Careers at YNAB

Applicant Privacy Policy

YNAB (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Applicant Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes. This Applicant Privacy Notice applies to individuals that are applying for a full-time, part-time, or contractor position at YNAB only.

This Applicant Privacy Notice describes the categories of personal data that we collect, how we use your personal data, how we secure your personal data, when we may disclose your personal data to third parties, and when we may transfer your personal data outside of your home jurisdiction. This Applicant Privacy Notice also describes your rights regarding the personal data that we hold about you including how you can access, correct, and request erasure of your personal data.

We will only process your personal data in accordance with this Applicant Privacy Notice unless otherwise required by applicable law. We take steps to ensure that the personal data that we collect about you is adequate, relevant, not excessive, and processed for limited purposes.

For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is YNAB.

We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions

Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, which apply to you in addition to our other Privacy Notice which is available on our website - please review it as it covers important information about information we collect, data retention, provisions for California residents, and more.

Your Personal Information

Information we collect from you

We collect and process some or all of the following types of information from you:

Information that you provide when you apply for a role. This includes information provided through an online application, via email, in person or virtually at interviews and/or by any other method (we note that the majority of our interviews are done virtually via Google Meet, with some exceptions).
In particular, we process personal details such as name, email address, address, date of birth, the city, state, and/or country where you live, qualifications, experience and any information relating to your employment and/or education history, skills and experience that you provide to us within your application materials, including, without limitation, your correspondence with us, your resume or CV, and your answers to any questionnaires.
If you choose to provide it, we collect data related to your gender, ethnicity, disability, sexual orientation, and veteran status. This data is anonymized and cannot be tied to your application.
If you contact us, we may keep a record of that correspondence.
Details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access.

Information we collect from other sources

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal data from these sources.

We may also retrieve or receive personal data from third parties in connection with a background, employment, or reference check, subject to your consent where required by law. This data is not retrieved via Pinpoint.

Uses made of your information

Lawful basis for processing

We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business, which includes, without limitation, administering and corresponding with you regarding your application, enabling us to recruit suitable employees, processing your application, ensuring equal opportunities and treatment, and entering into an employment contract with an individual after an offer is made. Additionally, the legitimate interest for our retaining of recruitment records includes processing your application, entering into employment contracts, carrying out legal obligations or exercising rights under employment law, and to establish, exercise, or defend any legal claims relating to your recruitment.

Purposes of processing

We use information held about you in the following ways:

To consider your application in respect of a role for which you have applied.
To consider your application in respect of other roles.
To communicate with you in respect of the recruitment process.
To enhance any information that we receive from you with information obtained from third party data providers.
To find appropriate candidates to fill our job openings.
To retain appropriate recruitment process records.
To help Pinpoint improve their services.

Automated decision making / profiling

We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified (such as requiring a certain number of years of experience). The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our team (of humans 🙂).

How we store your personal data

Security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in any unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Where we store your personal data

The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several datacentre locations in Amsterdam (Netherlands) and may be synchronised to one of several datacentre locations in London (United Kingdom) for backup and redundancy purposes. By submitting your personal data, you agree to this transfer, storing or processing.

How long we keep your personal data

We retain all candidate data for a period of 48 months from the time of application. Your personal information will be deleted on one of the following occurrences:

Deletion of your personal information by you via the Manage Your Data tool or
Receipt of a written request by you to us.

Your rights

Under the General Data Protection Regulation you have a number of important rights. In summary, those include rights to:

access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address
require us to correct any mistakes in your information which we hold
request the erasure of personal data concerning you in certain situations
request access to the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
object at any time to processing of personal data concerning you for direct marketing
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
object in certain other situations to our continued processing of your personal data
otherwise restrict our processing of your personal data in certain circumstances
claim compensation for damages caused by our breach of any data protection laws.

If you would like to exercise any of those rights, please either:

utilise the Manage Your Data tool provided or
contact us using our contact details below, ensuring we have enough information to identify you, proving your identity and address and confirming which information to which your request relates

How to complain

You can contact us at privacy@ynab.com. We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.