Updated February 21, 2022
The Scout Software
Scout is a hosted software product provided and hosted by Scout Exchange that acts a venue for employers, on the one hand, and search firms, on the other, to match qualified and interested candidates with unfilled employment positions (the “Software”). The Software is integrated with and accessed through your Applicant Tracking System (ATS).
The Scout Exchange Website
Information We Collect
In the course of conducting its business and to provide the Software, Scout Exchange collects and stores certain personal data, including (i) the personal information of persons whose information has been submitted by an application and/or resume to a third party search firm (“Candidates”), including Candidate names, home addresses, email addresses, and employment history (this information is collectively referred to as “Candidate Resume Data”), (ii) contact and billing information of certain business partners and customers, including applicant tracking systems, staffing agencies and employers who have registered to use the Software (“you” or, collectively with other individuals and entities who have registered to use the Software, “Users”), including job description data, historical placement data, contact information and bank routing information (this information is collectively referred to as “User Data”), and (iii) demographic data including gender race, ethnicity and veteran status (“Voluntary Self-Identified Diversity Data”.
The personal information we collect may be stored on our servers, and on the servers of third party service providers.
Scout Exchange does not store your credit card information. We use Stripe Inc. to process credit card transactions. If you purchase services using a credit card, your credit card information is processed and stored by Stripe Inc. (https://stripe.com/privacy).
Use of Collected Information
Collected User Data is used to make available and to improve our high standard of reliable services. We use User Data to:
- respond to inquiries or service requests and monitor such responses;
- provide information about and market our products and services;
- resolve problems; and
- manage the Site and assess usage of the Software.
Candidate Resume Data supplied by Users is used solely to provide and make available the Services.
Voluntary Self-Identified Diversity Data is used for product improvements in support of our diversity and inclusions efforts and those of our clients. The data is used to evaluate the diversity of candidate pools submitted to our clients and to measure a recruiter’s success in submitting diverse candidates. Your individual Voluntary Self-Identified Diversity data will not be shared with Clients, or others outside of Scout, and will not be accessible to anyone involved in the recruiting or hiring process.
Other Legitimate Reasons
We may also use information we collect for other legitimate purposes, including. (1) compliance with foreign law, law enforcement, court and regulatory requirements; (2) Industry watch-lists and industry self-regulatory schemes; (3) information system, network and cyber security (4) employment data processing; (5) general corporate operations and due diligence; and (6) product development and enhancement.
Data Disclosure and Sharing
We do not sell or rent personal information to third parties who are not affiliated with Scout Exchange. We will share your personal information with third parties only in the ways that are described in this Privacy Notice.
Scout Exchange may disclose personal data as follows:
- To Users of the Scout Software as needed to provide our services. For example, Candidate Resume Data and certain User Data may be shared with Users who may consider working with such individuals, Workforce Providers, or hiring company Clients.
- To our Parent and affiliated companies for marketing, data analysis and improvement of services offered by our family of companies.
- Strategic Alliance Partners, such as companies offering Applicant Tracking Systems with which we partner to integrate our services.
- Third Party Service Providers: Scout may from time to time, outsource some or all operations of our business to third-party service providers. Such third parties provided with the minimum amount of information needed for the purpose of accomplishing their tasks and we restrict how such service providers may access, use and disclose your data.
- Agents: Scout Exchange works with other companies and individuals to perform functions on its behalf. Examples include processing compensation, providing employee benefits, and performing legal and other professional services. These agents have access to personal data needed to perform their functions, but they are contractually bound to restrict their use to the purposes for which they have been retained by Scout Exchange.
- Business Transfers: If Scout Exchange sells or buys any business or assets, we may disclose personal data to the prospective seller or buyer of such business or assets, and personal data may be among the assets transferred. Any acquirer of such assets may continue to use personal data as set forth in this Privacy Notice.
- Legal Investigations and requests: Scout Exchange may disclose personal data to law enforcement agencies or other governmental agencies when required to do so or when Scout Exchange in good faith believes it is necessary in order to comply with legal obligations.
- Protection of Scout Exchange and others: Scout Exchange may release data when we believe release is appropriate to enforce or apply our policies and agreements, or protect the rights, property or safety of Scout Exchange, our employees, or others. This does not include selling, renting, sharing or otherwise disclosing personal data for commercial purposes in violation of the commitments in this Privacy Notice.
Deleting or Correcting Personal Information
Upon request Scout Exchange will provide you with information about whether we hold any of your personal information. If you would like to have your personal information removed from Scout Exchange’s database, or would like to correct or delete an error in such information, please contact us at firstname.lastname@example.org.
