1. Types of Personal Information We Handle and How We Use This Information

We collect, store, and use various types of personal information through the application and recruitment process or during the relevant engagement or employment with us. We collect such information either directly from you or (where applicable) from another person or entity, such as an employment agency or consultancy, background check provider, or other referral sources.

A. Applicants

Information we collect. The type of information we collect about you may include:

• Identification and contact information such as full name, physical address, telephone number, and email address.
• Professional or employment-related information, including:
  • Recruitment, employment, or engagement information such as application forms and information included in a resume, cover letter, or otherwise provided through any application or engagement process.
  • Career information such as job titles; work history; work dates and work locations; information about skills, qualifications, experience, publications, speaking engagements, and preferences; and professional memberships.
• Education information such as institutions attended, degrees, certifications, training courses, publications, and transcript information.
• Assessment information such as performance on applicant personality and cognitive assessments.
• Audio or visual information such as CCTV footage as well as other information relating to the security of our premises; and photographs submitted.
• Other information that you voluntarily choose to share with us in connection with your application.

How we use this personal information. We collect, use, share, and store personal information from job applicants for our and our service providers’ business and operational purposes in our recruitment and hiring process such as:  processing your application; assessing your skills, qualifications, and interests; tracking your application through the recruitment process; contacting references; conducting background checks you authorize; evaluating you for current and future job opportunities, including matching your skills and interest to applicable job requirements; communicating with you throughout the hiring process; making hiring decisions; and fulfilling your requests.  We will also use job applicant information for internal analysis purposes to understand the applicants who apply and to improve our recruitment process, including improving our diversity and inclusion efforts.  We may sometimes need to use applicant information for legal purposes, such as in connection with any challenges made to our hiring decisions.

B. Employees and Contractors

Information we collect. The type of information we have about you (and potentially your beneficiaries and emergency contacts) depends on your role with us and may include, where applicable:

• Identification and contact information and related identifiers such as full name, date and place of birth, citizenship and permanent residence, home and business addresses, telephone numbers, email addresses, and such information about your beneficiaries or emergency contacts.
• Professional or employment-related information, including:
  • Recruitment, employment, or engagement information such as application forms and information included in a resume, cover letter, references, or otherwise provided through any application or engagement process; and copies of identification documents, such as driver’s licenses, passports, visas, and other government-issued documents; and background screening results and references.
  • Career information such as job titles; work history; work dates and work locations; employment, service or engagement agreements; appraisal and performance information; information about skills, qualifications, experience, speaking engagements, and preferences (e.g., mobility); absence and leave records; professional memberships; disciplinary and grievance information; and termination information.
  • Financial information such as salary, payroll, pension or retirement contribution information; and bank account and tax information.
  • Business travel and expense information such as travel itinerary information, corporate expenses and Company credit card usage.
• Education information such as institutions attended, degrees, certifications, training courses, publications, and transcript information.
• Internet, electronic network, and device activity and device information and related identifiers such as information about your use of the Company network, information, and communication systems, including user IDs, passwords, IP addresses, device IDs, web logs, and audit trails of system access.
• Geolocation information for device recovery if you use a Company-issued device and when you handle Company property.
• Audio or visual information such as CCTV footage, as well as other information relating to the security of our premises; recorded meetings or presentations in which you participate; call recordings from Company system; photographs submitted from and photographs taken at Company functions.
• Potentially protected classification information such as race, sex/gender, gender identity/expression, sexual orientation, marital status, military service, nationality, ethnicity, request for family care leave, political opinions, criminal history, and other information to help us monitor compliance with equal opportunity legislation.
• Health information about you, and, if applicable, your beneficiaries, such as medical conditions and other information provided in statement of health forms, disability status, health and safety incidents or accidents, sickness records, and health issues requiring adaptations to your working environment or working practices.

How we use this personal information. We collect, use, share, and store personal information for the Company’s and our service providers’ business purposes, which include, where applicable:

• HR management and administration including training, compensation and benefits, invoices, leave, scheduling, career development, performance appraisals and recognition, investigating and resolving inquiries and complaints, providing references, succession planning, organizational changes, fraud prevention and investigation, preparing analyses and reports, and communicating with our workforce about updates or relevant information about perks, benefits and discounts, and changes to Company products and services.
• Performance of business operations, including providing and monitoring IT systems for any lawful purpose, maintaining accounts and internal directories, crisis management, protecting occupational health and safety, participating in due diligence activities related to the business, business succession planning, and conducting internal analyses and audits.
• Recruitment, including interviewing, selecting and hiring new staff.
• Security operations, including detecting security incidents, debugging and repairing errors, preventing unauthorized access to our computer and electronic communications systems and vehicles and preventing malicious software distribution, and monitoring and controlling access to company premises and locations (including through use of CCTV).
• Safeguarding Lightspeed and the service, including the protection of the Company, our workforce, users, partners, and others.
• Legal compliance, such as complying with anti-bribery, tax, social security, and immigration obligations, and responding to and cooperating with legal or regulatory requests and investigations.
• At your request, in order to fulfil your requests.

2. With Whom We Share Personal Information

We will disclose job applicant, employee, and contractor personal information to the following types of entities or in the following circumstances (where applicable):

• Internally: to people within the Company and its affiliates to carry out the purposes described in this Policy, including to human resources and personnel involved in the recruiting and hiring process, and (if you are hired) your manager, as well as personnel within the Company, such as payroll, IT, legal and finance.
• Service Providers: technology service providers, travel management providers, human resource suppliers, group benefit plan carriers, background check companies, and employment agencies or recruiters, where applicable as well as service providers such as compensation and benefits providers, tax and other professional advisors, technology service providers, corporate card issuers, travel management providers, travel providers, human resources suppliers, group benefit plan carriers, background check companies, and employment businesses (in relation to contractors or agency workers).
• For business operations: to provide another entity (such as a potential or existing business counterparty or customer) with a means of contacting you in the normal course of business, for example, by providing your contact details, such as your phone number and email address.
• Legal advice and compliance: to seek legal advice from our external lawyers, or when required to do so by law, regulation, or court order or in response to a request for assistance by the police or other law enforcement agency.
• Business transaction purposes: in connection with the sale, purchase, or merger of a business.
• At your request: in order to fulfil your requests.