Privacy Policy

Legal Centre / Privacy Policy

Privacy Policy

Version 3 / Effective Jun 30, 2025

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I. What is Certn, and does this policy apply to you?

  • Certn is a technology company that provides background checks and identity verification services.
  • This privacy policy explains how Certn collects, uses, and shares personal information of individuals applying for jobs at Certn, those being screened by Certn, clients using Certn’s services, potential clients, and website visitors.
  • Certn does not knowingly collect information from children under 13.

Certn is an information technology company that provides a wide range of products and services in the sphere of background screening and verification identity (“u003cb data-stringify-type=u0022boldu0022u003eServicesu003c/bu003e”). This privacy policy (“u003cb data-stringify-type=u0022boldu0022u003ePolicyu003c/bu003e”) describes how Certn Holdings Inc. and its affiliates, including Certn (Canada) Inc., Certn (USA) Inc., Certn UK Ltd. and any other wholly owned subsidiary (collectively u0022u003cb data-stringify-type=u0022boldu0022u003eCertnu003c/bu003e” or “u003cb data-stringify-type=u0022boldu0022u003eweu003c/bu003e” or “u003cb data-stringify-type=u0022boldu0022u003eouru003c/bu003e”), collects, uses, discloses, and processes Personal Information in connection with websites owned by Certn (“u003cb data-stringify-type=u0022boldu0022u003eWebsiteu003c/bu003e(u003cb data-stringify-type=u0022boldu0022u003esu003c/bu003e)”), as well as its Services.rnrnThis Policy applies to you if you are whether:rnu003col type=u0022au0022u003ern tu003cliu003eA “u003cstrongu003eCandidateu003c/strongu003e”: An individual applying at Certn.u003c/liu003ern tu003cliu003eA “u003cstrongu003eConsumeru003c/strongu003e”: An individual about which we have received information for the purpose of using our Website(s) or performing our Services.u003c/liu003ern tu003cliu003eA “u003cstrongu003eClientu003c/strongu003e”: An individual representing an organization or an individual using our Services.u003c/liu003ern tu003cliu003eA “u003cstrongu003eProspectu003c/strongu003e”: An individual representing an organization or an individual we are contacting in order to know your interest in using our Services.u003c/liu003ern tu003cliu003eA “u003cstrongu003eWebsite Visitoru003c/strongu003e”: An individual, a Consumer or a Client of legal age accessing our Websites.u003c/liu003ernu003c/olu003ernPlease note that we do not knowingly solicit information from anyone under the age of thirteen (13). If you become aware of any Personal Information shared by or on behalf of a child, please contact us using the contact information provided in the relevant section below.

II. What is Personal Information and what do we do with it?

  • Personal Information is any information that can identify an individual directly or indirectly, but it doesn’t include general business contact details.
  • Certn collects, uses, stores, and shares only the necessary Personal Information to provide its Services.
  • Broadly speaking, we process your Personal Information (i) to provide our Services, (ii) to communicate with you, (iii) for security and fraud prevention, and (iv) to comply with the law. We may also use Personal Information for other purposes, subject to your consent.
  • We will not process your Personal Information unless we have the legal right to do so. We process your Personal Information based on legal grounds like consent, contract, legal obligation, or legitimate interest.
  • Certn doesn’t use your information for automated decision-making.
  • You can choose to limit the Personal Information you share, but this might affect the Services Certn can provide.

For the purposes of this Policy, “u003cstrongu003ePersonal Informationu003c/strongu003e” is any information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, to or with an identified or identifiable individual.rnrnPersonal Information does not include business information, such as our Clients’ business address and telephone number.rnrnWe process only the Personal Information required in the course of providing our Services. “u003cstrongu003eProcessingu003c/strongu003e” (or “u003cstrongu003eprocessesu003c/strongu003e” or “u003cstrongu003eprocessedu003c/strongu003e”) includes any operation or set of operations which is performed on Personal Information, or on sets of Personal Information, whether or not by automated means. This includes the collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, transfer, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of Personal Information.rnrnSome information, including criminal records, credit information, and biometric data, may be considered sensitive or may be subject to special protections in some jurisdictions. Such information will not be collected in every case, and will not be collected where prohibited by law, and where permitted, will only be collected and used in accordance with applicable law.rnrnWe do not make decisions about you, automated or otherwise, and we do not attempt to analyze or predict your behavior, preferences, interests, health, or other personal characteristics. However, we may carry out automated processing on our Client’s instructions.rnrnBy using our Website or our Services, you consent to the processing of your Personal Information subject to the provisions of this Policy. u003cspan style=u0022text-decoration: underline;u0022u003eu003cstrongu003eIf you do not agree with this Policy or do not wish to provide your Personal Information to us, please do not use our Website or Servicesu003c/strongu003eu003c/spanu003e.rnrnIf you choose to provide us with a limited scope of Personal Information, we may not be able to provide our full range of Services or deliver the best experience on our Website.rnrnBroadly speaking, we process your Personal Information (i) to provide our Services, (ii) to communicate with you, (iii) for security and fraud prevention, and (iv) to comply with the law. We may also use Personal Information for other purposes, subject to your consent. We will not process your Personal Information unless we have the legal right to do so.rnrnTo process your Personal Information lawfully, we rely on at least one legal basis as set forth by applicable law. Depending on your relationship with us, the legal basis to process your Personal Information may include, among other things, your consent, the requirement to process data for the performance of a contract with you, to comply with a legal obligation, or on the basis of legitimate interest.rnrnIf our legal basis for collecting and using Personal Information is your consent, you can withdraw or modify your consent for future collection or use of your Personal Information at any time, and we will explain the consequences of doing so. If we use your Personal Information for sales or marketing purposes, you can ask us to stop at any time and we will do so.

II.1. When Certn conducts verification on behalf of its clients

  • Certn acts as a “data processor” for its clients (like employers or landlords) who use Certn’s services for background checks and identity verification. This means that Clients instruct Certn on what information to collect and how, ensure they have legal grounds and necessary consent for the collection, and are responsible for the accuracy and protection of the data. Certn carries out the client’s requests, protects the data, and complies with applicable laws. While Certn interacts with individuals, it does so on behalf of its clients and may share information with them.
  • Clients must have a “Permissible Purpose” (e.g., employment, tenancy) for processing data. Certn won’t reuse data without consent, legal requirement, or compatibility with the original purpose.
  • Personal information is collected with your awareness and consent, except where permitted or allowed by law.
  • Clients are responsible for obtaining consent if Certn doesn’t do so directly. You can withdraw consent, which doesn’t invalidate prior processing.
  • Different checks need different information, so not all of the information described in the policy might be collected for every check. You can look up the specific check you’re going through in the policy to learn more.

