Candidate Privacy Policy

Effective Date: 1st Apr 2026

1. Introduction

At CodeComplete Solutions (CCS), we are committed to protecting your privacy and ensuring the security of your personal data. This Candidate Privacy Policy explains how we collect, use, process, and disclose the personal information you provide when applying for a job or joining our talent pool.

By submitting your application, you agree to the terms outlined in this policy.

2. Information We Collect

To assess your suitability for employment at CCS, we may collect the following information from you. This list is not exhaustive, and we will inform you of any additional information required that is not specified here:

  • Identity Data: Full name, date of birth, gender, nationality, and photograph (if provided).
  • Contact Data: Email address, phone number, and physical address.
  • Professional Data: CV/Resume, cover letter, employment history, education, professional qualifications, language skills, and portfolio/website links.
  • Compensation Data: Current and expected salary/benefits.
  • Interview Data: Notes taken by our interviewers and results from any technical tests or assessments.
  • Reference Data: Information provided by third parties (e.g., background check providers or former employers), where legally permissible and with your agreement.

3. How We Use Your Information

We use your data strictly for our own recruitment and employment purposes, including:

  • Processing Applications: Reviewing your profile against the requirements for the role you applied for.
  • Talent Matching: Considering you for other current or future open positions within CCS that match your skills.
  • Communication: Contacting you regarding interviews, application updates, or job offers.
  • Verification: conducting background checks or reference checks (where applicable and agreed by all parties).
  • Improvement: Analyzing recruitment trends to improve our hiring process (data is often anonymized for this purpose).
  • Legal Compliance: Complying with labor laws and regulations, including the law on Personal Data Protection.

    • We do not sell your data or share it with third parties for their recruitment needs. Your data is only shared with:

  • Internal Hiring Teams: HR staff, interviewers, and managers directly involved in the selection process. Data will be stored on our applicant tracking system and used for internal evaluation purposes.

4. Data Retention

If you are hired, your data will become part of your employee record.

If you are not hired, we will retain your data in our system for up to 3 years to consider you for future opportunities. After this period, your data will be securely deleted or anonymized, unless you request deletion sooner.

4. Data Retention

In accordance with applicable data protection laws, you have the right to:

  • Access: Ask for a copy of the personal data we hold about you.
  • Update: Request correction of incorrect or incomplete information.
  • Delete: Request that we permanently delete your data from our systems.
  • Object/Restrict: Object to the processing of your data for specific purposes.

To exercise any of these rights, please contact our HR team at:

recruitment-vn@codecomplete.jp