Last updated: November 13, 2025

This Candidate & Recruitment Privacy Notice describes IntelliSource, LLC’s policies and procedures on the collection, use and disclosure of Personal Data in connection with our recruitment and hiring activities. It explains how we process Personal Data about job applicants, candidates and prospective talent, and tells You about Your privacy rights and how the law protects You.

This Candidate & Recruitment Privacy Notice supplements our general Privacy Policy available at https://intellisource.com/privacy-policy/ and should be read together with it.

Where this notice is more specific about how we process Personal Data for recruitment purposes, it will apply to those activities.

By submitting an application or otherwise participating in our recruitment process, You agree to the collection and use of information in accordance with this Candidate & Recruitment Privacy Notice and our Privacy Policy.

Interpretation and Definitions

Interpretation

The words whose initial letters are capitalized have meanings defined in our Privacy Policy or under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or plural.

Definitions

For the purposes of this Candidate & Recruitment Privacy Notice:

  • Company (referred to as either “the Company”, “We”, “Us” or “Our”) means IntelliSource, LLC, 1899 Wynkoop Street, Suite 200, Denver, CO 80202.
  • Candidate means any natural person who applies or is considered for a role with the Company or with one of Our client partners, including employees, contractors, temporary workers or other talent.
  • Recruitment Services means Our activities related to identifying, attracting, evaluating and selecting Candidates for roles with the Company or with Our clients, including Recruitment Process Outsourcing (RPO), Business Process Outsourcing (BPO), Total Talent Management and similar solutions.
  • Client means a business customer on whose behalf We may recruit Candidates or to whom We may present Candidates.
  • Personal Data has the meaning given in our Privacy Policy and includes any information that relates to an identified or identifiable individual.
  • Processing means any operation or set of operations that is performed on Personal Data, such as collection, recording, organization, storage, use, disclosure or deletion.
  • Data Controller has the meaning given under the GDPR. For most recruitment activities, the Company acts as Data Controller; in some cases, We and a Client may act as joint or independent controllers.
  • Service for purposes of this notice includes Our Website, application forms, Applicant Tracking Systems, digital recruitment platforms, hiring events and other tools We use to provide Recruitment Services.

Unless otherwise defined here, the terms used in this Candidate & Recruitment Privacy Notice have the same meanings as in Our Privacy Policy.

Collecting and Using Your Personal Data

Types of Data Collected

In connection with Recruitment Services, We may collect and process the following categories of Personal Data:

  • Identity and Contact Data
    • First and last name, preferred name or title
    • Email address, telephone number, mailing address
    • Country, state or region of residence
  • Application and Career Data
    • Resume/CV, cover letter, work history and education
    • Professional qualifications, licenses, certifications and skills
    • LinkedIn or other professional profile information that You choose to share
    • Desired role, work preferences, availability and compensation expectations
  • Recruitment Process Data
    • Information You provide in application forms or pre-screening questions
    • Interview scheduling information, interview notes and feedback
    • Assessments, tests and related scores or results (for example, skills or aptitude tests)
    • Communications between You and Us (including email, text messages, phone, chat and Applicant Tracking System notes)
  • Background and Screening Data (where allowed by law)
    • For certain roles and in certain locations, and only where permitted by applicable law, We may collect additional information such as:
      • Reference and employment verification information
      • Background check results (for example, criminal history, driving record, or financial checks where applicable and lawful) obtained through authorized third-party providers

We will inform You separately when such checks are required and which data will be processed.

Technical and Usage Data

When You use Our online recruitment tools, We may collect certain technical and usage information, such as:

  • IP address, device type, browser type and version
  • Log data relating to Your use of Our application portals, scheduling tools, virtual hiring events or digital interviews
  • Interaction data with recruitment-related emails and SMS (for example, whether a link was opened)

This type of data is collected in a similar manner to the Usage Data described in Our Privacy Policy.

Special Categories of Data (Sensitive Data)

We generally try to avoid collecting sensitive Personal Data unless it is strictly necessary. In limited circumstances and only where allowed by law, We may process:

  • Voluntary diversity and equal opportunity information (for example, gender or race/ethnicity) for reporting and monitoring purposes
  • Health-related information that You choose to share, such as information required to support reasonable accommodations during the recruitment process
  • Other sensitive information where required by law or clearly necessary for a particular role, and with appropriate safeguards

If We request such information, We will explain why We need it and how it will be used.