Our Clients such as your employer or your landlord, may ask you to use our Services for background screening or identity verification related purposes. In these circumstances, please note that Certn acts a “processor” in the processing of your Personal Information. This means that we act only on behalf of our Clients as a service provider when processing your personal information.rnrnWhen we provide Services to Clients:rnu003culu003ern tu003cliu003eThe Client provides instructions on what Personal Information to collect, and how to collect it;u003c/liu003ern tu003cliu003eIf appropriate, the Client ensures that Consumers are notified of, or provide consent for, the collection and processing of their Personal Information in accordance with applicable laws;u003c/liu003ern tu003cliu003eThe Client ensures that Personal Information is collected and processed lawfully, fairly and in a transparent manner, consistent with the identified purposes;u003c/liu003ern tu003cliu003eThe Client confirms that Personal Information is accurate and, when necessary, kept up to date, rectified or erased; andu003c/liu003ern tu003cliu003eThe Client ensures that appropriate safeguards are in place to protect Personal Information;u003c/liu003ernu003c/ulu003ernWe are generally responsible for the following aspects of collection and processing of Personal Information:rnu003culu003ern tu003cliu003eWe carry out the Services requested by our Client or Consumer, in accordance with their instructions;u003c/liu003ern tu003cliu003eWe protect Personal Information in our custody against loss, theft, or any unauthorized access, disclosure, copying, use or modification, in a way that is appropriate to how sensitive it is, and in accordance with our Client’s instructions, and applicable laws;u003c/liu003ern tu003cliu003eWe comply with any legal obligations we may have as a data processor, custodian, service provider or similar under applicable laws.u003c/liu003ernu003c/ulu003ernIn that regard, please keep in mind that while we may interact directly with you in the course of the Services requested by our Clients, we do it on behalf of our Clients, and that any information or inquiries shared with us may be communicated to our Clients whenever it is necessary for providing the Services.rnrnu0026nbsp;rnrnII.1.1. Permissible Purpose for processingrnrnOur Clients must certify that they have a Permissible Purpose before we can process Personal Information for the purposes of providing the Services. “u003cstrongu003ePermissible Purposeu003c/strongu003e” includes employment purposes, tenancy purposes or in accordance with the written instructions of the Consumer with whom the Client intends to contract with.rnrnWe will not reuse Personal Information for any other purpose other than the one for which it was collected, unless one or more of the following is true:rnu003culu003ern tu003cliu003ethe new use is compatible with the original one, meaning you should reasonably expect it;u003c/liu003ern tu003cliu003ewe have notified you of the new use and given you an opportunity to object to it; oru003c/liu003ern tu003cliu003ethe new use is otherwise permitted or required by law.u003c/liu003ernu003c/ulu003ernWe collect, use, and disclose Consumer Personal Information when the Consumer is aware of the Permissible Purpose for which the information will be processed, and has given his or her consent to such processing, except where the processing of Personal Information without consent is permitted or required by law. Subject to regulatory requirements, operating our Services in certain jurisdictions requires us or our Clients to obtain additional or specific consents in the form of additional consent form/s, telephone call/s, through an online platform or other methods. Where the Consumer does not provide such consent or specific consent directly to us, but to our Clients, we require our Clients to obtain the Consumer’s consent prior to providing us with the Consumer’s Personal Information subject to verification for any of our Services. The Consumer may withdraw such consent previously granted at any time by contacting us. Withdrawing such consent does not affect the lawfulness of any processing based on the consent before the withdrawal.rnrnYou can find more information on the types of Services our Clients may ask you to use in the relevant section of this Policy. Please note that, depending on the type of checks you are required to perform by our Clients, we may not process all the Personal Information listed in this section. You can refer to the name of the check you are required to do to in the policy to obtain more information about the processing of your Personal Information.

II.2. When you are directly interacting with Certn

  • Certn acts as a “Controller” of your personal information in certain situations, such as when you directly use our services, navigate our website, consent to marketing contact, or apply for a job with us. In these instances, we are responsible for protecting your data and respecting your rights.
  • We may process your personal information to provide services, manage job applications, monitor performance, comply with laws, improve our offerings, ensure quality, train employees, maintain security, and prevent fraud.
  • When providing services, we do not collect financial information directly; payments are processed securely by third-party providers.
  • We may record calls for assurance and training purposes.

