Candidate Portal Terms and Conditions
Please read these Candidate Portal Terms and Conditions (“Terms”) carefully. By selecting the acceptance checkbox, creating or using an account, submitting or maintaining an application, completing an assessment, attending an interview or Group Session, or using a related recruitment feature, you agree to these Terms. If you do not agree, do not select the checkbox or submit an application.
These Terms become effective when you accept them and are intended to create a legally binding electronic agreement. They include an integrated Candidate Privacy Notice, mutual confidentiality and non-disclosure obligations, electronic communications, acceptable-use rules, assessment-integrity requirements and rules governing application materials, work samples, concepts and intellectual property.
1. Parties, Scope and Definitions
“Applicant,” “Candidate,” “you” or “your” means the person who creates an account, applies, is considered for a role or otherwise participates in recruitment through the Portal.
“Portal” means the Vosyn careers, candidate, assessment, interview, Group Session, offer, onboarding and related websites, dashboards, forms, email links, systems and services.
“Portal Operator” or “Vosyn Inc.” means Vosyn Inc.
“Recruiting Entity” means the specific legal entity identified in the job posting, application, invitation, offer or engagement document as considering you for a role.
“Vosyn Group” means Vosyn Inc., NovaForge AI Venture Lab Inc., VosynVerse HK, and their present and future subsidiaries and affiliates, together with their respective lawful successors and assigns.
“Authorized Partner” means a service provider, advisor, recruitment partner, host organization or other third party engaged for a disclosed recruitment purpose and subject to appropriate obligations.
“Protected Parties” means the Vosyn Group, each Recruiting Entity, the Portal Operator, Authorized Partners, and their respective directors, officers, employees, interns, contractors, agents, advisors, successors and assigns, only to the extent relevant to these Terms.
“Group Session” means a Group Discovery Session, live assessment, interview, information session, onboarding session or other group recruitment event.
Entity clarity. The posting, application or offer will identify the applicable Recruiting Entity or placement host. Nothing here makes every Vosyn Group entity or independent partner your employer, principal, client or contracting counterparty. Only a separate final written offer or engagement agreement can create an employment, internship or contractor relationship.
2. Acceptance, Eligibility and Electronic Agreement
Affirmative acceptance. Your selection of the acceptance checkbox constitutes your electronic signature and acceptance of these Terms. The Portal may retain the Terms version, document hash, date and time, account and application identifiers, Internet Protocol address or a protected equivalent, device and browser information, language and source page.
Capacity. You confirm that you have reached legal majority or otherwise have legal capacity. If local law requires guardian authorization, do not use the Portal until it is obtained.
Electronic records. You consent to receive recruitment notices, invitations, agreements and other records electronically and may download or request a copy. Withdrawing electronic-delivery consent may make the online process unavailable, but does not affect non-waivable rights.
No guarantee. Acceptance, account creation or participation does not guarantee an interview, assessment outcome, offer, engagement, compensation, equity, immigration support, reference, letter or other result.
3. Account Integrity and Security
- Use only an account that belongs to you and use the same account for later applications unless instructed otherwise.
- Keep credentials, verification links, assessment links, meeting links and access tokens confidential.
- Maintain an email address you control and update material changes promptly.
- Notify the Portal Operator promptly of suspected unauthorized access, identity misuse or a security incident.
- Do not access another person’s account, documents, scores, messages or session link.
- The Portal Operator may suspend or secure an account where reasonably necessary to protect data, investigate misuse, comply with law or preserve process integrity.
4. Candidate Representations and Accuracy
You represent and agree that:
- all information is truthful, accurate, complete and not materially misleading;
- you are authorized to submit every resume, portfolio item, code sample, work sample, reference and other material;
- you will not disclose another employer’s, client’s, school’s or third party’s confidential information or intellectual property without authority;
- you will not submit malware, hidden tracking, unlawful content or files designed to compromise a system or reviewer;
- you will disclose material generative-AI or third-party assistance where instructions require independent work or disclosure;
- you will promptly correct material inaccuracies and will not misrepresent qualifications, work authorization, identity, availability or authorship.
Consequences. Material inaccuracies or unauthorized submissions may result in verification, suspension, disqualification, withdrawal of an offer or termination of a later engagement, subject to applicable law and any required opportunity to respond.
