Updated: April 26, 2023
The Scout Software
Scout is a hosted software product that connects a marketplace of search and staffing firms (“Marketplace Recruiting Firms”) to employers (“Clients) (collectively “Users”) and matches the Candidates submitted by our Marketplace Recruiting Firms with unfilled employment positions posted in the Software by our Clients (the “Software”). The Software may be integrated with and accessed through a User Applicant Tracking System (“ATS”) or accessed by Users via our dedicated web-based application.
The Scout Exchange Website
Information We Collect
In the course of conducting its business and to provide the Software, Scout Exchange collects and stores certain personal data of its Users, Site Visitors, Client ATS Integrations, and Candidates submitted by Users via the Software
- User Data: User Data is personal information belonging to individuals and entities who have registered to use the Software (“User Data”). User Data includes contact and billing information, job title, industry, company name, responses to voluntary questionnaires or surveys regarding your experience with Scout or your use of its Software, and any other personal information that may be submitted via User interaction with the Software.
User Data also includes personal information Scout collects automatically to support the functionality of specific features of the Software. Scout collects User IP address, User computer or mobile device browser information, the type of mobile device used by User (if applicable), and User device operating system.
- Site Visitor Data: Site Visitor Data is personal information collected from our Site visitors via cookies and similar technologies, as well as data collected via collection forms embedded in our site (“Site Visitor Data”).
- Site Visitor Data collected via cookies includes the date and time of visit, the IP address of the visitor's computer or mobile device, visitor's computer or mobile device browser information, the Internet address visited prior to and after reaching the Site, the name of the domain and host used by visitors to access the Internet, the type of mobile device used by visitors, the unique device ID of visitor's mobile devices, visitor device operating system, clickstream data and the features or files of the Site accessed most by each visitor (e.g., HTML pages, graphics, etc.). This data is in no way associated with any Candidate Resume Data or User Data. For more information, please click the button below to see the cookies we use and adjust your cookies settings.
- Site Visitor Data also includes information collected via collection forms embedded on our Site. This data includes business email addresses, first and last name, and company information of the prospective Clients and Marketplace Recruiting Firms whose personnel are interested in learning more about Scout.
- Candidate Resume Data: Candidate Resume Data is personal information belonging to individuals that have been submitted by one of our Users to an open job via Scout's Software (“Candidates”). Scout receives Candidate Resume Data from Marketplace Recruiting Firms that utilize our Software to find jobs for the Candidates they represent. Candidate Resume Data may include names, home addresses, email addresses, employment history, and other categories of information that prospective job applicants typically include in their resumes. (“Candidate Resume Data”).
- Voluntary Self-Identified Diversity Data: Candidates are also offered the option to provide personal demographic information when they are submitted to an open role by one of our Users. This data includes Candidate gender, race, ethnicity and veteran status (“Voluntary Self-Identified Diversity Data”) and is optional for Candidates to submit.
- ATS Integration Data: ATS Data is personal information contained in Client-managed ATS tenants that Scout accesses via its integrations. The Client's that choose to use Scout's ATS integrations are able to take advantage of special features that help to streamline and improve our Client's hiring processes. To deliver these features to our Clients, Scout accesses our Client's ATS and collects name and contact information, unique ATS id and application date of job applicants that have applied to open Client job requisitions.
The personal information we collect may be stored on our servers, and on the servers of third-party service providers.
Use of Collected Information
The personal data Scout processes is used for the following purposes:
User Data is used to:
- communicate with Users and market our services and products;
- make available and provide support for the Software for our Users;
- respond to User inquiries or service requests and monitor such responses;
- resolve problems; and
- manage and the assess usage of the Software.
Site Visitor Data is used to manage and improve the Site through analysis of Site traffic and Site engagement and to market to the individuals who have expressed interest in our products and services.
Candidate Resume Data is used to provide and make available the Software and services to our Users.
Voluntary Self-Identified Diversity Data is used for product improvements in support of our diversity and inclusion efforts and those of our clients. The data is used to evaluate the diversity of candidate pools submitted to our clients and to measure a recruiter's success in submitting diverse candidates. We process this data on the basis of your explicit consent and you may revoke your consent at any time. Your individual Voluntary Self-Identified Diversity data is not shared with Clients or others outside of Scout, and is not accessible to anyone involved in the recruiting or hiring process.