u003cp class=u0022p1u0022u003eThere are situations where Certn does not act on behalf of its Clients when it processes your Personal Information. This may occur in the following circumstances:u003c/pu003ernrnu003cul class=u0022ul1u0022u003ern tu003cli class=u0022li1u0022u003eWhen you directly require us to provide you with our Services or when you navigate on our Website.u003c/liu003ern tu003cli class=u0022li1u0022u003eWhen you consent to be contacted by us for marketing purposes.u003c/liu003ern tu003cli class=u0022li1u0022u003eWhen you apply for a job at Certn.u003c/liu003ernu003c/ulu003ernu003cp class=u0022p1u0022u003eIn these circumstances we act as “Controllers” under the applicable data protection laws. This has implications for you as when we are Contollers, we are notably the first responsible to ensure that your rights regarding your personal information are respected, and that your personal information is adequately protected under the applicable data protection laws.u003c/pu003ernu003cp class=u0022p1u0022u003eIn these circumstances, subject to your consent or applicable legal basis and in compliance with applicable laws, we may need to process your Personal Information for the following purposes:u003c/pu003ernrnu003cul class=u0022ul1u0022u003ern tu003cli class=u0022li1u0022u003eTo provide you with the requested Servicesu003c/liu003ern tu003cli class=u0022li1u0022u003eIf you are applying at Certn, to process your application or contact you about job opportunitiesu003c/liu003ern tu003cli class=u0022li1u0022u003eTo monitor the performance of our Services and Websitesu003c/liu003ern tu003cli class=u0022li1u0022u003eTo comply with applicable laws and regulationsu003c/liu003ern tu003cli class=u0022li1u0022u003eTo improve our Servicesu003c/liu003ern tu003cli class=u0022li1u0022u003eQuality assurance and quality controlsu003c/liu003ern tu003cli class=u0022li1u0022u003eTo train our employeesu003c/liu003ern tu003cli class=u0022li1u0022u003eTo ensure the security of our Services, Websites and assetsu003c/liu003ern tu003cli class=u0022li1u0022u003eTo detect and combat fraudu003c/liu003ernu003c/ulu003ernu003cp class=u0022p1u0022u003eu003cbu003eMore information relating to call recordings: u003c/bu003eWe may record calls for training and quality assurance purposes. While we rely on our legitimate interest to do so, we also make sure that you are informed beforehand of such recordings. In the event you don’t want your call to be recorded, you can use our chat agent or contact us via email at u003ca href=u0022mailto:[email protected] [email protected]/spanu003eu003c/au003e.u003c/pu003ernu003cp class=u0022p1u0022u003eu003cbu003eMore information relating to quality assurance and controls: u003c/bu003eOur processes for collecting and transcribing Personal Information are automated to the extent possible and are subject to rigorous quality controls. Information that is found to be inaccurate, either through our own audits or following your request for correction, is updated.u003c/pu003ernu003cp class=u0022p1u0022u003eTo ensure that our processes and systems are effective and efficient, we frequently audit them. These audits may involve the processing of your Personal Information (e.g.: to ensure that the checks performed are accurate).u003c/pu003ernu003cp class=u0022p1u0022u003eu003cbu003eMore information relating to the provision of our Services: u003c/bu003eWhen you subscribe to our Services, you may be asked to enter your full name, e-mail, business name, business address, phone number, billing address, card address, and other information provided by customer through custom fields, if any. Financial information, such as data related to your payment method (e.g., valid credit card number, card brand, expiration date) is never collected by us either through our Website or otherwise. Upon processing payments, you are transferred to a secure page on the Website of Stripe or some other PCI DSS-certified payment service provider. That page may be dressed in our “livery”, but it is not managed by us. All financial information is processed by our payment processor, and you are encouraged to review their privacy policy and contact them directly for responses to your questions.u003c/pu003ernu003cp class=u0022p1u0022u003eu003cbu003eMore information related to the monitoring of the performance of our Services and Websites: u003c/bu003eWhen we monitor the performance of our Services and Websites, we use information that can’t directly identify you, notably by aggregating it or by using other de-identification and anonymization techniques.u003c/pu003ernu003cp class=u0022p1u0022u003ePlease also note that we may log your operating system name and version, device identifier, browser type, operating system, Internet Protocol (IP) address, screen resolution, the pages you viewed on our Websites, how long you spent on a page, access times, general location information such as city, state or geographic area, and information about your use of and actions on our Website/s. We can use this information for fraud prevention and security purposes.u003c/pu003ernu003cp class=u0022p1u0022u003eCollection of Personal Information for security purposes is done based on our legitimate interest and legal obligation to ensure Personal Information in our custody is protected.u003c/pu003ernu003cspan class=u0022s3u0022u003eII.2.1. Things to know when you use MyCertn Walletu003c/spanu003ernu003cp class=u0022p1u0022u003eMyCertn Wallet is designed to give you greater control over your Personal Information. It allows you to order specific checks and decide when, to whom, and for how long you want to share the results of these checks.u003c/pu003ernu003cp class=u0022p1u0022u003eHere are some key points you need to be aware of when using MyCertn Wallet:u003c/pu003ernrnu003cul class=u0022ul1u0022u003ern tu003cli class=u0022li1u0022u003eAs we operate under your instructions, it is your responsibility to ensure that you know and authorize the recipient before sharing your Personal Information via MyCertn Wallet. We recommend you consult the recipient’s privacy policy before disclosing your personal information.u003c/liu003ern tu003cli class=u0022li1u0022u003eYou can access the results of the checks, request their deletion, dispute or correct any inaccuracies associated with your Personal Information within the MyCertn Wallet app.u003c/liu003ern tu003cli class=u0022li1u0022u003eYou can find more information on how we process your Personal Information depending on the checks you order via MyCertn Wallet in the relevant section of this policy.u003c/liu003ernu003c/ulu003ernII.2.2. Certn’s use of artificial intelligencernu003cp class=u0022p1u0022u003eWe utilize artificial intelligence technologies to automate and optimize our internal processes and service delivery. This includes the use of AI agents such as AI-powered chatbots and AI voice agents. We do not employ AI for making automated decisions that would produce legal effects or similarly significantly affect you. Our AI implementation is designed to enhance operational efficiency while maintaining full human oversight.u003c/pu003e

II.2.3. Certn’s use of cookies or similar technologies

Certn uses cookies to enhance website functionality and personalize your experience. Some cookies are essential for the site to operate, while others help us analyze site usage and remember your preferences, with your consent. You can manage your cookie choices through your browser settings.

Our Website uses cookies and other similar technologies to provide functionality, analyze traffic and personalize some of your web content.rnrnII.2.3.1. What are cookies?rnrnCookies are small text data files that are sent to your computer or mobile device by a Website while browsing.rnrnThere are different kinds of cookies with different functions:rnu003culu003ern tu003cliu003eSession cookies: these are only stored on your computer during your web session. They are automatically deleted when the browser is closed. They usually store an anonymous session ID allowing you to browse a Website without having to log in to each page. They do not collect any information from your computer.u003c/liu003ern tu003cliu003ePersistent cookies: a persistent cookie is one stored as a file on your computer, and it remains there when you close your web browser. The cookie can be read by the Website that created it when you visit that Website again.u003c/liu003ern tu003cliu003eFirst-party cookies: the function of this type of cookie is to retain your preferences for a particular Website for the entity that owns that Website. They are stored and sent between Certn’s servers and your computer’s hard drive. They are not used for anything other than for personalization as set by you. These cookies may be either session or persistent cookies.u003c/liu003ern tu003cliu003eThird-party cookies: the function of this type of cookie is to retain your interaction with a particular Website for an entity that does not own that Website. They are stored and sent between a third-party’s server and your computer’s hard drive. These cookies are usually persistent cookies.u003c/liu003ernu003c/ulu003ernFirst-party cookies are necessary for the proper operation of our Website. Our Website also allows for the use of third-party cookies, which can be read externally by other organizations. As such, we cannot be responsible for third party cookies, i.e., cookies that are not initiated by us. Our service platforms, which we use to collect information from Consumers and Clients, do not use third-party cookies.rnrnu0026nbsp;rnrnII.2.3.2. Using cookiesrnrnu003cstrongu003eNecessary Cookiesu003c/strongu003e: By using our Website, you agree that we can store and access necessary cookies on your device. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.rnrnu003cstrongu003eStatistic cookiesu003c/strongu003e: These are anonymous and cannot be used to identify you. Statistic cookies help us improve our Website functions and collect information on how you use the Website (such as how often you visit our Website, the links you clicked on, the pages you prefer most). Consenting to those cookies will allow us to produce anonymous statistical reports for Website improvement purposes.rnrnu003cstrongu003ePreferences cookiesu003c/strongu003e: In order to remember the choices you have previously made (such as selected language or saved username and password), to allow for quicker browsing, and provide enhanced features we need to enable preference cookies. The information these cookies collect is usually anonymized.rnrnu003cstrongu003eMarketing cookiesu003c/strongu003e: These may be set across Websites by third parties. They do not store personal information but identify your browser and your internet device to help advertisers in showing you relevant advertisements.rnrnu003cstrongu003eWebsite log datau003c/strongu003e: Certn’s web servers log the following information during visits to our Website: IP addresses, type of operating system, time and duration of visit, web pages visited and browser type. We do not link server log information to any other information in a way that would enable the identification of Website Visitors to our Website. Apart from analyzing such logs to provide you with a better experience on our Website, server logs may be reviewed for security purposes and if necessary, to detect unauthorized activity on our Website. In such cases, server log data, containing IP addresses, would be shared with law enforcement bodies in order that they may identify users in connection with their investigation of the unauthorized activities.rnrnu0026nbsp;rnrnII.2.3.3. How can I manage my Cookie preferences?rnrnYou will be presented with information about our cookies and an option to accept all cookies or customize your cookie preferences when you first visit our Website and occasionally from the cookie banner thereafter. You can consent to or refuse all cookies at any time while browsing the Website. You can choose and manage all of your cookies at any time through your browser settings. If you disable cookies, you may be unable to access or fully use certain parts or functionalities of the Website.

II.3. Things you should know depending on the checks that is performed by Certn

  • Certn processes minimal identification information, including full name, date of birth, address history, phone number, and email, for all checks to ensure accurate verification. We use this information, along with data required for specific identity checks, to verify the correct individual.
  • This section presents the main checks performed by Certn and may not contain information about the specific check you want or are asked to perform. Additional details regarding specific checks like drug tests or Right to Work checks are available in their respective consent forms and documentation, or by contacting us.
  • Each check is unique, and we may not always process all listed personal information.
  • Processing may also involve information from various jurisdictions depending on your personal circumstances.

All of our checks require us to process the following minimal identification-related personal information:rnu003culu003ern tu003cliu003eFull name, including maiden name and aliasesu003c/liu003ern tu003cliu003eDate of birthu003c/liu003ern tu003cliu003eAddress historyu003c/liu003ern tu003cliu003ePhone number and email.u003c/liu003ernu003c/ulu003ernThis information, coupled with the information required to any identity verification check, is used to ensure we conduct the verification on the right person. If you are requested to conduct multiple checks, you can use the titles below to obtain more information about which Personal Information we need to process by checks, the reasons of such processing, the source of the information, and for how long we retain your Personal Information. Please note that each check is unique and that we may not need to process all the Personal Information listed below. Depending on your personal situation, we may also need to process your Personal Information from different jurisdictions (e.g.: if you’ve worked or lived in various countries).rnrnThe list below is not exhaustive and may not contain the information related to the check you are performing. For example, in some countries, like the United States, Certn can offer the possibility to conduct drug tests, or in the United Kingdom, we may offer Right to Work checks. To obtain more information about how we process your Personal Information in these specific checks, please refer to the related consent form and documentation or contact us.rnu003cp class=u0022p1u0022u003eII.3.1. OneIDu003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d One ID and Personal Information Involved u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002213u0022u003eu003cstrongu003eOne IDu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00226u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eFull name, including maiden name and aliasesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eDate of birthu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eAddress historyu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePhone number and emailu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eIdentification documents such as passport or drivers licenseu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eBiometric data (facial characteristics)u003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eIdentity verificationu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eFraud detection and preventionu003c/tdu003ernu003c/tru003ernu003c!u002du002d Source(s) u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eSource(s)u003c/strongu003eu003c/tdu003ernu003ctdu003eProvided by youu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention Periods u002du002du003ernu003ctru003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e30 days from the date of collection for biometric datau003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003e3 years from the date of collection for the contact information and the results of the check.u003c/tdu003ernu003c/tru003ernu003c!u002du002d More Information u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eMore informationu003c/strongu003eu003c/tdu003ernu003ctdu003eFor more information, please read our u003ca href=u0022https://certn.co/biometric-notice/u0022 target=u0022_blanku0022 rel=u0022noopeneru0022u003eBiometric Noticeu003c/au003e.u003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.2. Identity Verificationu003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Identity Verification and Personal Information Involved u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002213u0022u003eu003cstrongu003eIdentityrnVerificationu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00226u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eFull name, including maiden name and aliasesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eDate of birthu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eAddress historyu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePhone number and emailu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eIdentification documents such as passport or drivers licenseu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eBiometric data (facial characteristics)u003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eIdentity verificationu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eFraud detection and preventionu003c/tdu003ernu003c/tru003ernu003c!u002du002d Source(s) u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eSource(s)u003c/strongu003eu003c/tdu003ernu003ctdu003eProvided by youu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention Periods u002du002du003ernu003ctru003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e30 days from the date of collection for biometric datau003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003e3 years from the date of collection for the contact information and the results of the check.u003c/tdu003ernu003c/tru003ernu003c!u002du002d More Information u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eMore informationu003c/strongu003eu003c/tdu003ernu003ctdu003eFor more information, please read our u003ca href=u0022https://certn.co/biometric-notice/u0022 target=u0022_blanku0022 rel=u0022noopeneru0022u003eBiometric Noticeu003c/au003e.u003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.3. Canadian Criminal Record Checku003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Canadian Criminal Record and Personal Information Involved u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002213u0022u003eu003cstrongu003eCanadianrnCriminalrnRecordu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00226u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eSexu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePlace of birthu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePolice recordsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eCourt recordsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eCriminal historyu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eSex offender registry statusu003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eVerification of your criminal backgroundu003c/tdu003ernu003c/tru003ernu003c!u002du002d Source(s) u002du002du003ernu003ctru003ernu003ctd rowspan=u00223u0022u003eu003cstrongu003eSource(s)u003c/strongu003eu003c/tdu003ernu003ctdu003eProvided by youu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eLaw enforcement and government agenciesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eCourts and public recordsu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention Periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c!u002du002d More Information u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eMore informationu003c/strongu003eu003c/tdu003ernu003ctdu003eFor more information, please read our u003ca href=u0022https://certn.co/biometric-notice/u0022 target=u0022_blanku0022 rel=u0022noopeneru0022u003eBiometric Noticeu003c/au003e.u003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.4. International Criminal Checku003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d International Criminal Check u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002211u0022u003eu003cstrongu003eInternationalrnCriminalrnChecku003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00225u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eSexu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePolice recordsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eCourt recordsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eCriminal historyu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePassport details or similar information such as ID number, Visa information,rnand jurisdiction specific documentsu003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eVerification of your criminal backgroundu003c/tdu003ernu003c/tru003ernu003c!u002du002d Source(s) u002du002du003ernu003ctru003ernu003ctd rowspan=u00223u0022u003eu003cstrongu003eSource(s)u003c/strongu003eu003c/tdu003ernu003ctdu003eProvided by youu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eLaw enforcement and Government agenciesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eCourts and public recordsu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c!u002du002d More information u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eMore