5. Recruitment Process and Candidate Responsibilities
Process discretion. The Recruiting Entity may lawfully establish, change, pause, repeat or discontinue roles, stages, questions, assessments, interview formats, schedules and deadlines. Changes will not be applied in a misleading or discriminatory manner.
Verification. The Recruiting Entity may verify qualifications, experience, identity, references, work authorization and role-relevant information. Separate notice or authorization will be requested where local law requires it.
Deadlines and attendance. You are responsible for monitoring the Portal and completing steps within stated deadlines. Report technical difficulty promptly. A missed deadline or session may affect the application, subject to reasonable extensions, correction and accommodation.
Accommodation. Accommodation is available in recruitment, assessment and selection. You may request suitable accommodation without disclosing more medical information than reasonably necessary. Accommodation information will be restricted and will not be used to evaluate merit.
No relationship. Portal use does not create employment, internship, contractor, partnership, fiduciary, agency or other engagement. Only a final written agreement accepted by the proper parties can create one.
6. Assessments, Interviews and Automated Processing
Assessment tools. The Portal may administer written questionnaires, situational-judgment assessments, skills tests, work samples, structured interviews and other role-relevant evaluations.
Automated and rule-based processing. Configured rules, scoring logic, workflow automation and disclosed AI-assisted tools may validate submissions, calculate standardized scores, identify incomplete stages, route applications, flag anomalies, support scheduling or prioritize human review.
Human oversight. The Vosyn Group will not rely on a solely automated adverse decision where prohibited. Where applicable, you may request meaningful human review, provide relevant context and contest a significant automated outcome.
No diagnosis. Assessment scores, domains, rankings and review notes are recruitment tools, not medical, psychological, clinical or professional diagnoses.
Integrity. Unless expressly permitted, do not copy, photograph, record, share, scrape, publish, reverse engineer, sell, train another system on or obtain unauthorized assistance with questions, scoring logic, answer keys, interview prompts or confidential evaluation content.
Protected characteristics. Protected characteristics, accommodation information and optional profile photos will not intentionally be used as selection criteria except where a lawful bona fide requirement or other legal basis applies.
7. Candidate Privacy Notice and Data Processing
Section 23 is part of these Terms and contains the integrated Candidate Privacy Notice. It describes the categories of information processed, purposes, legal grounds, recipients, transfers, retention, security and applicable rights.
Recruiting Entity and controller. The specific Recruiting Entity is primarily responsible for recruitment decisions. Vosyn Inc. operates the Portal and may act as controller, joint controller, service provider or agent depending on the processing. Any additional controller will be identified where required.
Necessary processing. By applying, you request processing reasonably necessary to administer and evaluate the application, communicate, secure the Portal, meet legal obligations, prepare documents and maintain records. Where consent is legally required, the checkbox records consent only for the necessary, specifically described purposes.
Optional uses. These Terms do not enroll you in product marketing, investor communications, unrelated newsletters or unrelated model training. Any optional use requiring consent beyond the waitlist described below will be offered separately.
Vosyn waitlist (talent community). By accepting these Terms when you create an account, you consent to being added to the Vosyn waitlist so the Vosyn Group may contact you about future roles and opportunities that may fit you. You may leave the waitlist at any time from your candidate dashboard, and leaving has no effect on any active application. After you opt out, a later application will not re-add you; you can rejoin only by choosing to do so yourself.
No sale or unrelated AI training. The Vosyn Group will not sell your personal information and will not use identifiable resumes, assessment responses, interview records, work samples or confidential candidate materials to train a general-purpose or commercial AI model unrelated to recruitment without a separate lawful basis and clear notice.
8. Team Access, Affiliates, Partners and Providers
Need-to-know access. Candidate information may be accessed by authorized employees, interns, contractors, reviewers, People and Culture personnel, administrators, executives, advisors and other representatives who require it for a defined recruitment, security, legal, accommodation, audit or administrative purpose.
Confidentiality obligations. Persons with access must be subject to confidentiality, acceptable-use and data-protection obligations appropriate to their role. Your acceptance is not a waiver of the Vosyn Group’s legal obligations for unauthorized use or disclosure.
Group sharing. Information may be shared within the Vosyn Group where relevant to the application, placement, shared services, governance, legal compliance or security. The specific Recruiting Entity remains identified; another entity does not become your employer merely because it lawfully receives information.