We will retain your information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Choice and Opt-Out
We provide you the opportunity to “opt-out” of having your User Data used for certain purposes when we ask for this information. For example, if you do not wish to receive marketing material from us, you can indicate your preference in the Site’s option area. If you no longer wish to receive our promotional communications, you may opt-out of receiving them by following the unsubscribe instructions included in each communication. We may send you service related email announcements on rare occasions when it is necessary to do so. For instance, if our service is temporarily suspended for maintenance, we might send you an email. You do not have an option to opt out of these emails, which are not promotional in nature.
Additional Information Regarding Data Collected for our Clients through the Scout Software
Scout Exchange collects information under the direction of its Clients, and has no direct relationship with the individuals whose personal data it processes. If you are a Candidate whose information has been provided to us for inclusion in the Software and you would like to request not to be contacted by one of our Clients that use the service or have your Candidate Resume Data be removed or updated, please contact the recruiter or application tracking service that is responsible for supplying your information. If you are not sure which third party(ies) has supplied your information, please contact us via email at email@example.com and we will attempt to provide you with all the necessary contact information to initiate the removal or update of your information within a reasonable timeframe. We may transfer personal information to companies that help us provide our service. Transfers to subsequent third parties are covered by the service agreements with our Clients.
If you are a User who has provided Candidate Resume Data, by using the Software and uploading such Candidate Resume Data, you agree that in the event you are contacted by any Candidate requesting the removal or update of that Candidate’s information, you will promptly take all necessary actions to give effect to such update or removal.
If you are a Candidate who has provided Voluntary Self-Identified Diversity Data, and you would like to delete, update or access your diversity information, please complete the form located here , or contact us at firstname.lastname@example.org.
Access and Data Integrity Controlled by our Clients
Scout Exchange acknowledges that you have the right to access your personal information. You must immediately update your User Data when and if it changes so that we can maintain accurate data about you. Clients registered to use the Software designate an account administrator responsible for managing the Client account. You may contact your account administrator to update, correct or delete the content and accuracy of your information. Although you may change your User Data, Scout Exchange may retain in backup or inactive files the uncorrected or outdated User Data. Such User Data may be retained for several reasons, including backups for disaster recovery planning, dispute resolution purposes, troubleshooting, enforcement of agreements and to comply with our legal obligations, resolve disputes, and enforce our agreements. Therefore, you should not expect that all of your historical User Data will be removed from our databases at the time you notify us of changes.
Scout Exchange takes reasonable security measures such as password protection, encryption, physical locks, etc. as it deems appropriate to protect the information it collects from loss, misuse, unauthorized access, disclosure, alteration and destruction. Employees authorized to access User Data and Candidate Resume Data are required to take the appropriate safe guards to protect the User Data and Candidate Resume Data. Information gathered on the Site and by the Software is encrypted and protected with secure socket layer (SSL) encryption. Only the individual User and Scout Exchange personnel (solely on a need-to-know basis) have access to User Data, (except job posting descriptions or other User Data required for Scout Software to provide its function, which are accessible by other Users) All information collected from Users by Scout Exchange is stored on servers hosted in a physically secure environment.
Users are required to keep their Scout Exchange passwords confidential. Scout Exchange is not responsible for misuse of passwords. Users should advise Scout Exchange immediately if they believe their passwords have been compromised.
Social Media Widgets
If you choose to use our referral service to tell a friend about our Site, we will ask you for your friend’s name and email address. We will add your friend’s name and address to our database. They will have the option to unsubscribe whenever the receive an email from us.
Your friend may contact us at email@example.com to request that we remove this information from our database.
INFORMATION ABOUT CHILDREN
Scout Services and websites are not directed at children under 13. If you are aware that children under 13 are providing us with personal information without our consent, please contact us.
The Scout Services and website are operated by us from the United States, and is not intended to subject us to the laws or jurisdiction of any state, country or territory other than that of the United States. Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers. Your information may be sent to countries outside of your country of residence, including the United States, which may have different data protection rules than those of your country.
Scout Exchange complies with he Privacy Shield Frameworks as set forth by the US
Privacy Shield frameworks set forth by the U.S Department of Commerce with respect to collection, use and retention of personal data from the United Kingdom and European Union member countries. For more information, see our Privacy Shield Notice. To learn more about Privacy Shield and to view Scout Exchange’s certification please visit https://www.privacyshield.gov/list.
CHANGES TO THIS PRIVACY NOTICE
Scout may change the provisions of this Privacy Notice from time to time by posting a new version on our website.
Scout welcomes your comments regarding this Privacy Notice. You can contact Scout at firstname.lastname@example.org or through our mailing address below.
501 Boylston Street
Boston, MA 02118