ATS Data is used to deliver special hiring process streamlining services to our Clients via our integrations with major ATS providers.
Other Legitimate Uses
We may also use information we collect for other legitimate purposes, including. (1) compliance with foreign law, law enforcement, court and regulatory requirements; (2) Industry watch-lists and industry self-regulatory schemes; (3) information system, network and cyber security (4) employment data processing; (5) general corporate operations and due diligence; and (6) product development and enhancement.
Data Disclosure and Sharing
We do not sell or rent personal information to third parties who are not affiliated with Scout Exchange. We will share your personal information with third parties only in the ways that are described in this Privacy Notice.
Scout Exchange may disclose personal data as follows:
- To Users of the Scout Software as needed to provide our services. For example, Candidate Resume Data and certain User Data may be shared with Users of our Software.
- To our Parent and affiliated companies for marketing, data analysis and improvement of services offered by our family of companies.
- Applicant Tracking Systems used by our Clients which we partner with to integrate our services.
- Third Party Service Providers: Scout may from time to time, outsource some or all operations of our business to third-party service providers. Such third parties provided with the minimum amount of information needed for the purpose of accomplishing their tasks and we restrict how such service providers may access, use and disclose your data.
- Agents: Scout Exchange works with other companies and individuals to perform functions on its behalf. Examples include processing compensation, providing employee benefits, and performing legal and other professional services. These agents have access to personal data needed to perform their functions, but they are contractually bound to restrict their use to the purposes for which they have been retained by Scout Exchange.
- Business Transfers: If Scout Exchange sells or buys any business or assets, we may disclose personal data to the prospective seller or buyer of such business or assets, and personal data may be among the assets transferred. Any acquirer of such assets may continue to use personal data as set forth in this Privacy Notice.
- Legal Investigations and requests: Scout Exchange may disclose personal data to law enforcement agencies or other governmental agencies when required to do so or when Scout Exchange in good faith believes it is necessary in order to comply with legal obligations.
- Protection of Scout Exchange and others: Scout Exchange may release data when we believe release is appropriate to enforce or apply our policies and agreements, or protect the rights, property or safety of Scout Exchange, our employees, or others. This does not include selling, renting, sharing or otherwise disclosing personal data for commercial purposes in violation of the commitments in this Privacy Notice.
Deleting, Correcting, or Obtaining Access to your Personal Information
As defined under applicable privacy regulations, including the EU General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), Scout is a “Processor” or “Service Provider” to our Clients and Search Firms with respect to Candidate Resume Data and ATS Data, and is a “Controller” or “Business” with respect to Site Visitor, User, and Voluntary Self-Identified Diversity Data.
Most of the personal information that Scout Exchange processes is under the direction of its Clients and Marketplace Recruiting Firms. If your information has been provided to us by a Client or Marketplace Recruiting Firm and you would like to access, delete, or correct your Candidate Resume Data, please contact the Marketplace Recruiting Firm or Client that is responsible for supplying your information. If you are not sure how we obtained your information, please contact us via email at [email protected] and we will attempt to provide you with all the necessary contact information to facilitate your request.
If you are a Candidate who has provided Voluntary Self-Identified Diversity Data, and you would like to delete, update or access your diversity information, please complete the form located here, or contact us at [email protected].
If you are a User or Site Visitor and would like to delete, update, or access the personal information we hold on you, please contact us at [email protected].
California Privacy Rights
As defined under the CCPA, Scout is a “Service Provider” to our Clients and Marketplace Recruiting Firms with respect to Candidate Resume Data, and is a “Business” with respect to Site Visitor, User, and Voluntary Self-Identified Diversity Data. If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA).
Right to Know. You have a right to be informed about the categories of personal information we collect about you, the purpose for which it was collected, the sources from which it was collected and the categories of third parties with whom we share your personal information.
We post this information in our Privacy Notice. The personal information we collect can be found in the “Information We Collect” section, the business or commercial purpose for which it is used can be found in the “Use of Collected Information” section, and the categories of third parties to whom we disclose your personal data can be found in the “Data Disclosure and Sharing” section.