Authorized Partners. Information may be provided to approved providers that host, secure or administer the Portal; deliver email, storage, scheduling, assessment, conferencing or e-signature services; conduct approved checks; provide professional advice; or otherwise support a disclosed recruitment purpose.
Legal and corporate disclosure. Information may be disclosed where required or permitted by law, to regulators, courts, law enforcement, professional advisors, insurers, or in connection with a bona fide financing, reorganization, merger, acquisition, sale or transfer, subject to applicable safeguards.
9. Electronic Communications, Records and Signatures
Electronic delivery. You consent to application acknowledgements, verification messages, reminders, invitations, assessment links, scheduling notices, decisions, offers and agreements through the Portal or the contact details you provide.
Delivery responsibility. Maintain accurate contact details and check spam or filtered folders. The Vosyn Group is not responsible for failures caused solely by inaccurate details, your provider or circumstances outside reasonable control, but will use reasonable processes to detect and remediate material failures.
Electronic signatures. A typed name, checkbox, click, authenticated action or similar method may be an electronic signature where the context clearly indicates intent and the method reliably associates the act with the document.
Evidence. The Portal may retain the document version/hash, signer/account identity, date/time, consent statements, security and delivery data and a copy of the executed record. A separate offer, NDA, contract, statutory form or background check may require a separate signature event.
No marketing consent. Recruitment communication consent is not consent to unrelated commercial marketing.
10. Mutual Confidentiality and Non-Disclosure Agreement
This Section is a bilateral NDA. It protects confidential information disclosed by either you or a Protected Party in connection with recruitment. The disclosing party is the “Disclosing Party” and the receiving party is the “Receiving Party.”
10.1 Confidential Information. Non-public information identified as confidential, reasonably understood to be confidential, or disclosed in a confidential recruitment setting, including oral, written, visual, electronic and derived information.
10.2 Company Confidential Information. Product/model architecture, source code, algorithms, prompts, data sets, training/evaluation/localization methods, security controls, software, prototypes, designs, research, strategy, pricing, capitalization, fundraising, financials, customers, partners, vendors, contracts, legal strategy, internal processes, unpublished hiring plans, question banks, scoring logic, answer keys, meeting links and participant identities/materials.
10.3 Candidate Confidential Information. Unpublished research, inventions, source code, portfolio materials, business plans, work samples, professional information and concepts you are authorized to disclose and clearly identify or that are reasonably understood as confidential. Unsolicited ideas outside a requested/designated confidential channel are governed by Section 12.5.
10.4 Exclusions. Information demonstrably known without restriction before disclosure, public without breach, lawfully received from a third party without duty, independently developed without use, or approved in writing for release.
10.5 Permitted use. Use only to evaluate, administer or participate in recruitment, a potential engagement, or another purpose expressly authorized in writing.
10.6 Care and access. Use at least reasonable care, restrict access to representatives who need to know and are bound appropriately, and promptly report suspected unauthorized access, use, loss or disclosure.
10.7 Restrictions. Do not copy more than necessary, remove notices, reverse engineer confidential systems, use information to compete unfairly, solicit participants from non-public data, train an unrelated model, benefit a third party or disclose except as permitted.
10.8 No recording/transcription. Without express written permission, do not record, photograph, screenshot, livestream, transcribe, externally summarize or permit an AI meeting assistant in a confidential interview, Group Session or onboarding session.
10.9 Compelled disclosure. Disclose only what is legally required and, where lawful/practicable, give prompt notice and assistance to seek protection.
10.10 Protected disclosures. Nothing prohibits reporting unlawful conduct, cooperating with authorities, protected whistleblowing, confidential legal advice or other non-waivable rights.
10.11 Ownership/no licence. Confidential Information remains with the Disclosing Party or licensors. No licence, assignment, exclusivity, residual-knowledge right or obligation to proceed is granted beyond the limited permitted use.
10.12 Return/deletion. When requested or the purpose ends, stop using and reasonably return/delete, except lawful records, routine backups or legal holds, which remain protected.
10.13 Duration. Five years after last disclosure; trade secrets for so long as they remain trade secrets; personal information for the period required by privacy law and these Terms.
10.14 Equitable relief. Unauthorized use may cause hard-to-measure harm. Subject to law, the Disclosing Party may seek injunctive/equitable relief plus other remedies.
10.15 No publicity. No use of the other party’s name, logo, image, application, participation, statements or relationship in publicity, social media, case studies or promotion without written permission, except as required by law.
