This Talent Acquisition Privacy Notice (“Notice”) explains how VIVE Collision (“VIVE,” “we,” “us,” or “our”) collects, uses, discloses, and retains personal information about individuals who apply for employment with us—whether you apply directly, through a job board, through a staffing or recruiting agency, or through an employee referral (collectively, “Applicants,” “you,” or “Candidates”).
This Notice applies only to the recruitment and hiring process. It does not cover the personal information of current VIVE employees (which is addressed in our internal employee privacy practices) or personal information we collect from customers (which is addressed in our separate Customer Privacy Policy).
1. Personal Information We Collect
Depending on the position and stage of the hiring process, we may collect the following categories of information about Applicants/Candidates:
- Identification and contact information – name, mailing address, phone number, email address, and emergency contact details.
- Application materials – resume/CV, cover letter, work history, education, certifications, licenses, and professional references.
- Interview and assessment information – interview notes, evaluation scorecards, skills or role-related assessment results, and work samples.
- Eligibility and background information – work authorization/eligibility to work in the U.S. (though the formal process will be conducted after an offer of employment has been made), and, where job-relevant and legally permitted, background check results such as criminal history record checks, motor vehicle/driving records (e.g., for technician or driving positions), and employment or education verification.
- Voluntary self-identification information – race/ethnicity, gender, veteran status, and disability status, collected only where you choose to provide it and used solely in aggregate for legally required equal employment opportunity (EEO) reporting.
- Communications – correspondence between you and our recruiters or hiring managers.
- Limited technical information – if you apply through our careers page, basic technical information (such as IP address or browser type) needed to operate the site.
- Social Media – review of your social media data, including without limitation, LinkedIn, X, Facebook and similar sites.
2. How We Collect Personal Information
- Directly from you, through application forms, resumes, interviews, and related communications.
- From third parties, including background check and verification providers, individuals you list as references, staffing or recruiting agencies, job boards, and our applicant tracking system (ATS) provider.
- Automatically, through standard website functionality if you apply via our careers page.
3. How We Use Personal Information
- To evaluate your qualifications and fit for open positions at VIVE.
- To verify your identity, work eligibility, and background information, consistent with applicable law.
- To communicate with you about your application and the hiring process.
- To comply with recordkeeping, reporting, and other legal obligations related to employment (for example, EEO recordkeeping).
- To evaluate and improve our recruiting and hiring practices.
- With your consent, to consider you for other current or future openings at VIVE.
4. How We Share Personal Information
We do not sell applicant personal information. We only share your information with:
- Our internal hiring team, including recruiters, hiring managers, and HR personnel involved in the hiring decision.
- Background check, screening, and verification vendors engaged to support the hiring process which are conducted after a conditional offer of employment has been made and are conducted – consistent with applicable law.
- Our applicant tracking system (ATS) and other HR technology providers who process information on our behalf.
- Government agencies or regulators where required by law or legal process.
- A successor entity in the event of a merger, acquisition, financing, or sale of business assets.
- Our third-party advisors in the event an issue arises in which we need their advice.
5. Data Retention
We retain applicant personal information for 7 years following a final hiring decision, unless a longer period is required by law (such as EEO recordkeeping rules) or you have consented to being considered for future roles. If you are hired, your application materials become part of your personnel record and are retained in accordance with our employee recordkeeping practices.
6. Security
We maintain reasonable administrative, technical, and physical safeguards designed to protect applicant personal information against unauthorized access, use, alteration, or disclosure.
7. Your Choices
- You may decline to provide optional information, such as voluntary EEO self-identification data, without affecting your candidacy for the role, though declining certain required information may limit our ability to process your application.
- You may withdraw your application at any time by contacting us using the information in Section 12 below.
- Depending on your state of residence, you may have additional rights regarding your personal information under applicable state law. Requests can be directed to the contact below, and we will respond consistent with applicable legal requirements.
8. Notice to California Residents (CCPA/CPRA)
If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the “CCPA”), provides you with certain additional rights regarding your personal information collected during the application and hiring process. This section supplements, and should be read together with, the rest of this Notice.
In the preceding 12 months, we have collected the categories of personal information described in Section 1 above for the business purposes described in Section 3 above, and have disclosed those categories to the service providers and other recipients described in Section 4 above. We do not sell or share (as those terms are defined under the CCPA) applicant personal information, and we have not done so in the preceding 12 months.