How We Collect Your Personal Data

We collect Personal Data about Candidates from different sources, including:

  • Directly from You when You submit an application, attend a hiring event, participate in interviews or otherwise communicate with Us.
  • Job boards and professional networks when You apply through third-party sites or choose to make Your profile available to recruiters.
  • Recruitment agencies and staffing partners who refer You for roles.
  • Referrals from Our employees or other contacts who recommend You for a role.
  • Clients when they refer Candidates to Us or when We continue recruitment efforts that they have begun.
  • Third-party service providers who perform background checks, skills testing, assessments, scheduling or AI-enabled recruiting services on Our behalf.

Where We receive Personal Data about You from third parties, We will treat it in accordance with this Candidate & Recruitment Privacy Notice and applicable law.

Use of Your Personal Data

The Company may use Personal Data collected in connection with Recruitment Services for the following purposes:

  • To manage the recruitment and hiring process
    • To receive, review and evaluate applications; assess qualifications; schedule and conduct interviews; manage assessments; and make hiring or engagement decisions.
  • To consider You for current and future opportunities
    • To match Your profile with other roles at the Company or with Our Clients, where permitted by law and, where required, with Your consent.
  • To communicate with You
    • To contact You by email, phone, SMS or other electronic means regarding Your application status, interview scheduling, feedback and other recruitment-related information.
  • To comply with legal and regulatory obligations
    • To meet equal employment, immigration, record-keeping and reporting requirements, and to respond to lawful requests from public authorities.
  • To conduct background checks and verifications
    • For certain roles, to perform background checks, reference checks and similar activities, where permitted by applicable law and with any necessary notices and consents.
  • To improve Our recruitment processes
    • To perform data analysis, measure the effectiveness of Our recruitment channels and campaigns, and improve the Candidate experience, typically using aggregated or de-identified data.
  • To protect Our rights and interests
    • To establish, exercise or defend legal claims and to maintain appropriate business records.

We may process Personal Data based on one or more legal grounds, including: Your consent, performance of pre-contractual steps at Your request, compliance with legal obligations, and Our legitimate interests in managing Recruitment Services in an efficient, fair and secure manner.

Automated Processing and AI-Enabled Tools

We may use AI-enabled tools and other forms of automated processing to assist with certain aspects of the recruitment process, including:

  • Organizing and prioritizing applications
  • Generating summaries of Candidate profiles for recruiters and hiring managers
  • Supporting chatbots that answer questions, collect information or help schedule interviews
  • Providing standardized frameworks or scores to help evaluate skills or qualifications

These tools do not make final hiring decisions. Any decision to move You forward, decline Your application, or make an offer is always made by a human recruiter or hiring manager.

Where required by law, We will provide additional information about specific tools used, the logic involved and the potential consequences for You, and We will respect Your rights relating to automated decision-making.

If You have questions or concerns about Our use of AI or automated tools in recruitment, or if You would like a human review of an AI-assisted assessment, You may contact Us using the details in the “Contact Us” section below.

Sharing Your Personal Data

We may share Candidate Personal Data with:

Internal teams at the Company – Recruiters, HR personnel, hiring managers, and limited IT or administrative staff who need access to perform their roles.

Clients – Where You are being considered for a role that supports or is employed by a Client, We may share relevant information with them so they can evaluate Your candidacy and manage their hiring process.

Service Providers – Third-party vendors that help Us provide Recruitment Services, such as Applicant Tracking Systems, background check providers, assessment and testing services, scheduling tools, communication platforms and AI-enabled recruiting tools. These Service Providers process Personal Data on Our behalf and are required to protect it and use it only in accordance with Our instructions.

Professional advisors – Legal, accounting or other advisors where reasonably necessary to protect Our rights and comply with Our obligations.

Public authorities – When required to do so by law, regulation, court order or similar legal process, or to protect the rights, property or safety of the Company, Our employees, Candidates, Clients or the public.