11. Group Sessions and Participant Conduct
- Access links are personal and must not be forwarded, published or used by another person.
- Act professionally; do not harass, threaten, discriminate, impersonate, disrupt, dox or unlawfully solicit.
- Participant identities, contact details, statements, questions, screens and work are Confidential Information unless made public by the person concerned.
- Do not contact a participant for commercial, recruitment, fundraising or promotion using Group Session information unless they affirmatively agree.
- The host may moderate, remove or restrict participants to protect safety, fairness, confidentiality, accessibility or integrity.
- Attendance and administrative events may be logged. The Vosyn Group will not record a session without separate notice and a lawful basis.
12. Candidate Materials, Work Samples, Concepts and IP
12.1 Pre-existing rights. You retain IP owned before submission and independently created portfolio/work-sample rights, subject to third-party rights.
12.2 Evaluation licence. You grant the Protected Parties a non-exclusive, worldwide, royalty-free, limited licence during the retention period to host, copy, format, transmit, internally display, assess, security-test and use submitted materials only for recruitment, verification, compliance, disputes and records.
12.3 No commercial exploitation. Unless a separate written agreement says otherwise, the Vosyn Group will not commercialize, ship, publish, license or incorporate a requested candidate exercise or work sample into a product merely because it was submitted.
12.4 Warranties. You have rights to submit and grant the evaluation licence; materials do not knowingly infringe/misappropriate third-party rights; and credentials, private keys, unnecessary personal data and confidential third-party information are removed.
12.5 Unsolicited ideas. Do not submit unsolicited product, venture, investment, patent, business-model or research ideas you expect to remain confidential unless requested in writing or accepted through a designated confidential channel. Unrequested ideas outside that channel do not create confidentiality, exclusivity, compensation or non-use duties, although personal information remains protected.
12.6 Similar development. The Vosyn Group may already be developing or later develop or receive similar ideas, code, designs or products. Similarity alone does not prove access, copying, breach or compensation entitlement.
12.7 Feedback. Voluntary non-confidential feedback about the Portal may be used perpetually and royalty-free to improve systems/processes, without public identification unless you consent.
12.8 No pre-engagement assignment. These Terms do not assign future engagement-created inventions/work and do not waive moral rights. Those matters require the separate final engagement agreement, including any pre-existing-IP schedule.
12.9 AI/third-party content. Where allowed, you remain responsible for accuracy, originality, confidentiality, licensing and disclosure. Do not upload candidate or company confidential information to an unapproved external AI service.
13. Portal and Assessment Intellectual Property
Ownership. The Portal, software, interfaces, workflows, templates, assessment content, question banks, scoring logic, documentation, branding, text, graphics and databases are owned by or licensed to the Vosyn Group and protected by intellectual-property and confidentiality laws.
Limited licence. You receive a personal, revocable, non-transferable right to use the Portal only for legitimate recruitment. Do not scrape, crawl, frame, mirror, copy, modify, reverse engineer, bypass security, create derivatives, extract databases, benchmark competitively or use content to train another model except where non-excludable law permits.
14. References, Checks, Work Authorization and Identity
References. The Recruiting Entity may contact references you voluntarily provide for recruitment. It will not knowingly contact a current employer without permission unless law permits and the context clearly requires it.
Background checks. Criminal, credit, education, professional, sanctions or other checks will be lawful, proportionate and role-relevant. Separate notice/authorization will be obtained where required.
Work authorization. The Portal may ask whether you are legally entitled to work/participate and whether sponsorship or institutional documentation may be needed. Immigration, identity or tax documents will be requested only at an appropriate later stage under any required separate notice.
Government identification. Government ID is not required for the initial application unless a law or exceptional role requirement is disclosed. Later identity verification will state purpose, access, storage and deletion rules.
Photo and address. A profile photo is optional before offer unless lawfully required and will not be a merit-selection factor. A full residential address should ordinarily be collected only when needed for an offer, contract, payroll, legal notice or onboarding.
15. Prohibited Use
- Use the Portal unlawfully, fraudulently or to harm another person.
- Attempt unauthorized access or bypass security, permissions, identity checks, CAPTCHAs or stage controls.
- Interfere with availability, send automated bulk submissions, create fraudulent accounts or misuse communications.
- Upload malware or content infringing privacy, confidentiality, publicity, IP or other rights.
- Collect, scrape, export, disclose or use personal information about candidates, team members or participants without authorization.
