Privacy Policy for Job Applicants
Effective date: [INSERT EFFECTIVE DATE]
Data controller
Wilson Lake Inn
183 Lake Road, Wilton, Maine 04294
Email: info@wilsonlakeinn.com
Information we collect
We collect information you provide directly when applying for a position and certain technical metadata for security and audit purposes.
- Contact details: name, email address, phone number, mailing address.
- Application materials: resume, cover letter, education, employment history, references, certifications, licenses.
- Optional disclosures: conviction details or other voluntary information you choose to provide.
- Form metadata: submission timestamp, IP address, browser user agent, and file metadata (filename, size) for security and troubleshooting.
How we use your information
- To evaluate your application and determine suitability for employment.
- To contact you about the hiring process, schedule interviews, and communicate hiring decisions.
- To perform background checks and reference checks where required and with your consent.
- To comply with legal and regulatory obligations related to employment and recordkeeping.
- To detect, prevent, and investigate security incidents, fraud, or abuse of our systems.
Legal basis for processing
We process applicant data to take steps at your request prior to entering into an employment contract and to comply with legal obligations. Where required by law, we will obtain your consent for processing sensitive information.
How we store and protect your data
We take reasonable administrative, technical, and physical measures to protect applicant data. Access to applicant files is limited to authorized HR and management personnel.
- Storage location: Application files and generated PDFs are stored in our OneDrive account under the Applicants folder.
- Retention: We retain application materials for up to 12 months for active hiring cycles unless you request earlier deletion or local law requires otherwise.
- Security: We use industry standard encryption in transit and at rest and maintain access controls and logging for audit purposes.
Sharing and disclosures
We do not sell applicant data. We may share application information with third parties only as necessary for hiring and onboarding, for example:
- Background check providers and reference check services (with your consent where required).
- Payroll and benefits providers if you are hired.
- Legal or regulatory authorities when required by law or to respond to lawful requests.
Your rights
Subject to applicable law, you may have the right to:
- Access the personal data we hold about you and request a copy.
- Request correction of inaccurate or incomplete data.
- Request deletion of your data where permitted by law.
- Object to or restrict certain processing activities where applicable.
To exercise any of these rights, contact us at info@wilsonlakeinn.com. We will respond within a reasonable timeframe and in accordance with applicable law.
Cookies and tracking
Our application form may use cookies and similar technologies to provide basic functionality and to help detect fraudulent submissions. These technologies collect limited technical information such as IP address and browser user agent. For more information about cookies used on our site, see our site cookie settings or contact info@wilsonlakeinn.com.
Third-party links and services
Our application process may involve third-party services (for example, background check vendors or document storage providers). These third parties have their own privacy practices; we require them to protect applicant data and only use it for the purposes we authorize.
How long we keep your data
We retain application materials for up to 12 months for active hiring cycles. If you are hired, your data will be retained in employee records according to employment law and company retention policies. If you request removal, contact us at info@wilsonlakeinn.com.
Contact and complaints
If you have questions about this policy or wish to make a complaint about our handling of your personal data, contact:
Wilson Lake Inn
Email: info@wilsonlakeinn.com
Phone: (207) 645‑3721
If you remain unsatisfied after contacting us, you may have the right to lodge a complaint with a supervisory authority in your jurisdiction.
Changes to this policy
We may update this policy from time to time. The effective date at the top of this page will reflect the most recent revision. We encourage you to review this page periodically.