Protex AI Candidate Privacy Notice

Please find Protex AI's contractual documentation, including various appendices to the Master Services Agreement, below.

Last updated on:

June 25, 2025

Thank you for your interest in joining Protex AI. We’re excited to learn more about you, and we’re committed to protecting your privacy every step of the way. We want to be transparent about how we handle your personal data during our recruitment process. 

This notice covers the information you share with us and/or which may be collected or otherwise obtained by Protex AI and its affiliates during the application or recruitment process. It explains:

  • What information we collect during our application and recruitment process and why we collect it;
  • How we use that information; and
  • How to access and update that information.

Protex AI Supplier Code of Conduct

Who we are

Protex AI Ltd (“Protex AI”) is a company based in Ireland with a global footprint. Our platform uses computer vision to help organisations proactively identify and reduce risk in their physical environments, and to keep their workplaces safe. When you apply to work with us, we collect and process your data as a data controller under applicable privacy laws, including the General Data Protection Regulation and relevant U.S. state privacy laws.

What data we collect about you

When you apply for a role at Protex AI, either directly through our website or through other means, we may collect the following types of personal data:

  • Your contact details (e.g., name, email address, telephone number);
  • Your CV/resume, cover letter, and previous and/or relevant work experience or other experience;
  • Education history, transcripts and qualifications;
  • Information from interviews and phone-screenings you may have, if any;
  • Information related to any assessment you may take as part of the interview screening process;
  • Details of the type of employment you are or may be looking for, current and/or desired salary and other terms relating to compensation and benefits packages, willingness to relocate, or other job preferences;
  • Details of how you heard about the position you are applying for;
  • Information relating to any previous applications you may have made to Protex AI and/or any previous employment history with Protex AI;
  • Right to work documentation
  • Reference information and/or information received from background checks (where applicable), including information provided by third parties;
  • Your information from publicly available sources, including online, that we believe is relevant to your application or a potential future application (e.g., your LinkedIn profile); 
  • Any sensitive and/or demographic information processed during the application or recruitment process such as gender, information about your citizenship and/or nationality, medical or health information and/or your racial or ethnic origin; and/or
  • Any other information you voluntarily provide during the application and recruitment process (e.g., during interviews or applications).

How we use the data collected about you

Your information will be used by Protex AI for the purposes of carrying out its application and recruitment process. We will use your data to:

  • Assess your application, skills, and qualifications for a role or against our career opportunities;
  • Communicate with you about the recruitment process (such as scheduling interviews) and/or your application(s), including, in appropriate cases, informing you of other potential career opportunities at Protex AI;
  • Conduct interviews and assessments;
  • Verify your information and to carry out reference checks and/or conducting background checks (where applicable) if you are offered a job;
  • Create and/or submitting reports as required under any local laws and/or regulations, where applicable;
  • Comply with applicable laws, regulations, legal processes or enforceable governmental requests; and/or
  • Improve our application and recruitment process.

We may process information regarding your demographics as described above where we are required to do so to meet our legal and contractual obligations, such as reporting obligations to authorities and third parties and other similar requirements. We may collect this information on a voluntary basis to support our equal opportunity initiatives and comply with diversity reporting obligations.

As part of our commitment to equal opportunity employment, we may process your information to support our diversity and inclusion efforts.

We will also use your information to protect the rights and property of Protex AI, applicants, candidates, employees or the public as required or permitted by law.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making. We believe in a human-centered approach to recruitment.

If you are offered and accept employment with Protex AI, the information collected during the application and recruitment process will become part of your employment record.

Protex AI takes appropriate steps to protect information about you that is collected, processed, and stored as part of the application and recruitment process.

Who we share your data with

During the application and recruitment process, we may share your data with:

  • Our internal hiring teams;
  • Our affiliates in the US and in other jurisdictions, in relation to the purposes described above;
  • Trusted service providers who help us manage the application and recruitment process (e.g., applicant tracking systems, background check providers); and/or
  • Legal or regulatory authorities for the purpose of complying with applicable laws and regulations, or in response to legal process.

