Candidate Privacy Policy

Access America Recruitment Ltd ("Access America", "we", "us") helps professionals in Latin America find remote roles with companies in North America and Europe. We are a company registered in England and Wales (company number 17068147), with our registered office at 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.

We are the "controller" of your personal data, which means we decide how and why it is used. If you have any questions about this policy or your data, contact us at:

privacy@accessamericarecruitment.com.

This policy explains how we collect, use, share and protect your personal data when you join our talent pool, complete our forms, talk to us, or are put forward for roles. Please read it alongside our Candidate Terms and Conditions. This policy is available in English, Spanish and Portuguese, and all three versions have equal standing. If they differ, we will apply the version that is more favourable to you. If you live in Latin America, the country annexes published with this policy may also apply to you. Where an annex covers your country, it forms part of this policy, and if the annex and this policy differ, the one that protects you more applies.

We only ask for information relevant to managing your profile and helping you find work.

Registration: your name, email address, phone number, LinkedIn profile, country, level of English, the type of work you are looking for, the area you work in (for example Software & IT or Finance & Accounting), years of experience, leadership experience, current employment status, expected monthly salary, availability to start, the time zones you can work in, whether you have worked remotely before, and whether you have reliable internet and a workspace. We also record your agreement to this policy and our terms (including the date, the version and language you read, and any country annex shown to you), your confirmation that you are 18 or over, and whether you have opted in to our newsletter.

Detailed profile: your CV, cover letter, written answers about your experience, projects, teamwork, career goals and strengths, and three short voice recordings answering set questions. Your answers on this form are saved as you go, so you don't lose progress if you stop partway through.

Your profile summary: using your CV and answers, we create a short summary of your professional profile, including your main area of work, the kinds of roles you would suit, your level of seniority, skills and key achievements. We use AI to help write it (see section 6). It is kept with your profile and you can ask to see it.

Role-specific assessments: if we consider you for a particular role, we may ask further professional questions related to that role.

When we talk to you: records of our emails and WhatsApp messages, and recordings of video and phone calls. We will always tell you before a call is recorded. When we consider you for a role, we also note our own assessment of your spoken English.

Identity check: before we put you forward to an employer, we check your identity by viewing a photo ID on a video call. We record that the check was completed and when. We do not keep a copy of your ID unless strictly necessary, and if we do, we delete it soon afterwards.

Our website and forms: with your permission, cookies and similar technologies (including from LinkedIn and Google) that help us understand how our website and forms are used and measure our advertising. See section 11.

What we don't ask for: we do not ask about your health, disability, ethnicity, religion, family circumstances or similar personal matters, as these play no part in our recommendations. Please leave details such as photos, date of birth and marital status out of your CV. If your CV, answers or recordings include information we didn't ask for, we will not use it when assessing you, and we will remove it if you ask.

You must be 18 or over to join our talent pool.

• To add you to our talent pool and keep your profile up to date.
• To match you with suitable roles and contact you about them by email, phone or WhatsApp. Being contacted about roles that match your profile is part of being in our talent pool.
• To assess your experience, communication skills and spoken English.
• To share your profile with employers, but only for a specific role and only after you have told us you are interested and happy to be put forward.
• To verify your identity before putting you forward, to protect you, our clients and our service from fraud.
• To check once a year that you want to stay in our talent pool.
• If you opt in, to send you career tips and our occasional newsletter.
• To keep records of what we've done with your data, such as deletions, so we can show we follow the law.

We rely mainly on your consent, which you give when you join our talent pool. This covers keeping your profile, matching you with roles and contacting you about them. You can withdraw it at any time by emailing privacy@accessamericarecruitment.com, and we will remove you from the pool.

We rely on our legitimate interests for identity checks, fraud prevention, keeping our systems secure, and keeping basic records that show we have handled your data properly. We have balanced these interests against your rights and believe they are reasonable and expected.

We will only send you career tips and our newsletter if you have separately opted in. Every email includes a link to unsubscribe, and unsubscribing does not affect your place in the talent pool.

We use artificial intelligence (Claude, provided by Anthropic, through its business service) to help us in three ways:

• Profile summaries: to read your CV and answers and write the summary of your professional profile described in section 3.
• Shortlists: to suggest which candidates in our talent pool may suit a particular role, with the reasons for each suggestion.
• Profiles for employers: to draft the profile we send an employer when you agree to be put forward. We check every profile before it is sent.

