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Candidate Privacy Policy

Last updated: December 8, 2025

Pulse Family of Companies - Candidate Privacy Notice

Last updated: December 8, 2025

1.Introduction & Scope

Pulse Works Ltd, Pulse Works Inc, and any of their subsidiaries (together "Pulse," "we," "us," or "our") are committed to protecting the privacy and security of the personal data of individuals who apply or are invited to apply for any position with us - whether full-time, part-time, contractor, temporary, paid or unpaid. This Candidate Privacy Notice ("Notice") explains how we collect, use, share, store, transfer, and protect your personal data when you apply for a role (or are considered for a role) at Pulse, and your rights in relation to that data.

This Notice applies only to your application, recruitment and hiring process (not to general product or service usage).

By submitting your application or otherwise providing personal data to us, you acknowledge that you have read and understood this Notice.

2.What Data We Collect

Depending on role and circumstances, we may collect personal data about you including (but not limited to):

  • Personal identifiers and contact details: name, email address, telephone number(s), postal address, nationality, country of origin, date of birth, gender, copy of identity documents, emergency contact details.

  • Professional, employment and educational information: résumé/CV, cover letter, application form responses, education history, licenses or certifications, previous and current employment history, references, portfolio or work samples, and any information from background checks or reference checks (where permitted under applicable law).

  • Recruitment-related data: interview notes, test/assessment results, cover letters, communications about your application, travel or reimbursement data (if relevant), desired role, salary expectations, willingness to relocate, employment type (full/part-time/contract/temporary), other relevant preferences or declarations.

  • Usage/technical data (if you use an online application portal): IP address, device/browser information, cookies and similar tracking data, application-submission timestamps, any data required to operate or maintain the recruitment system or portal.

  • Other data: how you heard about us (referral, job board, etc.), previous applications with Pulse, demographic or background information (if voluntarily provided), and any other information you provide to us during the recruitment process.

If you provide personal data about another person (e.g. references), you confirm that you have the right to do so and that such person has been informed of the data transfer (or consents where required).

3.Why We Collect & How We Use Your Data

We process your personal data for the following purposes:

  • To evaluate your suitability and eligibility for the position(s) for which you applied (screening résumé/CV, assessing skills, conducting interviews, reference & background checks, legal/work-authorization eligibility).

  • To communicate with you about your application, coordinate interviews/tests, manage any required logistics (e.g. travel, reimbursements, visas/work-permits if relevant).

  • To make hiring or engagement decisions (offer, contract terms, employment type, status).

  • To comply with applicable legal, regulatory or immigration/work-authorization requirements.

  • To maintain records related to our hiring practices, for internal planning, audit or compliance purposes.

  • To manage our recruitment processes and improve them over time - including analytics, benchmarking, reporting (e.g. anonymized or aggregated candidates data to help us improve fairness, recruitment efficiency, workforce planning).

  • To respond to legal claims or regulatory requests (if required), and to protect the rights or property of Pulse or others (e.g. in case of dispute, investigation, or legal defense).

Legal bases for processing may include your consent (where required), our legitimate interest in recruiting and staffing, the performance of a contract (where applicable), and compliance with legal obligations.

If certain data is not provided by you, we may be unable to proceed with your application or offer employment/engagement.

4.Sharing and International Transfer of Data

  • Your personal data may be shared across the Pulse family of companies (Pulse Works Ltd, Pulse Works Inc, any subsidiaries) when relevant to the recruitment process. Because we operate in multiple jurisdictions (e.g. UK, US, EU), data may be transferred internationally.

  • We may engage third-party service providers (vendors, agents, background-check providers, recruitment agencies, hosting or cloud-service providers, applicant-tracking systems, communication or email service, data-storage services, etc.) to assist us in managing applications and the recruitment process. When we do, we require them to implement appropriate security safeguards and to process your data only for purposes relevant to recruitment.

  • We may also disclose personal data where required by law (e.g. regulatory bodies, immigration authorities, courts or law-enforcement), or to protect our rights, investigate misconduct, or respond to legitimate claims.

  • In the event of a corporate reorganization, merger, acquisition or sale, relevant personal data may be transferred to a successor organization. We will, where legally required, inform you of such a transfer.

We will take reasonable measures (e.g. standard contractual clauses, internal policies) to ensure that when data is transferred internationally, your personal data remains appropriately protected under applicable data-protection laws.

5.Data Retention

We keep your personal data for as long as necessary to fulfil the purposes described above, to comply with legal or regulatory requirements, to respond to possible disputes or claims, and for internal recordkeeping and planning.

If your application is unsuccessful, we may retain your data in an internal "candidate pool" to consider you for future roles, unless you ask us not to.

If you later become engaged or employed with Pulse, data collected during recruitment may be transferred to your personnel record and be subject to the privacy notice applicable to employees/contractors.

6.Security & Confidentiality

We implement appropriate technical, physical and administrative measures to protect your personal data from unauthorized access, misuse, loss, or disclosure. We require that any third-party service providers we work with maintain similar protections.

All confidential information that you receive from Pulse during recruitment (e.g. job requirements, company-sensitive information, internal documents) remains strictly confidential, and you commit not to share or misuse such information.

You should not send us any third-party proprietary materials (e.g. trade secrets, confidential code or designs) unless you own them or have authorization; Pulse assumes no liability for unsolicited proprietary or confidential materials.

7.Your Rights & Choices

Depending on where you apply and applicable law (e.g. GDPR, UK GDPR, US law), you may have certain rights with respect to your personal data - including the right to:

  • request access to the data we hold about you;

  • request correction or update of inaccurate or incomplete data;

  • request deletion ("erasure") of your data (subject to legal or legitimate-interest exceptions);

  • object to or restrict certain processing;

  • withdraw consent (where processing is based on consent);

  • request portability of your data;

  • lodge a complaint with a data-protection supervisory authority.

To exercise any of these rights, you may contact us at: contact@pulsegames.org

If your request concerns sensitive or extensive personal data, or is otherwise complex, we may ask you to provide proof of identity for security and verification purposes.

8.Use of Application Portal, Cookies & Automated Processing

If you use an online application portal or website to apply for a position, Pulse may collect usage information (e.g. IP address, device/browser data, cookies, timestamps) to facilitate and secure the application process, protect our systems, and manage applications.

We may also use analytics tools or tracking technologies (e.g. cookies, session data) to improve recruitment-system performance, detect misuse, or comply with security requirements.

Such data is used solely for recruitment purposes and system maintenance, not for marketing or unrelated profiling.

9.Jurisdiction & Legal Compliance

Because Pulse operates in the United Kingdom, the United States, and the European Union (among possibly other jurisdictions), this Notice is designed to comply with relevant data-protection and privacy laws in those regions, including (where applicable) the General Data Protection Regulation (GDPR), UK GDPR, and relevant U.S. privacy or employment laws.

For applicants located in jurisdictions with additional or divergent privacy rights or data-protection requirements, we will comply with applicable local laws.

10.Updates to This Notice

We may amend or update this Notice from time to time (for example, to reflect changes in our data-processing practices, legal requirements, or business structure). When we make material changes, we will make reasonable efforts to notify you (e.g. via our website or via the application portal).

11. Contact & Questions

If you have any questions, concerns or wish to exercise your rights (access, correction, deletion, objection, etc.), please contact us at contact@pulsegames.org

We will respond to your request promptly and in accordance with applicable laws.