Candidate Consent & Privacy Notice
Last Updated: December 15th, 2025
Introduction
At LotusFlare, Inc., including all its affiliates and subsidiaries (“LotusFlare” “our" “us” or “we”), we are committed to protecting the privacy and security of your personal data. This notice explains what personal data we collect from you as a job candidate, how we use it, how we keep it secure, and what your rights are in relation to your data.
By submitting your application, you consent to the practices described in this notice. Please read it carefully before acceptance.
1. What Personal Data We Collect
We collect and process personal data that you provide to us directly or that we receive from third-party sources in connection with your application. This may include:
- Contact Information: Your name, address, email address, telephone number and other similar identifiers.
- Professional History & Qualifications: Your resume/CV, cover letter, employment history, educational background, skills, employment preferences, willingness to relocate, current salary, desired salary, awards or professional memberships, professional and other work-related licenses, permits and certifications.
- Publicly Available Information: Information from your public profiles on professional networking sites like LinkedIn.
- Interview Information: Notes and feedback from interviews and assessments conducted during the recruitment process.
- Voluntary Information: Any other information you choose to provide, such as work portfolio links or personal websites, including any assessments you complete during the application process and information collected through the application process.
Should your application be successful, you may be required to provide information concerning third parties, such as referees or designated contacts. You are responsible for ensuring that you are authorised to disclose such information and that the individuals concerned have been appropriately informed that their personal data may be processed for verification or reference-checking purposes.
Where required or permitted by applicable law, certain Sensitive Personal Information may be requested following a conditional offer of employment to meet statutory or regulatory obligations.
For certain roles, and subject to local legal requirements, a background check may also be conducted. You will receive information about the nature of any such checks in advance, and it will only processed where lawful and, where required, with your prior written consent. In some cases, we may require additional checks to be conducted given your job profile, in which case we may require a subsequent consent for such additional checks or we may use your originally submitted consent, if still valid.
Applicants are requested not to submit Sensitive Personal Information unless specifically required under applicable legislation.
2. How We Use Your Data
Your personal data is used for the following recruitment-related purposes:
- To Assess Your Application: To evaluate your skills, qualifications, and suitability for the role you have applied for, as well as for future roles that may become available, including where you are allocated on new client facing projects and subject to specific client contract requirement.
- To Communicate With You: To manage our recruitment process and communicate with you about your application status, interviews, and other related matters.
- To process a referral request: We may contact you using the provided information when you are referred for a role at LotusFlare by a current employee through our established referral process.
- To Verify Your Information: To conduct reference checks and, where applicable and with your separate consent, background checks.
- To Comply with Legal Obligations: To meet our legal, regulatory, and compliance requirements.
3. How We Keep Your Data Secure
We have implemented appropriate technical and organizational security measures to protect your personal data from accidental loss, unauthorized access, alteration, or disclosure. These measures include:
- Access Control: Limiting access to your personal data to authorized personnel (e.g., HR, hiring managers) on a need-to-know basis.
- Secure Systems: Storing your data in our secure Applicant Tracking System, and other protected internal systems.
- Data Encryption: Encrypting data where appropriate.
- Employee Training: Training our employees on data protection and privacy best practices.
4. Data Retention
We will retain your personal data for a period of 25 months from the date of your application. We retain your data for this period to consider you for future job opportunities at LotusFlare.
After the retention period expires, or if you withdraw your consent, your personal data will be securely and permanently deleted from our systems.
5. Your Data Protection Rights as Data Subject
Under data protection law, you have several rights, including:
- Right of Access: You can request a copy of the personal data we hold about you.
- Right to Rectification: You can ask us to correct any inaccurate or incomplete data.
- Right to Erasure: You can request that we delete your personal data from our records.
- Right to Restrict Processing: You can ask us to suspend the processing of your data in certain circumstances.
- Right to Withdraw Consent: You can withdraw your consent at any time. The withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
To exercise any of these rights, or if you have any questions, please contact us at security@lotusflare.com