California Job Applicant Notice at Collection

Effective Date: September 1, 2026

Optim Recruiting LLC (“the Company,” “Optim,” “we,” “us,” or “our”) provides this Notice at Collection to comply with the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 (collectively, the “CCPA/CPRA”). This notice applies strictly to job applicants who reside in the State of California.

The purpose of this notice is to inform you, at or before the time of collection, about the categories of Personal Information and Sensitive Personal Information we collect from job applicants, why we collect it, how long we retain it, and your privacy rights.

1. Categories of Personal Information We Collect

We may collect, and have collected within the preceding 12 months, the following standard categories of personal data from you during the recruitment and application process:

  • Identifiers: Your full name, alias, postal address, telephone number, unique personal identifier, and personal email address.

  • Professional or Employment-Related Information: Your employment history, past titles, resumes, cover letters, background check summaries, reference information, and professional certifications or licenses.

  • Education Information: Your academic history, degrees earned, transcripts, institutions attended, and professional training.

  • Internet or Other Electronic Network Activity Data: If you apply directly through our website, we may collect your IP address, browser type, and interaction data with our job application portal.

  • Inferences Drawn from Personal Information: Profiles or summaries reflecting your capabilities, skills, and aptitudes created from your resume or interviews.

2. Categories of Sensitive Personal Information We Collect

We only collect sensitive data if it is legally required or voluntary for specific, employment-related business purposes. We do not use or disclose Sensitive Personal Information for any purpose other than those permitted by the CCPA/CPRA.

  • Government Identifiers: Social Security Number, passport number, or driver's license number (typically collected after a conditional offer is made for identity or background verification).

  • Demographic Data: Voluntary disclosures of racial or ethnic origin, gender, or veteran status (used strictly for federal equal opportunity monitoring and diversity analytics).

3. Business Purposes for Using Your Data

We collect and use your data strictly for legitimate operational human resources and recruiting purposes, including to:

  • Evaluate your qualifications, skills, and eligibility for current or future open job roles.

  • Communicate with you regarding your application status, interviews, and potential employment offers.

  • Verify your identity and process legally permitted background checks or employment eligibility references.

  • Comply with state and federal legal obligations, such as Equal Employment Opportunity (EEO) tracking and immigration compliance.

4. Data Retention Periods

We retain your personal information only for as long as necessary to fulfill the recruitment and legal compliance purposes detailed above.

  • If you are hired: Your information will transition into an employee file and be retained in accordance with our Internal Employee Privacy Policy.

  • If you are not hired: We retain application materials for [Insert timeframe, e.g., 2 years / 3 years / up to 4 years] from the date of final decision to comply with state and federal recordkeeping regulations, or to contact you if a matching position opens in the future.

5. Selling, Sharing, and Targeted Advertising

  • No Selling or Sharing: We do not sell your personal information to third parties, and we do not share your personal information with third parties for cross-context behavioral or targeted advertising.

  • Service Providers: Your data is shared strictly with automated Applicant Tracking Systems (ATS) or background screening vendors acting as contractual "Service Providers" bound to keep your data confidential.

6. Your Rights Under California Law

As a California resident, you possess the right to make verifiable requests regarding your personal recruiting data:

  • Right to Know/Access: You can request a list of the categories and specific pieces of data we hold about your candidacy.

  • Right to Delete: You can request that we delete the personal information we collected from you (subject to legal exceptions, such as state recordkeeping mandates).

  • Right to Correct: You can request that we fix inaccurate personal or professional data on file.

  • Right to Non-Discrimination: We will never retaliate or discriminate against you for exercising your privacy rights under the CPRA.

How to Exercise Your Rights:
To submit a request, you or your authorized representative may email us at hello@optimcareers.com.