informationu003c/strongu003eu003c/tdu003ernu003ctdu003eFor more information, please read our u003ca href=u0022https://certn.co/biometric-notice/u0022 target=u0022_blanku0022 rel=u0022noopeneru0022u003eBiometric Noticeu003c/au003e.u003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.5. Employment Verificationu003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Employment Verification u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u00229u0022u003eu003cstrongu003eEmploymentrnVerificationu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00221u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eEmployment history (including company name, contact information,rnfiduciary or directorship responsibilities, positions, titles, income, or start and end dates)u003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eEmployment or activity history verification over a certain period of timeu003c/tdu003ernu003c/tru003ernu003c!u002du002d Source(s) u002du002du003ernu003ctru003ernu003ctd rowspan=u00224u0022u003eu003cstrongu003eSource(s)u003c/strongu003eu003c/tdu003ernu003ctdu003eProvided by youu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePrevious employersu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eEmployment verification vendorsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eReferences you have providedu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.6. Education Verificationu003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Education Verification u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002210u0022u003eu003cstrongu003eEducationrnVerificationu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00221u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003ePost secondary information (including institution name, institution address, degree/certification title, and dates of enrolment)u003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eEducation or activity history verification over a certain period of timeu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctd rowspan=u00224u0022u003eu003cstrongu003eSource(s)u003c/strongu003eu003c/tdu003ernu003ctdu003eProvided by you or our Client (where applicable)u003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eEducational institutionsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eEducation verification vendorsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eGovernment education authoritiesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.7. Credit Report (Canada)u003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Credit Report (Canada) u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002210u0022u003eu003cstrongu003eCreditrnReportrn(Canada)u003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eEmployment history (including name, contact information, fiduciary or directorship responsibilities, positions, titles, income, or start and end dates)u003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eFinancial information (including credit history,rnbankruptcy or financial judgments)u003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eCredit and bankruptcy history verificationu003c/tdu003ernu003c/tru003ernu003c!u002du002d Source(s) u002du002du003ernu003ctru003ernu003ctd rowspan=u00223u0022u003eu003cstrongu003eSource(s)u003c/strongu003eu003c/tdu003ernu003ctdu003eCredit bureausu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eGovernment agenciesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003ePublic recordsu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.8. Income Verificationu003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Income Verification u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002210u0022u003eu003cstrongu003eIncomernVerificationu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eBank account details (including bank name, account balance, account activity trends, account balance trends, recurring deposits, recurring payments, and account age)u003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eIncome information (including sources of income, average monthly income, estimated gross annual income, employer income, non-employer income, or income trends)u003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eVerification of your incomeu003c/tdu003ernu003c/tru003ernu003c!u002du002d Sources u002du002du003ernu003ctru003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003eSourcesu003c/strongu003eu003c/tdu003ernu003ctdu003eFinancial institutionsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eIncome verification vendorsu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.9. Adverse Media Checku003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Adverse Media Check u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u00228u0022u003eu003cstrongu003eAdversernMediarnChecku003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eSocial media activity (posts, interactions, etc.)u003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eMentions in online or print mediau003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eVerification of adverse mediau003c/tdu003ernu003c/tru003ernu003c!u002du002d Sources u002du002du003ernu003ctru003ernu003ctd rowspan=u00222u0022u003eu003cstrongu003eSourcesu003c/strongu003eu003c/tdu003ernu003ctdu003ePrint and digital media outletsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eLaw enforcement and government agenciesu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.10. Politically Exposed Persons (PEP) Checku003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Politically Exposed Persons (PEP) Check u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u002211u0022u003eu003cstrongu003ePoliticallyrnExposedrnPersonsrn(PEP) Checku003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00224u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eWork addressu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eInclusion on watch or sanctions listsu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eFinancial Conduct Authority reference number (if applicable)u003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eFamilial or business relationships with politically exposed personsu003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctd rowspan=u00223u0022u003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eVerification to determine whether you hold, or have held, a prominent public position or a role that exposes you to potential risks of corruption, bribery, or money laundering.u003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eGlobal sanctions regimes and sanction lists verificationu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eVerification of adverse mediau003c/tdu003ernu003c/tru003ernu003c!u002du002d Sources u002du002du003ernu003ctru003ernu003ctd rowspan=u00223u0022u003eu003cstrongu003eSourcesu003c/strongu003eu003c/tdu003ernu003ctdu003eGlobal watch lists and registriesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eLaw enforcement and government agenciesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eRegulatory bodiesu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.11. Global Sanctions and Watchlistsu003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Global Sanctions and Watchlists u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u00229u0022u003eu003cstrongu003eGlobalrnSanctionsrnandrnWatchlistsu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00221u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eInclusion on watch or sanctions listsu003c/tdu003ernu003c/tru003ernu003c!u002du002d Processing Purposes u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eGlobal sanctions regimes and sanction lists verificationu003c/tdu003ernu003c/tru003ernu003c!u002du002d Sources u002du002du003ernu003ctru003ernu003ctd rowspan=u00223u0022u003eu003cstrongu003eSourcesu003c/strongu003eu003c/tdu003ernu003ctdu003eGlobal watchlists and registriesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eLaw enforcement and government agenciesu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eRegulatory bodiesu003c/tdu003ernu003c/tru003ernu003c!u002du002d Retention Periods u002du002du003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003ernu003cp class=u0022p1u0022u003eII.3.12. Questionnaireu003c/pu003ernrnu003ctable border=u00221u0022 cellspacing=u00220u0022 cellpadding=u00226u0022u003eu003c!u002du002d Questionnaire u002du002du003ernu003ctbodyu003ernu003ctru003ernu003ctd rowspan=u00227u0022u003eu003cstrongu003eQuestionnaireu003c/strongu003eu003c/tdu003ernu003ctd rowspan=u00221u0022u003eu003cstrongu003ePersonal information involvedu003c/strongu003eu003c/tdu003ernu003ctdu003eAny additional information voluntarily submitted by youu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eu003cstrongu003eProcessing Purposesu003c/strongu003eu003c/tdu003ernu003ctdu003eProvide additional necessary information to Certn’s Clients in the course of the requested checksu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eu003cstrongu003eSourcesu003c/strongu003eu003c/tdu003ernu003ctdu003eProvided by youu003c/tdu003ernu003c/tru003ernu003ctru003ernu003ctdu003eu003cstrongu003eRetention periodsu003c/strongu003eu003c/tdu003ernu003ctdu003e3 years from the date of collectionu003c/tdu003ernu003c/tru003ernu003c/tbodyu003ernu003c/tableu003e