We do not sell Candidate Personal Data in exchange for money. If You are a California resident, We do not “sell” Your Personal Data as that term is defined in the CCPA/CPRA in the context of recruitment.

Retention of Your Personal Data

The Company will retain Candidate Personal Data only for as long as is necessary for the purposes set out in this Candidate & Recruitment Privacy Notice and as required under applicable laws, including equal employment and record-keeping obligations.

In general:

Unsuccessful Candidates

  • We typically retain application and recruitment records for a period that allows Us to:
  • Demonstrate fair and non-discriminatory hiring practices
  • Consider You for future opportunities (where permitted)
  • Establish, exercise or defend legal claims

Talent pools and ongoing opportunities

  • If We keep Your information specifically so that We can contact You about future roles, We will do so in accordance with applicable law and, where required, based on Your consent. You may ask Us to remove You from such talent pools at any time.

Successful Candidates

  • If You are hired or engaged, relevant recruitment data may form part of Your personnel file and will be retained in accordance with Our employee or contractor privacy practices and applicable employment laws.

In all cases, We may retain certain limited information (for example, Your name, the role applied for and the dates of the process) for a longer period if needed to comply with legal obligations or to resolve disputes.

Where there is any inconsistency, the general retention principles described in Our Privacy Policy continue to apply.

Transfer of Your Personal Data

Your Personal Data may be processed at the Company’s operating offices and in other locations where the parties involved in the Processing are located, including outside Your state, province or country. This may include transfers to the United States and other jurisdictions whose data protection laws may differ from those in Your jurisdiction.

When We transfer Personal Data from the European Economic Area (EEA), the United Kingdom or other regions with data transfer restrictions, We take steps to ensure an adequate level of protection, for example by using Standard Contractual Clauses or other appropriate safeguards, as required by applicable law.

Your Rights

The rights available to You may depend on the laws of Your country, state or region. In many cases, and in particular under the GDPR and similar laws, You may have the right to:

  • Request access to the Personal Data We hold about You
  • Request correction of inaccurate or incomplete Personal Data
  • Request deletion of Your Personal Data in certain circumstances
  • Object to or request restriction of certain Processing activities
  • Receive a copy of Your Personal Data in a structured, commonly used and machine-readable format and request that We transmit it to another controller where technically feasible
  • Withdraw consent at any time, where Processing is based on Your consent
  • Lodge a complaint with a data protection supervisory authority

California residents may have additional rights under the CCPA/CPRA, including rights to know, correct and delete certain Personal Information, subject to applicable exceptions, and to be free from discrimination for exercising those rights.

To exercise any of these rights, please contact Us using the details below. We may need to verify Your identity and, where applicable, confirm that You are authorized to act on someone else’s behalf.

Security of Your Personal Data

The security of Your Personal Data is important to Us. We use commercially reasonable technical and organizational measures designed to protect Candidate Personal Data against unauthorized access, disclosure, alteration or destruction. However, no method of transmission over the Internet or method of electronic storage is completely secure, and We cannot guarantee absolute security.

Links to Our Privacy Policy

This Candidate & Recruitment Privacy Notice should be read in conjunction with Our main Privacy Policy, which provides additional information on topics such as cookies, analytics, marketing communications, data subject rights and contact methods. IntelliSource’s Privacy Policy is updated at https://intellisource.com/privacy-policy/.  Where appropriate, the provisions of the Privacy Policy also apply to Personal Data collected in connection with Recruitment Services.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy or Candidate & Recruitment Privacy Notice of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

Changes to this Candidate & Recruitment Privacy Notice

We may update Our Candidate & Recruitment Privacy Notice from time to time. We will notify You of any changes by posting the new Candidate & Recruitment Privacy Notice on this page.

You are advised to review this Candidate & Recruitment Privacy Notice periodically for any changes.

Changes to this Candidate & Recruitment Privacy Notice are effective when they are posted on this page.

Contact Us

If you have any questions about this Candidate & Recruitment Privacy Notice; You can contact us:

By email: info@intellisource.com

By visiting this page on our website: https://intellisource.com/contact/

By phone: 303.692.1100

 

PLEASE RETAIN A COPY OF THIS POLICY FOR YOUR RECORDS.