring/exit pages.
• Usage Data: We collect information about how you interact with our Service, such as features used, time spent on the Platform, and performance data.
• Cookies and Similar Tracking Technologies: We use cookies, web beacons, pixel tags, and similar technologies to collect information about your Browse activities and to distinguish you from other users of our Service. This helps us to provide you with a good experience when you browse our website and also allows us to improve our Service. Please see our "Cookies and Tracking Technologies" section (Section 9) for more details.  

2.3 Information from Third-Party Sources:

We may receive information about you from third-party sources, such as:

• Integration Partners: If our Customers choose to integrate Eventing with third-party services (e.g., HRIS platforms, assessment tools, calendar services), we may receive information from those services as configured by the Customer. The information we receive is dependent on the third-party’s policies and the Customer’s privacy settings for that service.
• Publicly Available Sources: As mentioned, Candidates or Customers may provide links to publicly available profiles (e.g., LinkedIn).
• Analytics Providers: We use third-party analytics services (e.g., Google Analytics) to help us understand how users engage with our Service.

3. Legal Basis for Processing Personal Data

We process Personal Data based on the following legal grounds, depending on the circumstances and applicable law (such as GDPR):

• Contractual Necessity:
  • To provide and maintain the Eventing Service to our Customers and their Authorized Users as per our Terms of Use.
  • To process job applications and manage the recruitment process for Candidates on behalf of our Customers.
• Legitimate Interests:
  • To improve and personalize our Service, develop new features, and ensure the security of our Platform.
  • To communicate with Customers and Authorized Users about service updates, security alerts, and support messages.
  • To conduct data analysis and research to understand usage trends and improve our offerings.
  • For marketing purposes, where permitted by applicable law (e.g., to inform Customers about new features or services).
  • To enforce our Terms of Use and protect our rights and property.
• Consent:
  • For certain types of processing, such as sending direct marketing communications to individuals where consent is required by law, or when Candidates voluntarily provide sensitive information.
  • Where we rely on consent, you have the right to withdraw your consent at any time.
• Legal Obligation:
  • To comply with applicable laws, regulations, legal processes, or governmental requests (e.g., tax obligations, responding to a subpoena).

For Candidate Data: Eventing primarily acts as a Processor for Candidate Personal Data on behalf of our Customers. Our Customers, as Data Controllers, are responsible for establishing the legal basis for their collection and processing of Candidate Data through our Service. We process such data based on the instructions of our Customers.

4. How We Use Your Information

We use the Personal Data we collect for the following purposes:

• To Provide and Manage the Service:
  • To set up and maintain Customer accounts and Authorized User profiles.
  • To enable Customers to post job openings, manage applications, schedule interviews, and communicate with Candidates.
  • To allow Candidates to apply for jobs and track their application status (as facilitated by the Customer).
  • To process payments and manage subscriptions.
• To Improve and Enhance the Service:
  • To analyze usage patterns and trends to understand how our Service is used.
  • To develop new features, functionalities, and services.
  • To personalize your experience with the Service.
  • To conduct research and development.
• To Communicate with You:
  • To respond to your inquiries, requests, and provide customer support.
  • To send administrative information, such as updates to our terms, conditions, and policies.
  • To send service-related announcements, such as security alerts and maintenance notifications.
  • To send marketing communications, in accordance with your preferences and applicable law.
• For Security and Fraud Prevention:
  • To monitor and protect the security of our Platform, systems, and data.
  • To detect, prevent, and investigate fraud, unauthorized access, and other illegal activities.
• To Comply with Legal Obligations:
  • To comply with applicable laws, regulations, court orders, or other legal processes.
  • To enforce our legal rights and defend against legal claims.
• For Aggregated and Anonymized Data:
  • We may aggregate and/or anonymize Personal Data so that it can no longer be used to identify an individual. We may use this aggregated and anonymized data for various purposes, including research, analytics, and improving our Service, and we may share such data with third parties.

5. Data Sharing and Disclosure

We do not sell your Personal Data. We may share your Personal Data with third parties only in the following circumstances:

• With Our Customers (for Candidate Data): As a core function of our ATS, Candidate Personal Data submitted through the Platform will be shared with the Customer to whose job posting the Candidate applied or whose recruitment process involves the Candidate. Customers control how they use this information.
• Service Providers and Sub-processors: We engage trusted third-party companies and individuals to perform services on our behalf (e.g., cloud hosting providers, payment processors, email service providers, analytics providers, customer support tools). These service providers are authorized to use your Personal Data only as necessary to provide these services to us and are obligated to protect your data. We maintain a list of our key sub-processors, which is available to our Customers upon request.  
• Third-Party Integrations (as directed by Customers): If a Customer chooses to integrate Eventing with third-party applications (e.g., HRIS, background check services, assessment tools), we will share data with those services as instructed by the Customer. The use of data by these third-party services is governed by their respective privacy policies.
• Legal Requirements and Law Enforcement: We may disclose your Personal Data if required to do so by law or in the good faith belief that such action is necessary to:
  • Comply with a legal obligation, subpoena, court order, or other governmental request.  
  • Protect and defend the rights, property, or safety of Eventing, our Customers, our users, or the public.
  • Prevent or investigate possible wrongdoing in connection with the Service.
  • Protect the personal safety of users of the Service or the public.
• Business Transfers: In the event of a merger, acquisition, financing, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your Personal Data may be sold or transferred as part of such a transaction. We will notify you via email and/or a prominent notice on our Service of any change in ownership or uses of your Personal Data, as well as any choices you may have regarding your Personal Data.  
• With Your Consent: We may share your Personal Data with third parties when we have your explicit consent to do so.
• Aggregated or Anonymized Data: We may share aggregated or anonymized data that does not directly identify you with third parties for research, marketing, analytics, or other purposes.  

6. Data Retention

We will retain Personal Data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements, and to resolve disputes and enforce our agreements.  

• Customer and Authorized User Data: We retain Customer and Authorized User Personal Data for as long as the Customer’s account is active or as needed to provide the Service. We may also retain this information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.  
• Candidate Data: Eventing acts as a Processor for Candidate Data on behalf of our Customers. Customers (as Controllers) determine the retention period for Candidate Data within their Eventing account. Candidates should direct inquiries regarding the retention of their data to the relevant Customer. If a Customer’s account is terminated, we will delete or anonymize Candidate Data associated with that account in accordance with our agreement with the Customer and applicable law, unless we are legally required to retain it.
• Backup Data: We may retain data in our backup systems for a limited period for disaster recovery purposes, subject to our internal data retention policies.

Upon expiration of the applicable retention period, we will securely delete or anonymize your Personal Data.

7. Data Security

We take the security of your Personal Data seriously and have implemented appropriate technical and organizational measures to protect it from unauthorized access, use, disclosure, alteration, or destruction. These measures include:  

• Encryption: We use encryption (such as SSL/TLS) to protect data in transit and at rest where appropriate.
• Access Controls: We limit access to Personal Data to authorized personnel who have a legitimate business need to access it.
• Secure Infrastructure: We host our Platform in secure data centers with robust physical and logical security controls.
• Regular Security Assessments: We conduct regular security assessments, vulnerability scanning, and penetration testing.
• Data Minimization: We collect and process only the Personal Data that is necessary for the purposes outlined in this Privacy Policy.
• Employee Training: We provide data privacy and security training to our employees.
• Incident Response Plan: We have an incident response plan in place to address any potential data breaches.

While we strive to protect your Personal Data, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of your account has been compromised), please immediately notify us by contacting us at [Insert DPO or Privacy Contact Email, e.g., privacy@eventing].  

8. Your Data Protection Rights

Depending on your location and applicable data protection laws (such as GDPR or CCPA), you may have certain rights regarding your Personal Data. These rights may include:

• Right to Access: You may have the right to request access to the Personal Data we hold about you and to receive a copy of that data.
• Right to Rectification: You may have the right to request that we correct any inaccurate or incomplete Personal Data we hold about you.  
• Right to Erasure (Right to be Forgotten): You may have the right to request that we delete your Personal Data under certain conditions (e.g., if the data is no longer necessary for the purposes for which it was collected).  
• Right to Restrict Processing: You may have the right to request that we restrict the processing of your Personal Data under certain conditions (e.g., if you contest the accuracy of the data).  
• Right to Data Portability: You may have the right to receive your Personal Data in a structured, commonly used, and machine-readable format and to transmit that data to another controller, where technically feasible.  
• Right to Object to Processing: You may have the right to object to our processing of your Personal Data under certain conditions, particularly where we are processing your data based on our legitimate interests or for direct marketing purposes.  
• Right to Withdraw Consent: If we are processing your Personal Data based on your consent, you have the right to withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal.  
• Right to Opt-Out of Sale of Personal Information (under CCPA/CPRA): Eventing does not "sell" Personal Information as traditionally defined. However, if our practices change, we will update this policy and provide mechanisms to opt-out.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your data protection rights.
• Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe that our processing of your Personal Data infringes applicable data protection laws.  