We use Ashby (https://www.ashbyhq.com/resources/privacy) as our applicant tracking system (ATS), which supports our recruitment activities. Ashby provides AI-powered features that help us streamline our recruitment process, improve candidate matching, and enhance the overall candidate experience. For clarity, these tools assist our team but do not make any hiring decisions. All final decisions are made by real people.

If you have been referred for a job at Protex AI by a current Protex AI employee, with your consent, we may inform that employee about the progress of your application and let the Protex AI employee know the outcome of the process.

We will also share your personal information with other third parties if we have your consent (for example if you have given us permission to contact your referees), or to detect, prevent or otherwise address fraud, security or technical issues, or to protect against harm to the rights, property or safety of Protex AI, applicants, candidates, employees or the public or as otherwise required by law.

Our trusted service providers may be located outside the country in which you live or the country where the position you have applied for is located. All our third-party providers are subject to appropriate safeguards, including data processing agreements.

Legal Basis for Processing

If EU data protection or UK data protection law applies to the processing of your information, our legal basis for processing your information is set out below.

  • We collect and process your information where it is necessary in order to take steps, at your request, prior to potentially entering into a contract of employment with you.
  • We may also seek your consent to process your personal information in specific circumstances, or process it where necessary to comply with a legal obligation or for purposes connected to legal claims. 
  • If we use your information to improve our application or recruitment process, we do so on the basis that it is in our legitimate interests to ensure we recruit the best possible candidates.
  • Where we process special categories of data such as health information, or racial or ethnic origin, we will only do so where necessary for the establishment, exercise or defence of legal claims, with your consent, or where otherwise required by applicable local law, including our obligations under employment and social security and social protection law.

International data transfers 

Protex AI operates globally, which means your information may be stored and processed outside of the country or region where it was originally collected, including in the United States. In some of these countries, you may have fewer rights in respect of your information than you do in your country of residence. Regardless of where your information is processed, we apply the same protections described in this notice. Where applicable, we comply with certain legal frameworks relating to the transfer of data, such as standard contractual clauses or adequacy decisions.

How long we keep your data

If you apply for a job at Protex AI and your application is unsuccessful (or you withdraw from the process or decline our offer), Protex AI will retain your information for a period after your application. We retain this information for various reasons, including in case we face a legal challenge in respect of a recruitment decision, to consider you for other current or future jobs at Protex AI and to help us better understand, analyze and improve our recruitment processes.

If you do not want us to retain your information for consideration for other roles, or want us to update it, please contact privacy@protex.ai. Please note, however, that we may retain some information if required by law or as necessary to protect ourselves from legal claims.

Your rights

Depending on where you are based, you may have rights to:

  • Access your data
  • Correct or update inaccurate data
  • Request deletion of your data
  • Object to or restrict processing
  • Withdraw your consent (if processing is based on consent)

To exercise your rights, please contact us at privacy@protex.ai. We will respond to any requests in accordance with applicable law, and so there may be circumstances where we are not able to comply with your request.

Contact us - questions or concerns

If you have any questions about this notice or how we handle your data, please reach out to us at privacy@protex.ai. You can also write to us at the following address: FAO Data Protection Officer, Protex AI Ltd, 42 Westland Row, Dublin 2, D02 YR86, Ireland.

If you have any concerns about how your personal data has been handled during your recruitment process, please first contact us at privacy@protex.ai explaining your concerns. We will investigate these internally and report back to you.

If you are dissatisfied with our response regarding our processing, depending on your country of residence, you may also raise any questions or concerns you have regarding your personal information with your local data protection authority. Protex AI’s lead supervisory authority is the Irish Data Protection Commissioner.

Changes to this notice

We may update or change this notice from time to time. We will post any changes to this notice on this page.

U.S. state law requirements

Some U.S. state privacy laws, such as the California Consumer Privacy Act (CCPA), require specific disclosures for state residents.

