Privacy Policy

Candid Software Privacy Policy

This Privacy Policy applies to all data collections and other data processing of Candid Software during the use of web application ApplicantExtra (each referred to herein as the “Application”) owned and operated by it. 

For the purposes of this Privacy Policy any reference to “Candid Software” (or “our” or “us” or “we”) shall mean Candid Software Ltd, registered in the United Kingdom. This Privacy Policy describes how Candid Software collects, uses, shares and safeguards the personal information or data that you provide to us. It also describes your choices regarding use, access and correction of your personal information. The use of information collected through our service shall be limited to the purpose of providing the ApplicantExtra Recruitment System Service (“Service”) for which the customer has engaged Candid Software as set out in our Terms and conditions and this Privacy Policy.

1. Collected Information

We store the following categories of personal information from our customers, customers’ candidates, customers’ clients and application users:

  • 1.1 Customer candidate and client contact Information such as name, email address, mailing address, phone numbers, employment history and any information that resides in documents or email content that is imported into the system by Application users.
  • 1.2 We do not knowingly ask for, collect or store any credit card, debit card or bank account information of our customers or their candidates & clients.
  • 1.3 Identifiers such as user name, account number, password (encrypted), IP addresses.
  • 1.4 We also collect the following information from our customers in order to facilitate billing them: Information about a customer’s business such as company name, company size, business type, and contact information.
  • 1.5 Demographic information of our customers, customers’ candidates, customers’ clients and Application users such as age, education, gender, interests, postal code and anything that could be contained in a candidates CV/resume.
  • 1.6 Email addresses, names, and contact information of visitors who the "contact us" or "request demo" form on our website.
  • 1.7 Any other freetext information that any user of ApplicantExtra could have recorded against one of the records on the system.
  • 1.8 Any Image or document imported into the system by a user of Applicantextra.

2. How we use your information

2.2. We use the personal information collected from these individuals only for the following purposes:

  • 2.2.1. Provide the Service to our customers.
  • 2.2.2. Keep records of customer activity.
  • 2.2.3. Keep records of customer information.
  • 2.2.4. Administer a customer’s accounts.
  • 2.2.5. Respond to a customer’s service or support requests.

2.3. We will not share your personal information with third parties unless it is essential to provide our service to you. We do not sell your personal information to third parties.

2.4.  We may email information regarding updates to the Service or additional service offerings to our customers.

2.5. Other third parties, such as content or third party service providers, may provide content or services through the Service and may need access to your personal information to provide their services to you. Customers will be using a Service to host data and information. Candid Software will not use or disclose your personal information, except (i) to the extent necessary to provide the Service to you or as requested by you, or (ii) pursuant to law, as determined by Candid Software in its sole discretion, or (iii) by a court order, or (iv) as described in Section 3.3.5 of this Privacy Policy. Individual customer or customer candidate records may at times be viewed or accessed by Candid Software’s authorized employees or  agents only for the purpose(s) of (i) providing the Service and related professional services to customer or customer candidates, (ii) resolving a support issue affecting any of them, (iii) to inspect and resolve a suspected violation of customer agreements with a customer, or (iv) as may be required by law, as determined by Candid Software in its sole discretion, judicial proceeding, subpoena, legal process or binding court order. We also reserve the right to disclose your personal information as required by law and when we believe, in our sole discretion, that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, subpoena, binding court order, or legal process.

2.6. Personal information may be disclosed or distributed to another party with which Candid Software enters, or may enter, into a corporation transaction. If Candid Software is acquired in a merger, acquisition, or sale of all or substantially all its assets, you will be notified via email, on our website and/or by a prominent notice on our Service of any change in the uses of your personal information, as well as any choices you may have regarding your personal information. In the unlikely event of a bankruptcy, insolvency or liquidation, the database containing personal information may be treated as an asset of Candid Software and may be subject to transfer to a third party.

2.7. Candid Software may disclose personal information to companies that assist us in providing our Services or that partner with us to provide you their services or content. In this context, any such transfers to third parties are governed by our vendor agreements with them, which provide standards of care for the protection for personal and confidential information that are not less stringent than the standards contained in our customer agreements, and in no event, less than a reasonable standard of care. Such third-party companies are authorized to use your personal information only as necessary to provide these services to us and/or you and for the purposes for which the personal information were collected. In the case of partners with whom you contract directly, their policies regarding personal information will govern your relationship with them as stated in the applicable agreement between you and the partner and we will not be responsible for any actions or omission of these partners.

2.8. Customers are solely responsible for maintaining the confidentiality and security of their user registration and password. Customers or Application users may opt-out of receiving advertisement or promotional emails from us by selecting the opt-out link located in the message body of all our electronic communications. Customers or Application users may also email directly with a request to be removed from such communications. We may also track and analyze information that doesn’t directly identify you as a person and aggregate usage and volume statistical information from our Application users, candidate customers and customers and provide such information in aggregated form to third parties.

2.9. We are a service provider to our customers and have no direct relationship with the customer candidate or any individual whose personal information a customer processes. If you are a candidate or individual of one of our customers and would no longer like to be contacted by a person or entity that uses our Service, please contact the customer that you interact with directly. If you are a customer and would like to update your account, please contact us at

3. How We Use Cookies, Log Files, Social Media Plug-ins and Other Tracking Technologies

3.1. Technologies such as cookies or similar technologies are used by Candid Software and our partners, affiliates, or our service providers. These technologies are used in analyzing trends, administering the site, tracking users’ movements around the site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

3.2. Log in files: We gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, clickstream data, the files viewed on our site (e.g., HTML pages, graphics, etc.), to analyze trends in the aggregate and administer the Site. We do link these automatically-collected data sets to personal information of you that we may have already stored.