Exercising Your Rights:

• Customers and Authorized Users: Can typically access and update their account information directly within the Eventing platform. For other requests, please contact us at [Insert DPO or Privacy Contact Email, e.g., privacy@eventing].
• Candidates: If you are a Candidate and wish to exercise your rights regarding Personal Data submitted for a job application, you should generally contact the Customer (the potential employer) to whom you applied, as they are the Data Controller. Eventing will assist our Customers in responding to such requests in accordance with our contractual obligations and applicable law. If you have submitted data directly to Eventing for other purposes (e.g., a general inquiry not related to a specific Customer), or if you are unable to contact the Customer, you can reach out to us at [Insert DPO or Privacy Contact Email, e.g., privacy@eventing], and we will endeavor to assist you or direct your request appropriately.

We will respond to your requests within the timeframes required by applicable law. We may need to verify your identity before processing your request. In some cases, we may not be able to fulfill your request if it infringes on the rights of others or if we are legally required to retain the information.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (like web beacons and pixels) to collect and use Personal Data about you, including to serve interest-based advertising.  

• What are Cookies? Cookies are small text files that are placed on your computer or mobile device when you visit a website. They are widely used to make websites work, or work more efficiently, as well as to provide reporting information.  
• Types of Cookies We Use:
  • Strictly Necessary Cookies: These cookies are essential for you to browse the website and use its features, such as accessing secure areas of the site.  
  • Performance/Analytics Cookies: These cookies collect information about how you use our website, like which pages you visited and which links you clicked on. None of this information can be used to identify you. It is all aggregated and, therefore, anonymized. Their sole purpose is to improve website functions. This includes cookies from third-party analytics services as long as the cookies are for the exclusive use of the owner of the website visited.  
  • Functionality Cookies: These cookies allow our website to remember choices you have made in the past, like what language you prefer, or what your user name and password are so you can automatically log in.  
  • Marketing/Targeting Cookies: These cookies track your online activity to help advertisers deliver more relevant advertising or to limit how many times you see an ad. These cookies can share that information with other organizations or advertisers. These are persistent cookies and almost always of third-party provenance.  
• Your Choices Regarding Cookies:
  • Browser Settings: Most web browsers allow you to control cookies through their settings preferences. You can set your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.  
  • Cookie Consent Banner/Tool: When you first visit our website, you may be presented with a cookie consent banner or tool that allows you to manage your cookie preferences for non-essential cookies.  
  • Third-Party Opt-Outs: You can opt out of targeted advertising from certain third-party advertisers by visiting the Network Advertising Initiative (NAI) opt-out page or the Digital Advertising Alliance (DAA) opt-out page.  

For more detailed information about the cookies we use and the purposes for which we use them, please refer to our separate Cookie Policy [Link to Cookie Policy - Eventing will need to create this separate document].  

10. International Data Transfers

Eventing is a global service. Your Personal Data may be transferred to, stored, and processed in countries other than the country in which you reside, including the United States and other countries where our servers, service providers, or Customers are located. These countries may have data protection laws that are different from the laws of your country.  

When we transfer Personal Data internationally, we will take appropriate safeguards to ensure that your Personal Data remains protected in accordance with this Privacy Policy and applicable data protection laws. These safeguards may include:  

• Standard Contractual Clauses (SCCs): For transfers of Personal Data from the European Economic Area (EEA), Switzerland, or the UK to countries not deemed to provide an adequate level of data protection, we may rely on SCCs approved by the European Commission or other relevant authorities.
• Adequacy Decisions: We may transfer Personal Data to countries that the European Commission or other relevant authorities have deemed to provide an adequate level of data protection.
• Data Privacy Framework (DPF): If applicable and certified, we may rely on frameworks like the EU-U.S. Data Privacy Framework, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework for transfers to the U.S. [Eventing will need to assess and state if they intend to certify under these frameworks].

By using our Service, you consent to the transfer of your Personal Data to countries outside your country of residence, subject to the implementation of these safeguards.

11. Children's Privacy

Our Service is not directed to individuals under the age of 16 (or a higher age threshold depending on the jurisdiction). We do not knowingly collect Personal Data from children under 16. If we become aware that we have inadvertently collected Personal Data from a child under 16 without verification of parental consent, we will take steps to delete that information as soon as possible. If you believe that we might have any information from or about a child under 16, please contact us at [Insert DPO or Privacy Contact Email, e.g., privacy@eventing].  

12. Third-Party Links and Services

Our Service may contain links to third-party websites, applications, and services that are not operated or controlled by Eventing. This Privacy Policy does not apply to the privacy practices of those third parties. The information practices of such third parties are governed by their own privacy policies. We encourage you to review the privacy policies of any third-party services before providing any Personal Data to or through them.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the Service. We will post any changes on this page and update the "Last Updated" date at the top of this Privacy Policy. If we make material changes, we will notify you by email (sent to the email address specified in your account) or by means of a prominent notice on our Service prior to the change becoming effective. We encourage you to review this Privacy Policy periodically to stay informed about our collection, use, and sharing of your Personal Data. Your continued use of the Service after any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy.  