- Misrepresent affiliation with the Vosyn Group or use its recruitment materials to solicit money, investments, credentials or personal information.
- Circumvent a decision or closure through deceptive identities. A legitimate later application should use the same account where possible.
16. Security and Incidents
Safeguards. The Vosyn Group will use administrative, technical and physical safeguards appropriate to sensitivity and risk. No internet or storage system can be guaranteed absolutely secure.
Candidate cooperation. Use a secure device/connection, protect credentials, avoid unnecessary sensitive information and promptly report suspicious messages, exposed links or unauthorized access.
Incident response. Where an incident affects personal information, the responsible entity will investigate, mitigate, document and provide legally required notifications.
No independent testing. Do not conduct vulnerability, penetration, scraping, load or security testing without prior written authorization and agreed rules of engagement.
17. Availability, Disclaimers and No Reliance
Availability. The Portal is provided “as available.” Functions may be maintained, updated, secured, suspended or discontinued, without a guarantee of uninterrupted/error-free service.
Third-party services. Functions may depend on hosting, email, storage, conferencing, assessment or signature providers. The Vosyn Group must govern providers as required by law but is not responsible for outages wholly outside reasonable control.
Recruitment information. Job descriptions, schedules, headcounts, compensation/equity descriptions, start dates and process information may change. Nothing is a binding offer unless in a final written offer/agreement issued by an authorized representative.
No professional advice. Portal information is not legal, immigration, tax, accounting, investment, medical or other professional advice.
Mandatory rights preserved. Nothing excludes duties/liability that cannot lawfully be excluded, including privacy, human-rights, accessibility, employment, anti-discrimination, fraud, wilful misconduct, personal injury or other mandatory protections.
18. Limitation of Liability
To the maximum extent permitted by law, and subject to the mandatory rights preserved in these Terms, the Protected Parties are not liable for indirect, incidental, special, punitive or consequential losses, or loss of anticipated opportunity, income, profit, business, data or reputation, arising solely from Portal use or unavailability, delay or change in recruitment, or a decision not to proceed. This limitation does not apply to fraud, wilful misconduct, non-excludable statutory duties or other liability that cannot lawfully be limited.
Mitigation and complaints. Each party must reasonably mitigate avoidable loss. Nothing limits your right to complain to a competent privacy, human-rights, accessibility, labour or other authority.
19. Candidate Responsibility and Limited Indemnity
To the extent permitted by law, you will indemnify affected Protected Parties for third-party claims, direct losses and reasonable costs arising from your intentional or reckless: unauthorized access/security attack; malware; knowing infringement/misappropriation; impersonation; unlawful recording/disclosure; or material breach of Sections 10, 12, 13 or 15. This does not apply to ordinary application errors, good-faith disputes, conduct caused by a Protected Party, or losses the Protected Party failed reasonably to mitigate.
20. Withdrawal, Closure and Survival
Candidate withdrawal. You may withdraw an application or request account closure through the Portal or another rights-request method made available by the responsible entity. Withdrawal does not require deletion of records that must lawfully be retained, but active selection use will stop except as needed for closure, law, security, audit or claims.
Suspension/closure by Vosyn. Access or an application may be suspended/closed where reasonably necessary for security, integrity, law, role cancellation, inactivity, missed requirements or material breach.
Future applications. Closure does not itself create a public adverse statement or bar a later legitimate application unless a separate lawful decision says otherwise.
Survival. Privacy, confidentiality, IP, electronic records, prohibited conduct, liability, indemnity, disputes and retention survive as needed to give them effect.
21. Governing Law and Mandatory Local Rights
Governing law. Except where mandatory local law requires otherwise, Ontario law and applicable Canadian federal law govern these Terms and related non-contractual matters.
Forum. Except matters within mandatory regulator/tribunal/court jurisdiction, parties attorn to courts in Toronto, Ontario, Canada.
Local override. Mandatory privacy, employment, accessibility, human-rights, consumer, electronic-signature, transfer or procedural rights in your jurisdiction remain and prevail over conflict.
Regulatory rights. Nothing prevents urgent equitable relief, protected reporting or contact with competent authorities.
No mandatory arbitration/class waiver. These Terms do not impose mandatory private arbitration or a class-action waiver. A later engagement agreement may contain separate legally reviewed dispute terms.