3.3. Cookies: We use cookies to remember users’ settings (e.g. language preference), and for your authentication when you visit the Site or use the Service, as the case may be. The following information will help you to understand the different types of cookies used:

3.3.1. Strictly necessary cookies are required for the operation of the Site. These include, for example, cookies which are necessary for users to create an account or login to secure areas of the Site, and cookies that are required to show error or success messages to users.

3.3.2. Session cookies containing encrypted information to allow the system to uniquely identify you while you are logged in. Session cookies exist only during an online session. They disappear from your computer when you close your browser software or turn off your computer. This information allows Candid Software to process your transactions and requests. Session cookies help us make sure you are who you say you are after you’ve logged in and are required to use the Candid Software application.

3.4. Social Media (Features) and Widgets: Our Site includes social media features, such as LinkedIn. These features may collect your IP address, which page you are visiting on our Site, and may set a cookie to enable the feature to function properly. Social media features are either hosted by a third party or hosted directly on our Site. Your interactions with these features are governed by the privacy statement of the company providing it.


4. Access to Personal Information Controlled by Candid Software

4.1. Upon request and within 45 days, Candid Software will provide you with information about whether we hold, or process on behalf of a third party, any of your personal information. In addition, Candid Software will take reasonable steps to permit customers to correct, amend, or delete their personal information. To request this access, please contact

4.2. We may retain your information for as long as your account is active or as needed to provide you with our Services, comply with our contractual and/or legal obligations, resolve disputes and enforce our agreements.

5. Access to Personal Information Controlled by our Customers

Candid Software acknowledges that you have the right to access your personal information. In most cases, Candid Software has no direct relationship with the individuals whose personal information it processes. We recommend that an individual who seeks access, or who seeks to correct, amend, or delete personal information should direct his query to the Candid Software’s customer (the data controller). If requested to remove data by our customer, we will respond within 45 days.  Individuals may also submit such inquiries or requests directly to Candid Software at no cost for them by contacting

6. Data Retention by Us

We will retain personal information we process on behalf of our Customers for as long as needed to provide Services to our customer and as required under customer agreements. We will also retain this personal information as necessary to comply with our legal and/or contractual obligations, resolve disputes, and enforce our agreements. When the purpose for which Candid Software is processing, the personal information is fulfilled, expires or is terminated, Candid Software will, upon request, provide our customers with a copy of their personal information stored by us, and Candid Software will then delete the data within a cooling off period or immediately if so requested.

7. Data Security

Candid Software employs reasonable and appropriate security measures to protect against the loss, misuse, and alteration of the personal information it processes. When the Service is accessed using Microsoft Internet Explorer versions 8.0 or higher, Transport Layer Security (TSL) technology protects information using both server authentication and data encryption to help provide that personal information is safe, and secure while in transit. Candid Software also implements an advanced security method based on dynamic data and encoded session identifications, and hosts the Service in a secure server environment that uses a firewall and other advanced technology to protect against interference or access from outside intruders. Finally, Candid Software provides individual usernames and passwords that must be entered each time a customer logs on. These safeguards help protect against unauthorized access, maintain data accuracy, and provide for the appropriate use of personal information. Nevertheless, no method of transmission over the Internet, or method of electronic storage, is one hundred percent (100%) secure, however. Therefore, we cannot guarantee absolute security. If you have any questions about security on our Service, please contact us at

We may retain your information for as long as your account is active or as needed to provide you services, comply with our legal obligations, resolve disputes and enforce our agreements.

8. Links to Third Party Sites

Our Service includes links to other Web sites whose privacy practices may differ from those at Candid Software. If you submit personal information to any of these sites, your information is governed by the applicable third-party’s privacy policies and we are not responsible for it. We therefore encourage you to carefully read the privacy policy of any Web site you visit and raise questions directly with these other providers.

9. No Services for Minors

We do not knowingly collect information from minors. To use the Site, you must be the age of legal majority in your place of residence. By using the Site, you hereby represent that you are at least the age of legal majority in your place of residence. We do not use an application or other mechanism to determine the age of users of the Site.  All information provided to us will be treated as if it was provided by an adult. We will use commercially reasonable efforts to delete information associated with a minor as soon as practicable if we learn that a minor has submitted information about himself/herself to us.

10. Do-Not-Track Disclosure

There are many methods where web browser signals and similar mechanisms can indicate your choice to disable tracking. But we may not be aware of or able to honor every such mechanism. Because there is not yet a common understanding of how to interpret web browser-based “Do Not Track” (DNT) signals other than cookies, we may not respond to undefined DNT signals to our Sites or online services. More information about “do not track” is available at concerning such information.

11. Severability

The invalidity or unenforceability of any provisions of this Privacy Policy in any country shall not affect the validity or enforceability of any other provision of this Privacy Policy, which shall remain in full force and effect.

12. Changes in this Privacy Policy

We may update this privacy statement to reflect changes to our information practices that will become effective upon posting. If we make material changes to this policy, we will notify you here, by email, or by means of a notice through the Service prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

Any questions or complaints concerning Candid Software’s Privacy Policy or handling of personal information can be directed to: