Who this covers
This policy applies to crewconnect.example.com and to the recruitment services we provide from it. It covers three groups of people whose information we handle for different reasons.
- Candidates. People who send us a resume, apply to a role, or are contacted by a recruiter. Most of the information we hold is about candidates.
- Client contacts. People at employers who engage us to hire. We hold business contact details and the correspondence about their open roles.
- Site visitors. Anyone browsing the site. We hold very little about visitors — see the cookies section.
What we collect
From candidates, the information needed to represent you to an employer, and nothing beyond it:
- Contact details: name, email address, phone number, and the city or metro you can work in.
- Your resume and anything you attach to it, including work history, education, skills and links you choose to include.
- Work authorisation status — whether you need sponsorship — because it determines which employers can hire you.
- Interview notes made by your recruiter, and feedback an employer gives us about you.
- Compensation expectations, and the terms of any offer you receive through us.
Where you ask us to run background verification for a specific role, that is a separate, consented process with its own disclosure. We do not run checks on a candidate who has not signed an authorisation for that role.
We do not ask for, and ask that you do not send us, information about your health, religion, political views, sexual orientation, or your family or marital status. If it arrives in a document you send, we remove it rather than keep it.
Why we hold it
- To represent you. We cannot submit you to an employer without sending them your resume and your recruiter’s notes. This is the core purpose, and doing it is what you engage us for.
- To tell you about relevant roles. If you have been in our process, we may contact you about a role that matches. You can tell us to stop at any point and we will still be able to complete anything already in progress.
- To meet legal obligations. Employment eligibility records, tax and payroll records for contract workers, and equal-opportunity reporting where an employer is required to produce it.
- To run the business. Invoicing clients, keeping records of what was agreed, and defending a claim if one is made.
Who we share it with
Your resume goes to an employer only when you have agreed to that specific submission. We name the company to you before it goes. We do not maintain a resume database that clients browse, and we do not sell candidate information — to anyone, in any form.
Beyond employers, information is shared with:
- Our applicant tracking system and email provider, who process it on our instruction and cannot use it for their own purposes.
- A background screening provider, for the specific role you have consented to, and only the fields that check requires.
- Payroll and benefits providers, for contract workers we employ directly.
- Professional advisers and authorities, where we are legally required to produce records.
How long we keep it
- Active candidates. For as long as we are working together, and then two years, so a recruiter who remembers you can pick the conversation back up.
- Candidates we did not place. Two years from our last substantive contact, then deleted.
- Placed candidates. For the duration of the placement plus the period employment and tax records must legally be retained, which is longer than two years.
- Screening reports. Retained for the period the relevant law requires and then destroyed. Reports are not reused for a later role — a new role means new consent and a fresh check.
Your choices
Whatever state you are in, you can ask us to do the following, and we will not treat you differently for asking:
- Get a copy of what we hold about you, including your recruiter’s notes.
- Correct anything inaccurate — job titles and dates are the usual culprits.
- Delete your record, other than what we must retain by law. We will tell you what is left and why.
- Stop hearing from us, either entirely or just about new roles.
- Object to a submission, before or after it has gone. If a resume has already been sent, we will ask the employer to delete it.
Email hello@crewconnectplacements.com and we will respond within 30 days. If we need to verify who you are first, we will ask for the least information that establishes it.
Depending on where you live you may have additional statutory rights — California, Colorado, Connecticut, Virginia and several other states each have their own privacy act. Where those give you more than this policy does, the statute wins.
Automated decisions
We do not use automated scoring to reject candidates. Software helps us search and organise resumes; the decision about whether to represent someone is made by a recruiter who has read the resume and, in almost every case, spoken to the person.
Our clients run their own applicant tracking systems, and what those do is governed by the employer’s policy rather than ours. If keyword filtering at an employer is a concern for you, tell your recruiter — that is exactly the problem a warm submission is meant to route around.
Security, and being honest about it
Access to candidate records is limited to the recruiters working with you and the small team that administers the systems. Traffic to this site is encrypted in transit; records are encrypted at rest. Access is reviewed when someone changes role or leaves.
No provider can promise a breach will never happen, and a policy that implies otherwise is not being straight with you. If one affects your information, we will tell you what happened, what was involved and what we are doing, within the timeframe the applicable law sets.
Changes and contact
If we change this policy in a way that materially affects what we do with your information, we will tell candidates in our active process directly rather than relying on a date change at the top of the page.
Questions, or a request about your own record: hello@crewconnectplacements.com, or Crew Connect LLC, 30 N Gould St, Ste N, Sheridan, WY 82801.