Privacy Policy for the City of Cherry Hills Village Recruitment

Date of publication: 01-16-2025

We at the City of Cherry Hills Village manage our recruitment process through our career site (the “Career Site”), and by using a related applicant tracking system.

In this Privacy Policy, we explain how we process your personal data if:

1. You visit our Career Site (you being a “Visitor”)
2. You connect with us via our Career Site, to create a profile with us and receive information about current or future vacancies with us (you being a “Connecting Candidate”)
3. You apply for a position with us, via our Career Site or a third party service (you being an ”Applying Candidate”)
4. We collect information about you from other parties, sites and services, since we believe your profile is of interest for our current or future vacancies (you being a “Sourced Candidate”)
5. We receive information about you from our employees or partners, since they believe your profile is of interest for our current or future vacancies (you being a “Referred Candidate”)
6. We receive information about you from a Candidate, who lists you as their reference (you being a “Reference”).

When we use the term “Candidate” in this privacy policy, we are referring to each of Connecting Candidates; Applying Candidates; Sourced Candidates; and Referred Candidates, unless it’s stated otherwise.

It is the City's policy to adhere to any applicable federal and Colorado state laws, including the Colorado Open Records Act (CORA)(C.R.S § 24-72-201 to 206). Certain records may constitute a "public record" as defined in CORA, and public records produced or maintained in accordance with this Privacy Policy are to be retained and stored in accordance with the City's records retention and disposal policies.

1. About processing of personal data

Personal data is all information that can be directly or indirectly linked to a living, physical person. Examples of personal data are: name, e-mail address, telephone number and IP address. Processing of personal data is any automated use of personal data - such as collecting, creating, analyzing, sharing, and deleting personal data.

2. What personal data do we process?

All individuals

• Device information - If you visit our Career Site, we will collect information about your device, such as IP address, browser type and version, session behavior, traffic source, screen resolution, preferred language, geographic location, operating system and device settings/usage.
• Technical and statistical data - If you visit our Career Site, we will collect technical and statistical data about your use of the site, such as information about which URLs you visit, and your activity on the site.
• Communications data - We will collect and store your communication with us, including the information you provided in the communication. This may include the content of emails, video recordings, messages on social media, the information you add to your account with us, surveys, etc. Communication data may be subject to CORA.
• Contact details - Such as your name, email address, telephone number and physical address.

Candidates

• Data from interviews, assessments and other information from the recruitment process - Such as notes from interviews with you, assessments and tests made, and salary requirements. 
• Information in your application - Such as your resume, cover letter, work samples, references, letters of recommendation and education. Some application information may be subject to CORA.
• Information in your public profile - Meaning the information we collect about you from public sources related to your professional experience, such as LinkedIn or the website of your current employer.
• Information provided by references - Meaning the information we receive from our employees or partners who refer you to us, or by the persons you have listed as your references.

3. Where do we receive your personal data from?

All individuals

• From the Career Site. If you visit our Career Site, we collect technical and statistical information about how you use the Career Site, and information from your device.
• Directly from you. Most of the information we process about you, we receive directly from you, for example when you apply for a position with us or connect with us. You can always choose not to provide us with certain information. However, some personal data is necessary for us to process your application or provide you the information you request.

References

• From the person for whom you are a reference. If a Candidate lists you as their reference, we will collect your contact details from the candidate to be able to contact you.

Candidates

• From public sources. We may collect personal data about you from public sources, such as LinkedIn or the website of your current employer.
• From our references. We may receive information about you from our employees or partners (such as recruitment service providers), when they believe your profile is of interest for our current or future vacancies.
• From your references. If you provide us with references, we may collect information about you from them.
• Data we create ourselves or in cooperation with you. Information about your application and profile is usually created by us, or by us in cooperation with you, during the recruitment process. This may, for example, include notes from interviews with you, assessments, and tests.

4. For what purposes do we process your personal data?

Share your personal data with other recipients, for the purposes mentioned in Section 5 below.

Affected individuals: Varies depending on the purpose of the sharing, see Section 5 below.

Categories of personal data used: All the categories of personal data listed above may be used for this purpose.

Collect information about your use of the Career Site, using cookies and other tracking technologies, as described in our Cookie Policy.

Affected individuals: Visitors.

Categories of personal data used: Device information.

Maintain, develop, test, and otherwise ensure the security of the Career Site.

Affected individuals: Visitors.

Categories of personal data used: Device information; Technical and statistical data.

Analyze how the Career Site and its content are being used and performing, to get statistics and to improve operational performance.

Affected individuals: Visitors.

Categories of personal data used: Device information; Technical and statistical data.

Provide you with updates about vacancies with us.

Affected individuals: Connecting Candidates.

Categories of personal data used: Contact details; Communications data.

Review profiles and applications sent to us. This also includes communicating with you about your application and profile.

Affected individuals: Connecting Candidates; Applying Candidates.

Categories of personal data used: All the categories of personal data listed above may be used for this purpose.

Collect and evaluate your professional profile on our own initiative. This also includes communicating with you regarding your profile.

Affected individuals: Sourced Candidates; Referred Candidates.

Categories of personal data used: All the categories of personal data listed above may be used for this purpose.

Contact you directly about specific, future vacancies with us.

Affected individuals: Candidates.

Categories of personal data used: All the categories of personal data listed above may be used for this purpose.

Contact you to ask you to provide information about a Candidate and evaluate the information you provide.

Affected individuals: References.

Categories of personal data used: Contact details; Communications data.

5. Whom do we share your personal data with?

Our service providers. We share your personal data with our suppliers who provide services and functionality in our recruitment process. For example, this includes recruitment service providers and the supplier of our Career Site and related applicant tracking system.

Companies providing cookies on the Career Site. If you consent to it, cookies are set by other companies than us, who will use the data collected by these cookies in accordance with their own privacy policy. You can find information about which cookies this applies to in our Cookie Policy.

To authorities and other public actors - when we are ordered to do so. We will share your personal data with authorities and other public actors when we have a legal obligation to do so.

To parties involved in legal proceedings. If needed to protect or defend our rights, we share your personal data with public authorities or with other parties involved in a potential or existing legal proceeding. 

6. For how long do we keep your personal data?

All individuals

We will keep your personal data in accordance with Colorado state record retention requirements.

Visitors

We keep your personal data for one (1) year for security purposes. The retention periods for cookies are set out in our Cookie Policy. We keep your personal data to analyze the performance of the Career Site for as long as we keep personal data about you for other purposes.

Candidates

If you are a Connecting Candidate (only), we may keep your personal data for as long as you remain connected with us or according to Colorado record retention requirements if your account becomes inactive.

For other types of Candidates, we may keep your personal data to decide if you are a suitable candidate for the relevant vacancy(ies) with us.

If you don’t succeed in the initial recruitment process, we keep your personal data for as long as needed to consider, and potentially contact you, for relevant future job openings or as long as Colorado record retention laws require.

References

We keep your personal data for as long as we keep the personal data of the Candidate for whom you acted as a reference.

7. Where can you turn with comments or questions?

If you want to get in touch with us to request information regarding how we handle your personal data, you can reach us by sending an email to kducharme@cherryhillsvillage.com.

8. Updates to this Privacy Policy

We update this Privacy Policy when necessary. For example, because we start processing your personal data in a new way, because we want to make the information even clearer to you, or if it’s necessary to do so in order to comply with applicable federal and Colorado state data protection laws.