III. How do we protect your Personal Information?

III.1. Our approach toward data protection

At Certn, we are committed to protecting your privacy and personal information. We’ve implemented a comprehensive privacy framework based on key principles. We are accountable for protecting your information, and we have implemented a privacy officer to oversee our practices and ensure compliance with applicable laws. We identify the purposes for collecting your information beforehand and only collect it when legally allowed or with your consent. We limit data collection to what’s necessary, minimizing it throughout its lifecycle with strict retention policies. We maintain accuracy through technical controls and audits, making it easy for you to correct inaccuracies. We protect your information with strong safeguards and train everyone who handles it. We are transparent about our data practices and ensure our documentation is clear. We also respect your rights regarding your personal information and provide a process for complaints. We regularly audit our compliance. Our services are designed with confidentiality (state-of-the-art security), manageability (individual control over data), and predictability (transparent practices) in mind.

At Certn, we are committed to protecting your privacy and Personal Information. We have implemented a comprehensive framework that outlines our objectives and principles for processing Personal Information and settles our privacy governance as an organization. This framework is based on the following key principles:rnu003culu003ern tu003cliu003eu003cstrongu003eAccountabilityu003c/strongu003e: We take responsibility for protecting your Personal Information. We’ve implemented a privacy office to oversee our privacy practices and ensure we follow all relevant laws.u003c/liu003ern tu003cliu003eu003cstrongu003eIdentifying Purposesu003c/strongu003e: We have processes in place to ensure that the purposes for which your Personal Information is collected are identified beforehand.u003c/liu003ern tu003cliu003eu003cstrongu003eLegal Basis including Consentu003c/strongu003e: We only collect and use your information when the law allows us to, or when you give us your consent. We’ll make sure you understand what you’re agreeing to.u003c/liu003ern tu003cliu003eu003cstrongu003eLimiting the processing of Personal Informationu003c/strongu003e: We only collect the Personal Information necessary for the purposes we’ve identified.u003c/liu003ernu003c/ulu003ernWe also ensure that we minimize the Personal Information needed during its whole lifecycle. This is notably done by implementing strict retention delays. You can find more information regarding our retention practices in the relevant sections of this policy.rnu003culu003ern tu003cliu003eu003cstrongu003eAccuracyu003c/strongu003e: We keep your information accurate and up to date, notably, by implementing rigorous technical and quality controls and audit processes. We make it easy for you to correct any mistakes or inaccuracies.u003c/liu003ern tu003cliu003eu003cstrongu003eSafeguardsu003c/strongu003e: We protect your information with strong security measures, including physical, technical, and administrative safeguards. We also make sure anyone who handles your information is properly trained.u003c/liu003ern tu003cliu003eu003cstrongu003eTransparencyu003c/strongu003e: We’re open about how we collect, use, and protect your Personal Information. We make sure that our documentation related to the processing of your Personal Information is written in clear and understandable form.u003c/liu003ern tu003cliu003eu003cstrongu003eIndividuals’ Rightsu003c/strongu003e: You have rights regarding your Personal Information, including the right to access, correct, or delete it. We make it easy for you to exercise these rights.u003c/liu003ern tu003cliu003eu003cstrongu003eChallenging Complianceu003c/strongu003e: We have a process for you to make complaints or ask questions about our privacy practices. We also regularly check our own compliance with privacy laws.u003c/liu003ernu003c/ulu003ernWe take great care to ensure that your personal information is processed in a manner that is consistent with these principles.rnrnMoreover, in accordance with our privacy framework, our Services are designed to pursue these three main objectives:rnu003culu003ern tu003cliu003eu003cstrongu003eConfidentialityu003c/strongu003e: We implement state-of-the-art security measures to protect personal information and train our Workforce Members on best practices.u003c/liu003ern tu003cliu003eu003cstrongu003eManageabilityu003c/strongu003e: We design our Services to give individuals control over their personal information, including the ability to modify, delete, or selectively disclose it.u003c/liu003ern tu003cliu003eu003cstrongu003ePredictabilityu003c/strongu003e: We maintain transparent practices that allow individuals to make reliable assumptions on how we process their Personal Information.u003c/liu003ernu003c/ulu003e

III.2. How long do we retain your Personal Information?

Certn retains your personal information as needed to provide services, comply with legal obligations, and enforce agreements. We delete your account and data upon request, though some information may be retained for legal reasons. Consumer information is generally kept for a maximum of three years, with exceptions for specific data types like biometrics (30 days) and candidate information (3 years).

In accordance with our Retention Policy, we will retain your information for as long as needed to provide you with our Services and/or as necessary to comply with our contractual and legal obligations, resolve disputes, and enforce our agreements.rnrnData required to establish proof of a right or a contract will be stored for the duration provided by applicable law. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, some information may be retained in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our terms and/or compliance with legal requirements.rnrnIn relation to Consumer Personal Information, unless records have been subject to a deletion request or subject to a different retention period instructed by our Clients, the retention and disposal schedule shall be no more than three (3) years. You can find more specific information about our retention periods depending on the checks we conduct in the relevant section of this policy. Exceptions may exist for specific data sets as governed by regulatory or third-party data providers’ retention requirements. For example, we will store your biometric data 30 days following the completion of your identity verification via OneID. Where required, we may keep general information as a log and for auditing purposes.rnrnIf you are a Candidate, we keep your Personal Information for no more than 3 years.

III.3. How do we protect your Personal Information?

We maintain SOC2, SOC3, and ISO27001 certifications, implementing robust security controls to protect personal information. Certn regularly conducts security audits and penetration tests to ensure compliance. Our staff, suppliers, and contractors undergo security vetting and data protection training. We limit access to personal information and utilize encryption for secure data handling.

