Applicant Privacy Notice

1. Scope and controller

This notice describes how Knowledge Catalyst Pte. Ltd. (Singapore, UEN 201830719Z), as data controller, processes the personal data of candidates who apply for a role with us, whether directly, through a recruiter, or via a job board. It applies from the moment you submit an application until your data is deleted, anonymised, or transferred into our employment records upon hire.

2. Data we collect

• Application data you provide — CV/resume, contact details, work history, education, cover letter, and portfolio or work samples.
• Data from referrals or recruiters, including third-party recruitment agencies acting on your behalf.
• Interview notes, assessment results, and interviewer feedback.
• Right-to-work and background-check data, where required by law for the role, collected only with your knowledge and, where required, your consent.
• Voluntary equal-opportunity data (e.g. demographic information provided for diversity monitoring), which you are never required to provide.

3. How we use your data

• Evaluating your application and suitability for the role you applied for, and for other open roles where relevant and with your consent.
• Communicating with you about the recruitment process, including scheduling and feedback.
• Conducting legal, right-to-work, and, where applicable and lawful, background checks.
• Maintaining a talent pool for future opportunities, only where you have opted in.
• Producing aggregated, anonymised equal-opportunity reporting.

4. Automated screening and AI

Where we use AI-assisted tools to help triage or summarise applications, they only ever assist a human recruiter — no automated tool makes a final hiring decision, and a qualified person reviews every stage that affects whether you advance. You may request human review of any stage of your application at any time by contacting [email protected]. See our Responsible Use of AI policy for the guardrails that govern these tools.

5. Legal bases for processing

• Pre-contractual steps — taking steps at your request prior to entering an employment contract.
• Legitimate interest — running a fair and effective recruitment process.
• Consent — optional talent-pool retention and voluntary equal-opportunity data.
• Legal obligation — right-to-work verification and other legally mandated checks.

6. Sharing and disclosure

We share applicant data only with those who need it to run the recruitment process: the internal hiring panel, background-check or reference providers you have been informed of, recruitment platforms used to manage applications, and regulators or law-enforcement bodies where legally required. We do not sell applicant data.

7. International transfers

Where applicant data is transferred outside Singapore or the European Economic Area, we rely on Standard Contractual Clauses (SCCs), Binding Corporate Rules (BCRs), or another lawful transfer mechanism recognised under the GDPR and the PDPA.

8. Retention

If your application is unsuccessful, we retain your data only for as long as necessary for our legitimate recruitment interests (typically to defend against a legal claim or to consider you for a related role) and to meet legal obligations, after which it is deleted or anonymised — unless you have opted into our talent pool. If you are hired, your application data becomes part of your employment record and is thereafter governed by our internal HR data-handling policy.

9. Your rights

• Access, rectification, erasure, restriction, portability, and objection, on the same basis as set out in our main Privacy Policy.
• Withdraw consent for talent-pool retention or voluntary data at any time.
• Withdraw your application at any stage, for any reason, by contacting [email protected].

10. Security

Applicant data is protected using the same administrative, technical, and physical safeguards described in our main Privacy Policy, aligned with ISO/IEC 27001 and 27701.

11. Minors

Our recruitment process is directed at individuals who meet the applicable minimum working age in the jurisdiction of the role. We do not knowingly collect applications from individuals below that age.

12. Changes to this notice

We may update this notice to reflect changes in our recruitment practices or legal obligations. Material changes will be communicated on this page. Continued submission or maintenance of an application after an update constitutes acceptance of the revised notice.

Governing law and dispute resolution

This document is governed by and construed in accordance with the laws of the Republic of Singapore. Any dispute arising out of or in connection with it is subject to the exclusive jurisdiction of the courts of Singapore. Before initiating legal action, the parties agree to first attempt in good faith to resolve the dispute through direct negotiation. Knowledge Catalyst reserves the right to enforce its rights, or to report unlawful conduct to law enforcement or regulators, in other jurisdictions where necessary.

13. Contact information

For questions about this notice or to exercise your rights, contact [email protected] for recruitment-specific queries, or our Data Protection Officer for all other data-rights requests. Knowledge Catalyst Pte. Ltd. (Singapore, UEN 201830719Z), 71 Ayer Rajah Crescent, #04-11, Singapore 139951. Data Protection Officer: [email protected]. General / policy enquiries: [email protected].