Effective Date: October 10th, 2024 Last Updated: April 13th, 2025
Who We Are
Lighthouse Hiring operates an Applicant Tracking System (ATS) that helps employers screen and manage job applications. We do not interact directly with applicants—applications are submitted through job boards and processed on behalf of our clients (hiring companies).
What Data We Process
When an applicant applies for a job through a third-party job board, we may process the following personal data on behalf of our clients:
Name, email address, and contact details
Resume and cover letter content
Employment history and qualifications
Other application-related data provided by the applicant
We do not collect data directly from applicants or use it for any purposes beyond providing our services to employers.
Purpose & Legal Basis for Processing
We process personal data solely to help employers manage their recruitment processes. The legal basis for processing is legitimate interest as defined under the UK GDPR, as employers require this data to evaluate job applicants.
How We Store & Secure Data
- All data is securely stored in cloud-based systems with access limited to authorized personnel.
- Data is encrypted at rest and in transit.
- We implement access controls to prevent unauthorized access.
Data Retention
- We retain applicant data only for as long as necessary to fulfill our obligations to employers.
- If an employer deletes an applicant's data, it is permanently removed from our systems.
- Unused application data is automatically deleted after 6 years.
Applicant Rights
Since applicants never interact directly with Lighthouse Hiring, they should contact the employer (job poster) for requests regarding:
Access to their data
Correction of inaccuracies
Data deletion (Right to Erasure)
Objection to processing
Data portability
If an employer forwards an applicant request to us, we will process it within 30 days. Applicants may also contact support@lighthousehiring.ca with inquiries.
Data Transfers & Third Parties
- Data may be stored in cloud services outside the UK, using Standard Contractual Clauses (SCCs) to ensure compliance.
- We do not sell or share applicant data with third parties outside of our client agreements.
Google Account Services
We use Google account services to enhance user experience and secure access to our platform. Specifically:
Profile Information: When you choose to sign in with your Google account, we may access basic profile information (such as your name, email address, and profile picture) solely for identification and personalization purposes.
Authentication: Google Sign-In is used to securely authenticate users on our platform. The unique identifier provided by Google is used exclusively to enable secure account access and improve user experience.
Gmail Send: We may integrate with Gmail’s send functionality to dispatch email communications (such as account notifications, recruitment updates, and system alerts). These emails are sent in accordance with Google API policies and our own data handling practices.
AI/ML Usage Disclosure:
We do not use or retain any data obtained through Google Workspace APIs—including Gmail, Google Sign-In, or other OAuth scopes—to develop, improve, or train any generalized or non-personalized Artificial Intelligence (AI) or Machine Learning (ML) models.
Furthermore, we do not transfer any data obtained from Google Workspace APIs to any third-party AI/ML tools or services. All data accessed from Google services is used solely to fulfill the specific features described above (authentication and communication), and only with the explicit consent of the user.
We process Google Workspace data in strict compliance with Google’s API Services User Data Policy. Your consent to connect your Google account with our platform is voluntary, and you may disconnect it at any time. We do not access or store any additional data from your Google account beyond what is necessary to provide these limited services.
Data Breach Notification
If we become aware of a data breach affecting applicant data, we will notify the impacted employer and, where necessary, the UK Information Commissioner’s Office (ICO) within 72 hours.
Contact Information
For privacy-related inquiries, please contact us at: Email:support@lighthousehiring.ca Address: 10 Dundas St Floor 6, Toronto, ON, M7A 1G1