22. General
Order of priority. A final offer/engagement agreement controls classification, duties, compensation, equity, engagement-created IP and termination. A local privacy notice/addendum controls required additional rights. These Terms continue for Portal use, pre-engagement confidentiality and submissions unless expressly superseded.
Changes. Material prospective changes will be presented for fresh acceptance before applying to an active candidate, except urgent legal/security changes may take effect as required with prompt notice. No retroactive change to ownership/confidentiality rights without agreement.
Assignment. You may not assign your account/rights without consent. The applicable Vosyn entity may assign to a successor that assumes obligations and provides required notice.
Third-party beneficiaries. Protected Parties are beneficiaries of provisions expressly protecting them, including confidentiality, Portal IP, prohibited use, liability and indemnity.
Severability. Invalid provisions are enforced to the maximum lawful extent or severed; the rest continues.
No waiver. Non-enforcement is not waiver; waiver must be written by an authorized representative.
Entire agreement. These Terms, the posting, applicable local addendum and separately accepted documents are the entire agreement on Portal use/pre-engagement participation, without replacing a later engagement agreement.
Language. Translations may be provided. A legally required local-language version has the force required by law; otherwise English controls to the extent permitted.
23. Candidate Privacy Notice
This Candidate Privacy Notice forms part of the Terms. The information processed depends on the role, recruitment stage, location and applicable law. Collection will be limited to information that is reasonably necessary and proportionate for the stated purposes.
23.1 Categories of Personal Information
- Account and identity. Name, preferred name, contact information, account identifier, verification status, login records and acceptance records. Government identification is not required at the initial application stage unless separately disclosed and lawfully required.
- Application and professional information. Resume or curriculum vitae, employment and education history, qualifications, skills, preferences, availability, professional profiles, work-authorization status and other information you choose to provide.
- Assessment and interview information. Questionnaire answers, work samples, situational-judgment responses and scores, interview notes, reviewer decisions, stage history, deadlines, attendance records and accommodation requests.
- Communications and documents. Emails, Portal messages, scheduling information, offers, agreements, signed records, reference responses and support requests.
- Technical and security information. Internet Protocol address or a protected equivalent, device and browser information, timestamps, authentication events, system logs, errors, rate-limit events, security alerts and acceptance or signature evidence.
- Sensitive or special-category information. Accommodation, disability or health information only where voluntarily provided or legally needed, and immigration or background information only at the appropriate stage and with any required authorization.
- Post-offer information. Legal address, identity verification, tax or immigration documents, optional profile photo and onboarding information only where needed under an appropriate notice.
23.2 Sources of Personal Information
- directly from you and account activity;
- references, institutions, professional bodies or verification providers you authorize;
- public professional sources where lawful/relevant;
- Vosyn personnel, interviewers, reviewers and systems;
- security, hosting, email, conferencing, assessment, storage and signature providers.
23.3 Purposes of Processing
- create/secure accounts and administer applications;
- assess qualifications, skills, availability, fit and requirements and support human review;
- communicate, schedule, remind, authenticate, support and manage sessions;
- verify information, references, identity, authorization and lawful background information;
- prepare, issue, sign and administer offers, agreements, onboarding and required letters;
- prevent fraud, cheating, abuse, unauthorized access and security incidents;
- maintain audit, compliance, accommodation, legal-claim and governance records;
- improve recruitment/Portal performance with aggregate, synthetic or appropriately de-identified data;
- comply with law, orders and legitimate investigations.
23.4 Legal Grounds
Depending on jurisdiction, processing may rely on pre-contract steps at your request, legitimate recruitment/security/legal-defence interests, legal obligations, consent where required, vital interests or another lawful basis. Consent will not justify unnecessary processing and can be withdrawn for the purpose relying on it without affecting other lawful grounds.
23.5 Recipients and Access
- the applicable Recruiting Entity and relevant controlled Vosyn Group entities;
- authorized P&C personnel, employees, interns, contractors, reviewers, administrators, executives, advisors and legal/compliance personnel;
- approved hosting, cloud, storage, email, security, assessment, conferencing, signature, analytics and support providers;
- references, institutions or verification providers where authorized/lawful;
- regulators, courts, law enforcement, professional advisors, insurers and transaction counterparties where lawful/necessary.
Access standard. Access is intended to be role-based and need-to-know. Team members are not authorized to access their own candidate record, peers’ records, identity documents, scores, exports or confidential materials without a defined business need and permission.