We are SOC2, SOC3 and ISO27001 certified and maintain advanced technical, administrative, and physical security controls that comply with those standards and protect your Personal Information from unauthorized access, loss, misuse, interference or alteration during its collection, use, disclosure, andrnrnstorage. We perform security audits, vulnerability scans, and penetration tests on a regular basis to ensure compliance with industry security practices and standards.rnrnAll our staff, suppliers and contractors are security vetted prior to taking up employment. All staff are data protection trained and are aware of their responsibilities. Such training is conducted repeatedly on a regular or random basis, but at least once a year.rnrnWe limit access to Personal Information to individuals with a legitimate business need consistent with the reason and purpose for which the information was provided. We implement a variety of security measures to maintain the safety of your Personal Information when orders are placed or when you enter, submit, or access your Personal Information. For example, we use encryption at rest and in transit. All supplied sensitive information is transmitted via Transport Layer Security (TLS) technology and then stored in our database and only accessed by those authorized with special access rights to our systems, who are required to keep the information confidential.rnrnIn addition, we have processes in place to encourage our Clients to comply with applicable privacy laws and security standards. Such processes include but are not limited to entering into binding agreements with our Clients and conducting mutual random audits of each other’s internal procedures and practices to ensure that regulatory standards and security levels are mutually met and exceeded at all times.

IV. How and to whom can we share your Personal Information with?

Certn processes personal information globally, storing data in Canada, the US, the UK, and Australia. We may transfer data across borders to provide services like verifying employment or education. These transfers are based on adequacy decisions, safeguards, consent, or other legal considerations. We take measures to ensure data security and comply with specific requirements for regions like California, Quebec, the UK, Australia, the EU, and the EEA. We may share personal information with auditors, affiliates, partners, and service providers like payment processors and cloud providers. We do not sell or disclose personal information to governments, marketing services, or other clients, except as legally required or as outlined in this policy. We may disclose information to law enforcement or similar bodies when legally obligated.

u003cstrongu003eIV.1. Does Certn process Personal Information across borders?u003c/strongu003ernrnCertn operates globally and may need to transfer your Personal Information across borders in the course of its operations. Notably, we rely on storage infrastructures within Canada, as well as the United States, the United Kingdom, and Australia. We may also need to process your personal information across borders for the purposes of providing you the Services such as verifying your work or education history. When we transfer you Personal Information, we notably rely on the following elements:rnu003culu003ern tu003cliu003eAdequacy decisionsu003c/liu003ern tu003cliu003eAppropriate safeguards, including contractual safeguardsu003c/liu003ern tu003cliu003eYour consentu003c/liu003ern tu003cliu003eOther jurisdictional considerations.u003c/liu003ernu003c/ulu003ernIn cases where our Client is located in, or the Consumer is residing or has resided in, the state of California, the province of Quebec, the UK, Australia, the EU, and/or the EEA, specific requirements may apply to the transfer of Personal Information.rnrnWe take all measures reasonably necessary to ensure that your Personal Information is treated securely and in accordance with this Policy, and we will not transfer Personal Information to an organization or a country unless there are adequate controls in place to ensure the security of your data.rnrnIf you have any questions as to whether your information will be Processed overseas, and/or if you have any restrictions or conditions regarding the release of your information across borders, please contact us as soon as possible so we may discuss your specific requirements.rnrnu003cstrongu003eIV.2. Third Partiesu003c/strongu003ernrnWe only share your Personal Information to third parties upon your consent, or when permitted or required by applicable.rnrnIn addition to the third parties listed in the section relating the types of checks, we may need to share or disclose your Personal Information to the following third parties in the course of our business operations:rnu003culu003ern tu003cliu003eAuditors for the performance of contracted or statutory compliance audits;u003c/liu003ern tu003cliu003eCertn affiliates and partners who are participating in the delivery of our Services; andu003c/liu003ern tu003cliu003eThird parties that perform services for us or on our behalf, including but not limited to payment processing, marketing or advertising services, data analysis, email delivery, Software as a Service Providers, Infrastructure as a Service Providers, or Platform as a Service Providers.u003c/liu003ernu003c/ulu003ernWhen we provide Services to a Client, the Consumer Personal Information is processed and reported through our secure platform. Apart from our Clients and in addition to authorized Certn personnel who may access your Personal Information for the purposes outlined in this Policy, we may provide your Personal Information to authorities or partner companies that provide services to help us with our business activities such as offering customer service or processing your payment. For more information on the third-party companies who provide such services to us, please click u003ca href=u0022https://trust.certn.co/u0022 target=u0022_blanku0022 rel=u0022noopeneru0022u003ehereu003c/au003e.rnrnFinally, please note that we do not sell or disclose your Personal Information to governments, marketing or advertising services, other Clients, or anyone else except as outlined in this Policy or as required by law.rnrnu003cstrongu003eIV.3. Governmental entitiesu003c/strongu003ernrnIn exceptional circumstances, we may be requested to communicate Personal Information with law enforcement agencies, national security agencies, courts, or other similar institutions as required by law. If in receipt of a production order, subpoena, warrant, or other enforceable demand, we will act in compliance as required by the applicable laws.

