1. What does this notice cover?
This notice describes how Samsara Networks Inc. and its affiliates ("Samsara", "we", "us" or "our") use your “personal data” as defined in the General Data Protection Regulation (EU Regulation 2016/679) (“GDPR”) in connection with your application for employment with us. It also describes your data protection rights and how to exercise them.
We also may provide you with additional information when we collect personal data, where we feel it would be helpful to provide relevant and timely information.
2. What personal data are we likely to collect?
Personal identification and communication information: your name, home address, phone number; email address; date of birth, gender, immigration status, and information about your entitlement to work;
Application-related information: curriculum vitae (CV), cover letter, employment history, education history, qualifications and skills, reference contact information, position preferences, willingness to relocate, desired salary, interests and aspirations, and background screening information if relevant;
Sensitive information: information about your health and disabilities where we need to make any reasonable adjustments, where you have volunteered such information to us, where otherwise required for equal opportunities monitoring (which may include information about your ethnic origin, sexual orientation, health and religion or belief); and
Financial information: banking information in order to enable our third-party payment processor to reimburse you for expenses incurred in the application process.
We collect most of this information from you directly. E.g., data is collected through our application portal and/or CVs; from correspondence with you; or through interviews, meetings or other assessments. We may also collect some information about you from other people (e.g., recruiters, referrals), your referees or organizations (e.g., from LinkedIn), and where applicable, we may also collect data from our third-party background screening provider (during the pre-employment screening process).
3. Why do we collect, use and store this personal data?
We collect, use and store your personal data for the reasons set out below.
Where necessary for Samsara to take steps prior to potentially entering into an employment contract with you:
To make informed decisions on recruitment and assess your suitability for the role;
To communicating with you about your application, to respond to your inquiries and to schedule interviews; and/or
To reimburse you for any agreed expenses incurred in the application process where applicable.
Where necessary for Samsara's legitimate interests, as listed below, and where our interests are not overridden by your data protection rights. For example:
To improve our recruitment process and activities;
To verify the details you have supplied and, where applicable, conduct pre-employment background checks;
To protect our legitimate business interests and legal rights, including, use in connection with legal claims, compliance, regulatory, auditing, investigative and disciplinary purposes (including disclosure of such information in connection with legal process or litigation) and other ethics and compliance reporting requirements; and/or
To analyze and monitor the diversity of the workforce in accordance with applicable laws. This includes, e.g., compliance with equal opportunity employment laws.
Where necessary to comply with a legal obligation. For example:
To assess your fitness and propriety in connection with your engagement in a controlled function, where applicable; and/or
To comply with legal, regulatory and other requirements under applicable laws.
Where you have given consent. For example:
To contact you about future career opportunities at Samsara.
4. Verification and background checks
For certain positions, it will be necessary for us to verify the details you have supplied (e.g., in relation to your identity, employment history, academic qualification and professional credentials) and to conduct pre-employment background checks (e.g., in relation to previous criminal convictions or financial standing). The level of checks will depend on your role, in particular whether you will occupy a regulated role, and will be conducted at as late a stage as is practicable in the recruitment process and often only after you have been selected for the position. If your application is successful, we will provide further information about the checks involved and will obtain any necessary consents or acknowledgements prior to completing such checks.
5. How do we share your personal data?
Personal data will primarily be “processed” (used in this document as defined under the GDPR) by employees in our People, Talent, IT, Finance, and Facilities teams across our group of companies. If you are applying for a position from outside of the USA, this may therefore include sharing your personal data with our affiliates in the USA and in other jurisdictions.
In the event that your personal data is otherwise transferred outside of the UK or the EEA to an organization (including one of our affiliates) in a country which is not subject to an adequacy decision by the European Commission or considered adequate as determined by applicable data protection laws, we will take steps to ensure your personal information is adequately protected e.g., by way European Commission approved Standard Contractual Clauses, an appropriate Privacy Shield certification, or by relying on such other data transfer mechanisms as available under applicable data protection laws. We have currently decided to adhere to the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks to provide adequate protection for such personal data being transferred from the European Union, Switzerland and/or the United Kingdom to the United States.
Your personal data will be shared with companies providing services, such as technology services including hosting, maintenance, administration and analysis, as well as other agencies, under contract to Samsara as part of the recruitment process. For general recruitment services, we use a third-party candidate tracking system. We may also share your personal data with other third-party service providers (e.g., providers of background checks). Your personal data will also be shared with government authorities and/or law enforcement officials if mandated by law or if required for the protection of our legitimate interests in compliance with applicable laws. In the event that a Samsara business is sold or integrated with another business, your details may be disclosed to our advisers and any prospective purchaser's adviser and will be passed to the new owners of the business.
6. Your choices and rights (EEA candidates only)
You may have the right to ask Samsara for a copy of your personal data; to correct, delete or restrict processing of your personal data; and to obtain the personal data you provide in a structured, machine readable format. In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement). Where we have asked for your consent, you may withdraw consent at any time. If you ask to withdraw your consent to Samsara processing your data, this will not affect any processing which has already taken place at that time.
These rights may be limited according to applicable data protection laws, e.g., if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law or have compelling legitimate interests to keep. If you have unresolved concerns, you have the right to complain to a data protection authority. In the UK, this will be the UK Information Commissioner. The contact details of each data protection authority can be found at the following website: http://ec.europa.eu/justice/data-protection/article-29/structure/data-protection-authorities/index_en.htm. You can also raise any concerns by contacting our Data Protection Officer at email@example.com.
7. How long do we retain your personal data for?
If you are successful: we will retain your personal data only for as long as we need it for Samsara's legitimate interest in accordance with applicable law, for the purposes of the recruitment process and, once this process is finished, for an appropriate period so as to be able to deal with any legal claims linked to the application process. After this period, we will take steps to delete your personal data or hold it in a form that no longer identifies you. If you become a Samsara employee, relevant personal information you provide will become a part of your employee file and may be used later for the management of the employment relationship.
If you are not successful: we will retain your personal data for 12 months following notice of an unsuccessful application with us.
8. Updates to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
9. Contact us
The “data controller” (as defined under the GDPR) for your personal data will be Samsara Networks Inc. If you have any questions regarding our privacy practices or would like to review or update your personal data, you may email us at firstname.lastname@example.org. You can also contact us by writing to us at the following address: Samsara Networks Inc., Legal Department – Privacy Issues, 350 Rhode Island St., Suite 400S, San Francisco, CA 94107.