Subject to certain exceptions and limitations under the CCPA, California Applicants have the right to:
- Know/Access – request what personal information we have collected, used, disclosed, and the purposes for doing so.
- Delete – request deletion of personal information we have collected, subject to certain exceptions (for example, information we are required to retain for legal compliance).
- Correct – request correction of inaccurate personal information.
- Limit the use of sensitive personal information – you have the right to limit the use of such information. We only use sensitive personal information (such as background check results) for purposes necessary to evaluate your candidacy and comply with applicable law, so no additional action is generally required to limit its use.
- Non-Discrimination – you will not receive discriminatory treatment, including with respect to your candidacy, for exercising your CCPA rights.
To exercise any of these rights, please contact us using the information in Section 12 (Contact Us) below. We may need to verify your identity before processing your request, and you may designate an authorized agent to submit a request on your behalf in accordance with the CCPA.
9. Notice to European Economic Area and United Kingdom Residents (GDPR)
If you are located in the European Economic Area (“EEA”), Switzerland, or the United Kingdom (“UK”) when you apply, the EU General Data Protection Regulation and/or the UK GDPR (collectively, “GDPR”) may apply to our processing of your personal information which includes name, address, phone number and similar information. For purposes of the GDPR, VIVE Collision is the data controller of your personal information collected during the application and hiring process.
We process your personal information on the following legal bases: (i) to take steps at your request prior to entering into an employment contract; (ii) our legitimate interests in recruiting and evaluating candidates for employment; (iii) compliance with our legal obligations (for example, EEO or other recordkeeping requirements); and (iv) with your consent, where applicable, such as for voluntary self-identification information.
Because VIVE Collision operates in the United States, your personal information may be transferred to, and processed in, the United States and other countries outside of the EEA or UK. Where required, we rely on appropriate safeguards, such as the European Commission’s Standard Contractual Clauses or the UK International Data Transfer Addendum, to protect personal information transferred internationally. We do not share the information outside of VIVE Collision. We store you data [explain how/where stored].
Subject to certain exceptions and limitations under the GDPR, you have the right to:
- Access the personal information we hold about you.
- Rectify inaccurate or incomplete personal information.
- Erase your personal information, subject to certain exceptions.
- Restrict or object to our processing of your personal information.
- Receive a copy of your personal information in a portable format, where technically feasible.
- Withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing before withdrawal.
- Lodge a complaint with a supervisory authority in your country of residence, place of work, or where an alleged infringement occurred.
To exercise any of these rights, please contact us using the information in Section 12 (Contact Us) below.
10. SMS Communication – Terms of Service and Privacy
If you provide us with your mobile phone number during the application process, you consent to receive recruiting-related text messages from VIVE Collision and/or our applicant tracking system or recruiting technology providers on our behalf, which may be sent using automated technology. These messages may include, for example, application confirmations, interview scheduling and reminders, requests for additional information, and updates on your application status.
- Message frequency varies depending on the status of your application.
- Message and data rates may apply, depending on your mobile carrier and plan.
- You may opt out of receiving text messages at any time by replying “STOP” to any message. Reply “HELP” for help, or contact us using the information in Section 12 (Contact Us) below.
- Consent to receive text messages is not a condition of applying for or obtaining employment with VIVE.
- Carriers are not liable for delayed or undelivered messages.
Your mobile phone number and any information exchanged through SMS messaging will be handled in accordance with this Notice and will not be shared with third parties for their own marketing purposes. This SMS program is also governed by any separate SMS Terms of Service made available to you at the time you provide your mobile number.
11. Minimum Age
Applicants must meet the minimum legal working age applicable to the position and jurisdiction. We do not knowingly collect personal information through this process from individuals who do not meet the applicable minimum age requirements for employment.
12. Contact Us
If you have questions about this Notice or how VIVE Collision handles your personal information during the hiring process, please contact:
[email protected]
or mail us at:
2360 NJ-33
Suite 112 Unit 513
Robbinsville Twsp, NJ 08691
13. Changes to This Notice
We may update this Notice from time to time to reflect changes in our practices or applicable law. The policy is effective until revised. The “Effective Date” above reflects the date of the most recent revision. Any updates to this Notice will be posted on our careers page and will update the Effective Date.