This notice is designed to help you understand how Protex AI handles your information. In the sections above, we explain: 

The categories of information Protex AI collects and the sources of that information;

  • How Protex AI uses information; 
  • When Protex AI may disclose information; and 
  • How Protex AI retains information. 

Protex AI does not sell your personal information. Protex AI also does not “share” your personal information as that term is defined in the CCPA.

State laws like the CCPA also provide the right to request information about how Protex AI collects, uses, and discloses your information. And they may give you the right to access and correct your information, and to request that Protex AI delete that information. Finally, the CCPA provides the right to not be discriminated against for exercising these privacy rights.

If you have questions or concerns related to your rights under CCPA, or would like to exercise your rights, you (or your authorized agent) can contact Protex AI at privacy@protex.ai. We’ll validate your request by verifying your interactions with Protex AI, and may require that you provide us with additional information, such as any names, phone numbers or email addresses you have used when communicating with us.

The CCPA also requires a description of data practices using specific categories. This table uses these categories to organize the information in this policy.

Categories of information we collect Business purposes for which information may be used or disclosed Parties with whom information may be disclosed

Identifiers and similar information, such as your name, email, phone number, and address.

Demographic information, such as your age, gender, and language(s) spoken. If you choose, you may also provide additional information, like your racial or ethnic origin, religious or philosophical beliefs, trade union membership, or sexual orientation.

Financial information, such as your current and/or desired salary and other terms relating to compensation and benefits packages.

Geolocation data, including as determined by IP address, depending in part on your device and account settings.

Audio, electronic, visual, and similar information, such as information transmitted in connection with interviews or phone-screenings you may have, if any.

Communications data, such as emails that you may send or receive in connection with the application or recruitment process.

Health information, if you choose to provide it, in connection with the application or recruitment process, such as data you may provide in connection with an accommodations request.

Professional, employment, and education information, such as information you provide in connection with the application and recruitment process, as well as information Protex AI may otherwise collect through reference checks, criminal and financial background checks (where applicable) and information from publicly available sources, including online, that may be relevant.

Other information you create or provide, such as the content you create, upload, or otherwise provide in connection with the application and recruitment process.

Inferences drawn from the information above.

Administrative purposes: Protex AI uses and may disclose information for purposes related to carrying out its application and recruitment process, including for assessing candidates; verifying information and conducting reference checks and criminal and financial background checks (where applicable); communicating with you; responding to requests for assistance with obtaining an immigration visa or work permit (where required); and other related activities.

Protecting against security threats, abuse, illegal activity, and violations: Protex AI uses and may disclose information to detect, prevent and respond to security incidents, and for protecting against other malicious, deceptive, fraudulent, or illegal activity. For example, to protect our services, Protex AI may receive or disclose information about IP addresses that malicious actors have compromised.

Auditing and measurement: Protex AI uses information for analytics and measurement to understand use of Protex AI accounts, systems, and services.

Maintaining our services: Protex AI uses information to ensure our equipment, accounts systems, and services are working as intended, such as tracking outages or troubleshooting bugs and other issues.

Research and development: Protex AI uses information to improve our application and recruitment process.

Use of service providers: Protex AI shares information with service providers to perform services on our behalf, in compliance with this privacy notice and other appropriate confidentiality and security measures. For example, we may rely on service providers to help perform criminal and financial background checks (where applicable).

Legal reasons: Protex AI also uses information to satisfy applicable laws or regulations, and discloses information in response to legal process or enforceable government requests, including to law enforcement.

Other people with whom you choose to share your information, such as the content you create, upload, or otherwise provide in connection with the application and recruitment process.

Third parties with your consent, for example if you have given us permission to contact your references.

Service providers, trusted businesses or persons that process information on Protex AI’s behalf, based on our instructions and in compliance with this privacy notice and any other appropriate confidentiality and security measures.

Law enforcement or other third parties, in response to legal process or enforceable government requests, and as necessary to identify, report on and investigate violations of applicable laws and regulations.