Couchbase Candidate Privacy Notice

Introduction and scope of candidate privacy notice

"Couchbase, Inc. and its affiliated companies (collectively, “Couchbase”) care about your privacy and are committed to processing your Personal Information (as defined below) in accordance with fair information practices and applicable data privacy laws. This candidate privacy notice explains the type of Personal Information we process, why we are processing it and how that processing may affect you.

Your use of our website, products and services are governed by any applicable terms and our general Privacy Policy.

 

What do we mean by "Personal Information" and "Processing"?

“Personal Information” means any information relating to an identified or identifiable natural person or a household; an identifiable natural person is someone 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" means doing anything with the information. For example, it includes collecting it, holding it, disclosing it or deleting it.

Personal Information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, health, sexual orientation, sex life, trade union membership and genetic and biometric data are subject to special protection and considered in some countries, such as European Union Member States, to be "sensitive Personal Information ".

Your Personal Information


We process your Personal Information for the purposes of fulfilling our application and recruitment practices, conducting our businesses, and complying with legal obligations. Some of the Personal Information that we process about you comes from you. For example, you tell us your contact details. Other Personal Information about you is generated from references and third-party companies such as recruitment agencies. Your Personal Information will be seen internally by managers, administrators and HR.

 

How long do we keep your Personal Information?

We will retain your information as long as required to fulfil the purpose(s) for which this information was collected, comply with our legal obligations, resolve disputes, and enforce our contractual agreements, or as necessary for our legitimate interests, such as to consider you for other current and future employment opportunities. Note that if you are successful in your application your information will be kept on your personnel file. Irrelevant data may be deleted after a short period.

International Transfers of Personal Information


We are headquartered in the United States and we have offices in other countries such as India and the United Kingdom. Therefore, note that if you are located in the EEA, we may transfer your Personal Information outside the EEA to members of our group. We may also transfer it to processors in other countries. We will ensure that the transfer is lawful and that there are appropriate security arrangements.

We have entered into agreements ensuring appropriate and suitable safeguards with our group members and third-party service providers. If you have questions about these safeguards, please email dpo@couchbase.com.

 

Legal grounds for processing Personal Information (For EEA and UK candidates only)
What are the grounds for processing?

Under EU data protection law, there are various grounds on which we can rely when processing your Personal Information. In some contexts, more than one ground applies. Two of those grounds can be summarized as Legal Obligation and Legitimate Interests. We outline what those terms mean below:


Term
Grounds for Processing Explanation

Legal obligation

Processing necessary to comply with our legal obligations

Ensuring we perform our legal and regulatory obligations. For example, providing a safe place of work and avoiding unlawful discrimination.

Legitimate Interests

Processing necessary for our or a third party's legitimate interests

We or a third party have legitimate interests in carrying on, managing and administering our respective businesses effectively and properly and in connection with those interests processing your data (e.g. hiring new talents, maintaining the security of our buildings etc.). Your information will not be processed on this basis if our or a third party's interests are overridden by your own interests, rights and freedoms.



Processing sensitive Personal Information

If we process sensitive Personal Information about you, as well as ensuring that one of the grounds for processing mentioned above applies, we will make sure that one of the grounds for processing sensitive Personal Information applies, including (for example) that the processing is for equality and diversity purposes to the extent permitted by law.

 

Further information on the information we process and our purposes

The categories of Personal Information and the grounds on which we process data are in the table below (some or all may apply to you). Note that while we try to keep this table comprehensive, we may collect Personal Information that is not covered below. If this is the case, we will inform you of the Personal Information and the purpose for which we process it at the time of collection.

purpose
Purpose
Examples of Personal Information that may be processed

Grounds for processing (EEA and UK candidates only)

Recruitment

• CV/resume information (e.g. educational history, qualifications, certifications, skills, references);
• Identity, citizenship or immigration information (e.g. copies of identity documents, right to work permits or visas);
• Professional or employment information (e.g. current or past job history, references and any checks we may make to verify information provided);
• Education Information, (e.g. information about a candidate’s or an employee’s educational background, such as education records, report cards, and transcripts);
• Application documents generated by the company (e.g. test results, feedback, and notes from interviews or other selection processes); and
• If relevant information concerning your health, any disability and in connection with any adjustments to working arrangements.

Legal obligation

Legitimate interests

Contacting you or others on your behalf

Your email address, postal address, phone number and emergency contact information.

Legitimate interests

Monitoring of diversity and equal opportunities

Information on your nationality, racial and ethnic origin, gender, sexual orientation, religion, disability and age but only to the extent required or permitted by applicable laws.

Legitimate interests



Who sees your information?

Your Personal Information may be disclosed to managers, HR and administrators for employment, administrative and management purposes as mentioned in this candidate privacy notice. We may also disclose this to other members of our group and to our service providers, to the extent it is necessary for them to provide us with their services. In addition, we will share your Personal Information when it is required by law and/or in connection with criminal or regulatory investigations or when we have your consent to do so.

 

Access to your Personal Information and other rights

We try to be as open as we reasonably can about the Personal Information that we process. If you would like specific information, just ask us.
Depending on your country of residence, you may have certain rights regarding your Personal Information, including a legal right to make an access request. If you exercise this right and we hold Personal Information about you, we are required to provide you with information on it, including a description and copy of the Personal Information and an explanation of why we are processing it.
Depending on your country of residence, as well as your subject access right, you may have a legal right to have your Personal Information rectified or erased, to object to its processing, or to have its processing restricted. You may also have the right to be given your Personal Information in a machine readable format for transmitting to another data controller, though this right is unlikely to be relevant to you in the context of our application and recruitment processes.

If you make a request regarding your Personal Information and there is any question about who you are, we may require you to provide information from which we can satisfy ourselves as to your identity. We will respond to requests in accordance with applicable law, so there may be circumstances where we are unable to accommodate your request.

We are unlikely to rely on consent as a ground for processing. However, if we do and you are a resident of the EEA or the UK, you may withdraw consent at any time, although if you do so that will not affect the lawfulness of what we have done before you withdraw consent.

 

Security

We have implemented generally accepted standards of technical and operational security to protect Personal Information from loss, misuse, alteration, or destruction. Only authorized personnel of Couchbase and of our third-party service providers are provided access to Personal Information, and we take steps to require these employees and third-party service providers to treat this information as confidential. Despite these precautions, we cannot guarantee that unauthorized persons will not obtain access to your Personal Information.

 

Cookies

This website uses cookies and other tracking technologies. Please see the Couchbase Cookie Policy for further information on how and why we use cookies, and how you can update your preferences.

 

Contact details

In processing your information, we and in some cases our group companies, may act as a data controller (under European privacy law) or as a business (under the California Consumer Privacy Act).

 

If you have questions or concerns regarding the way in which your Personal Information has been used, please contact us at dpo@couchbase.com.

 

We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to the data protection authority of your local jurisdiction.