14. Data Protection Officer (DPO) / Privacy Contact

Eventing has appointed a Data Protection Officer (or a designated privacy contact) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions, concerns, or complaints about this Privacy Policy or our data handling practices, or if you wish to exercise your data protection rights, please contact our DPO/Privacy Contact using the following details:

Data Protection Officer / Privacy Team Eventing [Insert Company Physical Address - e.g., 123 Innovation Drive, Tech City, State, Postal Code, Country] Email: [Insert DPO or Privacy Contact Email - e.g., privacy@eventing or dpo@eventing] Phone: [Insert Phone Number, if applicable]

15. Specific Provisions for Certain Jurisdictions

15.1 For Residents of the European Economic Area (EEA), United Kingdom (UK), and Switzerland:

• Data Controller and Processor: As described in Section 1, for Candidate Personal Data processed through the Eventing platform, the Customer is the Data Controller and Eventing is the Data Processor. For Customer and Authorized User Personal Data, Eventing is the Data Controller.
• Legal Basis: Our legal bases for collecting and using Personal Data are described in Section 3.
• Your Rights: You have the rights as described in Section 8. To exercise these rights, please contact us as indicated. You also have the right to lodge a complaint with your local data protection supervisory authority.
• International Transfers: We rely on safeguards such as Standard Contractual Clauses for international data transfers as described in Section 10.

15.2 For Residents of California (CCPA/CPRA):

This section supplements the information contained in our Privacy Policy and applies solely to visitors, users, and others who reside in the State of California.  

• Your CCPA/CPRA Rights:
  • Right to Know: You have the right to request that we disclose certain information to you about our collection and use of your Personal Information over the past 12 months.  
  • Right to Delete: You have the right to request that we delete any of your Personal Information that we collected from you and retained, subject to certain exceptions.  
  • Right to Correct: You have the right to request that we correct inaccurate Personal Information that we maintain about you.
  • Right to Opt-Out of Sale/Sharing: Eventing does not "sell" Personal Information in the traditional sense. Under the CCPA/CPRA, "sharing" includes the disclosure of Personal Information for cross-context behavioral advertising. We will provide mechanisms to opt-out if our practices change or are deemed to fall under this definition. [Eventing needs to assess if its use of advertising cookies constitutes "sharing" and provide an opt-out mechanism if so, e.g., "Do Not Sell or Share My Personal Information" link].  
  • Right to Limit Use and Disclosure of Sensitive Personal Information: You have the right to direct us to limit our use of your Sensitive Personal Information to that use which is necessary to perform the services or provide the goods reasonably expected by an average consumer. [Eventing needs to identify if it collects Sensitive Personal Information as defined by CCPA/CPRA and provide this right if applicable]. Eventing typically collects information like resume details which may contain sensitive data; the primary use is for the ATS service as directed by Customers.  
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA/CPRA rights.
• Exercising Your Rights: To exercise your CCPA/CPRA rights, please submit a verifiable consumer request to us by contacting us at [Insert DPO or Privacy Contact Email, e.g., privacy@eventing] or via a toll-free number [Eventing to provide if required by CCPA for their size/scope].
• Categories of Personal Information Collected: We have collected the categories of Personal Information as described in Section 2 in the preceding 12 months.
• Purposes for Collection and Use: We collect and use Personal Information for the business and commercial purposes described in Section 4.
• Categories of Sources: We collect Personal Information from the categories of sources described in Section 2.
• Categories of Third Parties with Whom We Share Personal Information: We may disclose your Personal Information for a business purpose to the categories of third parties described in Section 5.  
• Shine the Light: California's "Shine the Light" law (Civil Code Section § 1798.83) permits users of our Service that are California residents to request certain information regarding our disclosure of Personal Information to third parties for their direct marketing purposes. To make such a request, please contact us at the email address provided above.  

16. Language

This Privacy Policy is written in English. If this Privacy Policy is translated into any other language, the English version shall prevail in the event of any inconsistencies.

17. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

Eventing Email: privacy@eventing [eventing/about]

Disclaimer: This is a sample Privacy Policy and should not be considered legal advice. Eventing should consult with legal counsel to ensure that this Privacy Policy is compliant with all applicable laws and regulations relevant to its specific operations, data processing activities, and geographic reach. Specific details such as contact information, company address, DPO details, and links to other policies (like a Cookie Policy) need to be filled in by Eventing. Regular reviews and updates to this policy are crucial.