Right to Access. You have a right to request Scout disclose to you information about our collection, use and disclosure of personal information we have collected about you in the previous 12 months. We may not be able to provide you with certain requested information because of a conflict with federal or state law, or an exception to the CCPA. In those situations we will inform you and explain why your request was denied or only partially fulfilled.
Right to Deletion. You have a right to request that we delete any personal information we have collected from you, subject to some exceptions. If we deny your request to delete we will notify you of the basis for denial and we will not use your data for any purpose other than the purpose that was the basis for denial of the request.
Right to Opt-Out. Scout does not sell your personal data to third parties, however CCPA provides you the right to opt out of the sale of your personal information.
Right to Non-Discrimination. You have a right not to receive discriminatory treatment for exercising your consumer privacy rights. You may not be denied goods or services, charged different prices or rates, or provided a different quality of goods and services.
How to exercise your rights
To exercise these rights please email us at [email protected] or call us at (617) 307-7107. Before we can fulfill your request, we must verify your identity. If we are unable to verify your identity, we will notify you and explain why we are unable to fulfill your request.
We will retain User Data for as long as your account is active or as needed to provide you services plus 7 years. Scout Exchange may also retain backup or archive files of outdated User and ATS Data. Such data may be retained for several reasons, including backups for disaster recovery planning, dispute resolution purposes, troubleshooting, enforcement of agreements and to comply with our legal obligations, resolve disputes, and enforce our agreements. Voluntary Self-Identified Diversity Data is retained for 2 years from the date it is submitted. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Choice and Opt-Out
We provide you the opportunity to “opt-out” of having your data used for certain purposes when we ask for this information. If you no longer wish to receive our promotional communications, you may opt-out of receiving them by following the unsubscribe instructions included in each communication. We may send our Users service related email announcements on rare occasions when it is necessary to do so. For instance, if our service is temporarily suspended for maintenance, we might send you an email. You do not have an option to opt out of these emails, which are transactional in nature.
Access and Data Integrity Controlled by our Users
Users are responsible for the accuracy of User Data. Clients registered to use the Software designate an account administrator responsible for managing the Client account. You may contact your account administrator to update, correct or delete your User Data.
Scout Exchange takes reasonable security measures such as password protection, encryption, physical locks, etc. as it deems appropriate to protect the information it collects from loss, misuse, unauthorized access, disclosure, alteration and destruction. Employees authorized to access User Data and Candidate Resume Data are required to take the appropriate safeguards to protect the User Data and Candidate Resume Data. Information gathered on the Site and by the Software is encrypted and protected with secure socket layer (SSL) encryption. Only the individual User and Scout Exchange personnel (solely on a need-to-know basis) have access to User Data, (except job posting descriptions or other User Data required for Scout Software to provide its function, which are accessible by other Users) All information collected from Users by Scout Exchange is stored on servers hosted in a physically secure environment.
Users are required to keep their Scout Exchange passwords confidential. Scout Exchange is not responsible for misuse of passwords. Users should advise Scout Exchange immediately if they believe their passwords have been compromised.
Social Media Widgets
If you choose to use our referral service to tell a friend about our Site, we will ask you for your friend's name and email address. We will add your friend's name and address to our database. They will have the option to unsubscribe whenever they receive an email from us.
Your friend may contact us at [email protected] to request that we remove this information from our database.
INFORMATION ABOUT CHILDREN
Scout Services and websites are not directed at children under 13. If you are aware that children under 13 are providing us with personal information without our consent, please contact us.
The Scout Services and websites are operated by us from the United States, and are not intended to subject us to the laws or jurisdiction of any state, country or territory other than that of the United States. Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers. Your information may be sent to countries outside of your country of residence, including the United States, which may have different data protection rules than those of your country.
Scout Exchange complies with the Privacy Shield Frameworks as set forth by the US Privacy Shield frameworks set forth by the U.S Department of Commerce with respect to collection, use and retention of personal data from the United Kingdom and European Union member countries. For more information, see our Privacy Shield Notice. To learn more about Privacy Shield and to view Scout Exchange's certification please visit https://www.privacyshield.gov/list.
CHANGES TO THIS PRIVACY NOTICE
Scout may change the provisions of this Privacy Notice from time to time by posting a new version on our website.
Scout welcomes your comments regarding this Privacy Notice. You can contact Scout at [email protected] or through our mailing address below.
501 Boylston Street
Boston, MA 02118