When the AI writes your summary or helps with a shortlist, we do not send it your name or contact details as separate information, and in shortlists you are identified only by a code. Your CV is sent as you wrote it, so the AI may see any contact details it contains. It is instructed to consider only professional evidence and never your age, gender, nationality, ethnicity, health, family or religion. Your country is only considered for time zones or where an employer has a legal requirement.

AI does not make decisions about you. A member of our team always reviews the suggestions and decides who to put forward. Because suggestions help us focus our review, you may not be considered for every role in our database. If you have questions about how AI was used in relation to you, contact us and we will explain. You can also ask for a member of our team to review your profile summary, or a shortlist outcome that affected you, and we will tell you the result.

Employers: when you agree to be put forward for a role, we share your profile with that employer so they can decide whether to interview you. This usually starts with a one-page summary that does not include your name or contact details, together with a private link where the employer can listen to your voice recordings. The link only works for your recordings and stops working after 30 days. As the employer's interest develops, we may also share your CV, cover letter and written answers. Employers must agree to use your data only for that role, keep it secure, not pass it on, and delete it if you are not hired.

Employer of record (EOR) providers: many employers hire through an EOR, a company that legally employs you on the employer's behalf. If you are being hired this way, we may share your details with the EOR. We may recommend an EOR we work with and may receive a commission from them. Any commission is paid by the EOR and is never deducted from your pay.

Our service providers: companies that help us run our service and only use your data on our instructions. These include Heyflow (forms), Cloudflare (storing voice recordings and providing the private listening page), Zapier (moving data between our tools), Anthropic (AI processing), Google (data storage, documents and email), WhatsApp (messaging), and LinkedIn and Google (website analytics and advertising, with your permission).

We never sell your personal data.

We are based in the UK, and some of our service providers and employers are based in other countries, including the United States and European Union countries. Your voice recordings are stored in the European Union. When your data is transferred outside the UK, we make sure appropriate safeguards are in place, such as transfers to countries the UK recognises as providing adequate protection, the UK–US Data Bridge, or approved contract terms. Contact us if you would like more information.

We keep your profile, including your profile summary and voice recordings, while you remain in our talent pool. Once a year we will ask whether you want to stay. If you say yes, we will ask you to update your profile. If you don't reply after our reminders, we will delete your data.

If you started our detailed profile form but didn't finish, we may remind you once or twice. Incomplete profiles follow the same yearly check.

If you ask us to remove your data, or we remove you for another reason, we delete it from our forms, our database, our voice recording storage, our email and any profiles we prepared for employers. Copies kept for a short time by our service providers, such as automation logs, are deleted automatically under their own retention periods. We also ask any employer who received your profile in the past year to delete it. We keep a minimal record that the deletion happened.

If an employer hires you, the information they hold becomes part of their own employment records and is covered by their privacy policy.

We keep recordings of video and phone calls for up to 12 months, then delete them. If you leave our talent pool sooner, we delete your recordings at the same time as the rest of your data.

You have the right to:

• ask for a copy of the personal data we hold about you, including your profile summary and any shortlists you appeared on
• ask us to correct anything inaccurate or incomplete, including your profile summary
• ask us to delete your data
• ask us to limit how we use your data, or object to how we use it
• ask us to transfer your data to you or another organisation
• withdraw your consent at any time
• ask how automated tools such as AI were used in relation to you, and ask for a person to review your profile summary or a shortlist outcome

To use any of these rights, email privacy@accessamericarecruitment.com. You can write to us in English, Spanish or Portuguese. Requests are free. We will respond within 10 working days, and if a request is complex and we need longer, we will tell you why within that time.

If you're unhappy with how we've handled your data, please contact us first so we can try to put it right. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk) or the data protection authority in your own country.

Our website and forms use essential cookies to work properly. With your permission, we also use analytics and advertising cookies, including from LinkedIn and Google. These only run if you accept them in our cookie banner, and you can change your choice at any time.

We use reputable providers, restrict access to our team, use two-factor authentication and a secure password manager, and only share candidate data with named people. Links we give employers to your voice recordings are private and expire. No system is perfectly secure, but if something goes wrong that puts your data at risk, we will tell you and the relevant authorities where the law requires.

We may update this policy from time to time. If we make significant changes, we will let you know by email before they take effect.

These annexes form part of our Candidate Privacy Policy. Each one applies if you are in that country when you give us your data. Where an annex and the policy differ, the one that protects you more applies. If your country has no annex, the general statement at the end applies.