23.6 International Processing and Transfers
Locations and safeguards. Information may be processed in Canada and countries where a Recruiting Entity, team or provider operates, potentially including Hong Kong, the United States, the United Kingdom, the EEA and other disclosed locations. The responsible entity will use contracts, access controls, transfer mechanisms and safeguards required by law and provide extra regional information where required.
23.7 Retention
- Incomplete account or application. Up to 90 days after the last activity, unless a longer period is reasonably necessary for security, fraud prevention, legal compliance or a legal hold.
- Unsuccessful, withdrawn or closed application. Up to 12 months in the active applicant tracking system and no more than 24 months in a restricted archive, unless applicable law, a legal claim or hold, or the waitlist consent described in Section 7 supports a longer period.
- Assessment, interview and work-sample information. For the same period as the related application, subject to legal claims, audit requirements and applicable law.
- Successful candidate information. Transferred to the applicable personnel or contractor records and retained under the governing engagement agreement, internal retention policy and applicable law.
- Identity documents collected at a later stage. Identity should be verified without retaining a copy where reasonably possible. Any retained copy will be deleted or redacted when the verification purpose and applicable legal requirements end, ordinarily within 90 days after verification.
- Security and audit logs. Ordinarily 12 to 24 months, with longer retention only for a documented investigation, legal hold or security requirement.
- Backups. Retained through the ordinary rolling backup cycle, ordinarily 35 to 90 days after active deletion, unless subject to a legal hold.
- Waitlist (talent community) records. Created when you accept these Terms at account creation, under the consent described in Section 7, and retained until you opt out from your candidate dashboard or ask for removal. After an opt-out, contact for future opportunities stops and a minimal record of the opt-out itself is kept so that your choice continues to be honoured.
23.8 Privacy Rights
- information about collection, use, disclosure, recipients and safeguards;
- access and a copy, subject to lawful exceptions;
- correction of inaccurate/incomplete information;
- withdrawal of consent for consent-based processing;
- deletion, anonymization, restriction, portability or objection where applicable;
- accommodation and meaningful human review of an automated outcome where applicable;
- complaint to Vosyn or a competent authority.
Verification and exceptions. Identity verification may be required. Some data may be retained where required by law, needed for claims, protects another person or is otherwise exempt; material limitations will be explained where required.
23.9 Automated Decisions
Logic and review. Rules/scoring may calculate results, identify incomplete stages, route and prioritize human review. Where law requires, the logic/likely consequences will be explained and human intervention, point-of-view and contest rights provided. Sensitive data will not be used without an appropriate basis and safeguards.
24. Regional and Local Law Provisions
These Terms provide a global baseline. Where applicable law requires an additional local notice, translation, disclosure or separate consent, that local requirement will be provided with the application and will prevail to the extent of any inconsistency.
24.1 Canada and Ontario
- Purposes, collection, use, disclosure and retention will be limited, and appropriate safeguards, accountability and access or correction mechanisms will be maintained.
- Electronic acceptance/signatures may be used where the method appropriately identifies the person and associates the act with the record.
- Applicants will be notified that accommodation is available; questions and verification must be role-relevant and avoid prohibited human-rights information.
24.2 Quebec
- Required consent must be clear, informed, specific and separately requested where law requires.
- A French version and Quebec collection notice will be provided where legally required.
- Required privacy-impact, cross-border, governance and incident processes must be completed.
24.3 European Economic Area and United Kingdom
- The applicable controller, legal bases, recipients, retention periods and transfer safeguards will be identified where required by law.
- Rights may include access, rectification, erasure, restriction, objection, portability, withdrawal and supervisory-authority complaint.
- No prohibited solely automated significant decision; applicable human-intervention and contest rights will be provided.
24.4 Hong Kong
- The recruiting employer or authorized agency will be identified and a Personal Information Collection Statement will describe purposes, transferees and access/correction rights.
- Applicant data will be adequate, relevant and not excessive; identity-card copies should ordinarily wait until an offer is accepted.
- Unsuccessful applicant data will ordinarily be destroyed within the locally applicable period unless a continuing reason or valid consent supports longer.
24.5 United States and Other Jurisdictions
- Additional state/local applicant privacy, background-check, biometric, automated-employment-decision, salary-transparency or other notices may apply.
- Any authorization legally required to be separate will be presented separately.
- Mandatory local rights remain even if not repeated here.