V. Essential information tailored to your country and how to contact us to assert your rights?

u003cstrongu003eV.1. Your rightsu003c/strongu003ernrnCertn is committed to ensuring that your rights regarding your Personal Information are respected across all jurisdictions it operates.rnrnRegardless of your jurisdiction, we extend the following rights to individuals whose Personal Information we process. If you reside outside the jurisdictions outlined below, please consult the details provided to exercise your rights.rnrnRegardless of your place of residence, we will review any privacy request free of charge and take steps to support you in exercising your privacy rights to:(i) be informed, (ii) access, (iii) rectification, (iv) erasure, (v) processing restrictions, (vi) data portability, (vii) withdraw consent and object processing, (viii) not be subject to a decision based solely on automated processing, and (ix) file a complaint.rnrnIf you are not a resident of the jurisdictions outlined below, you can contact our Privacy Office at [email protected] to exercise your privacy rights. If you are a resident of one of these jurisdictions, please use the contact details provided in section that applies to your situation.rnrnUpon receipt of a written request, and after verifying you as the data owner, we respond to privacy right requests, disputes, and complaints as soon as practicable, and in any event, within the time limits prescribed by law. However, where we refuse to do so, we will give you a written notice setting out the reasons within 30 days of the receipt of your request.rnrnFor the purposes of compliance and where required by law or contract, prior to actioning any privacy right request, we will inform the Client connected to such request, if any, as well as any other third parties who may have processed your Personal Information. Upon their instructions, we will reply to your request accordingly. You can contest their decision by directly reaching out to them or contacting your local data protection or privacy authority.rnrnV.1.1. Right to be informedrnrnYou have the right to be informed on the nature of the processing of your Personal Information. You have the right to know what Personal Information we process, the third parties it may be shared with, and how long we will keep it.rnrnV.1.2. Right to accessrnrnSubject to applicable laws’ exceptions, you have the right to access the Personal Information Certn holds about you or on behalf of its Clients. You can request us to provide you with your Personal Information usingrnrnthe contact details provided in this Policy or the tools and forms we make available to you across our various Services.rnrnV.1.3. Right to rectify, correct or update your Personal InformationrnrnYou have the right to request us to correct, rectify or update your Personal Information that is not accurate, complete or up to date. Upon the presentation of the relevant evidence, we will take reasonable steps to correct this information or if necessary, discuss alternative actions with you.rnrnV.1.4. Right to erasure or deletionrnrnYou have the right to request for the deletion or erasure of your Personal Information. Such a right is performed in accordance with applicable laws, and may be limited depending on the nature, scope and the laws applicable to your request. Certn may keep some of your Personal Information when it is required or permitted under applicable laws. For example, we may need to keep your Personal Information to demonstrate our compliance with data protection or privacy laws. If you request the deletion of your Personal Information, we need to keep some information related to fact that you did ask for your data to be deleted and that we comply with your request.rnrnV.1.5. Right to portabilityrnrnYou have the right to obtain your Personal Information in a structured, commonly used and machine-readable format and require us to transmit it to another third party that is qualified under applicable laws. This right is limited to the Personal Information you directly provided to us.rnrnV.1.6. Right to withdraw your consent and right to objectrnrnSubject to the exceptions outlined in applicable laws, you have the right to withdraw your consent if we rely on it to process your Personal Information. By doing so, please note that we may not be able to deliver the Services anymore. If the Services are requested for a Client’s Permissible Purpose like employment or tenancy, this may affect the related processes. Whenever possible, we encourage you to contact the tenant, employer, or the organization that requested the check to gather additional information regarding the implications of withdrawing your consent.rnrnYou have the right to object to specific processing activities of your Personal Information depending on the legal framework that applies to your situation. For example, you have the right to object to processing of your Personal Information for direct marketing purposes, including profiling.rnrnV.1.7. Right to restriction of processingrnrnUnder the circumstances provided by applicable laws, you have the right to ask us to restrict the processing of your Personal Information.rnrnV.1.8. Right to not be subject to a decision based solely on automated processingrnrnCertn does not use your Personal Information to render decisions based solely on automated processing.rnrnV.1.9. Right to file a complaintrnrnIf you have any concerns regarding our data protection practices or the management of your Personal Information, we encourage you to submit a complaint by reaching out to our Privacy Office. You can find the necessary contact details in this Policy.rnrnu003cstrongu003eV.2. Canada residentsu003c/strongu003ernrnYou can find detailed information about our policies and processes relating to the protection and retention of your Personal Information in the relevant sections of this Policy.rnrnAs stated in the sections above, please note that Certn may transfer your personal information outside Canada, including, outside the province of Quebec, whenever it is necessary for the purposes for which it has been collected.rnrnV.2.1. Personal Information Agent (Quebec)rnrnCertn is a registered Personal Information Agent in Quebec. In that regard, please note that:rnu003culu003ern tu003cliu003eWe hold Personal Information of other persons.u003c/liu003ern tu003cliu003eWe may communicate credit reports bearing on your character, reputation or solvency to our Clients or other co-contractors, and we may receive such information from our co-contractors such as our partners our service providers.u003c/liu003ern tu003cliu003eYou are entitled to request access or rectification of your Personal Information by following the process outlined in this Policy.u003c/liu003ern tu003cliu003eCertn ensures that your Personal Information is up to date and accurate by implementing strong technical controls such as automated processes, and internal quality controls and audits. Certn also provides a way for you to challenge or correct the information we collect about you from you directly or from our Clients and partners.u003c/liu003ernu003c/ulu003ernV.2.2. Who to contact?rnrnFor any questions, complaints or inquiries regarding this Policy you can contact our appointed Privacy Officer at:rnrnu003cstrongu003eCANADAu003c/strongu003ernCertn (Canada) Inc.rnrn1006 Fort StrnUnit 300rnVictoria, BC V8V 3K4rn+1-844-987-0690rnu003ca href=u0022mailto:[email protected]@certn.cou003c/au003ernrnu003cstrongu003eV.3. United States residentsu003c/strongu003ernrnV.3.1. Your rights under the Fair Credit Reporting ActrnrnAs a resident of the United States, please note that some Personal Information processed by Certn might be subject to the Fair Credit Reporting Act (“FCRA”), and that the privacy law of your state may be pre-rnrnempted. Unless you applied for a position at Certn, we do not make any decisions relating to your employment. To have more information about the FCRA, your rights under this law and how it may apply to your situation, please contact your employer.rnrnV.3.2. California residentsrnrnFor purposes of the California Consumer Privacy Act (“CCPA”), we do not “sell” Consumer Personal Information to third parties for direct marketing purposes. Personal Information processed for the purposes of delivering a background check is exempt from CCPA.rnrnTo the extent that you are a California resident and in the event we may have processed categories of your Personal Information beyond the CCPA exemption in relation to delivering a background check, you have the right to access your Personal Information, delete it, have it disclosed, opt out of sales, and be free from discrimination. You can contact us to exercise any of these rights. For compliance purposes, we may require additional information from you in order to honor your request.rnrnV.3.3. Nevada residentsrnrnWe do not sell Consumer Personal Information to third parties for direct marketing purposes.rnrnV.3.4. Who to contact?rnrnFor any questions, complaints or inquiries regarding this Policy you can contact our appointed Privacy Officer at:rnrnu003cstrongu003eUNITED STATESu003c/strongu003ernCertn (USA) Inc.rnrnTrust Centerrn1209 Orange StreetrnWilmington, New Castle County, Delaware, 19801rn+1-844-987-0690rnu003ca href=u0022mailto:[email protected]@certn.cou003c/au003e for any privacy-related questionsrnrnu003cstrongu003eV.4. EU, EEA, Swiss and UK residentsu003c/strongu003ernrnSubject to the consideration that we occasionally process Personal Information of EU, EEA, Swiss and UK residents, we have taken measures to comply with those jurisdictional standards and ensure that all recipients of any such Personal Information provide an adequate level of data protection based on, but not limited to, commitments to standard contractual clauses and/or international data transfer agreement/s as applicable.rnrnEU, EEA, Swiss and UK Consumers have certain rights regarding the processing of Personal Information. If you are an EU/EEA/UK resident, you have:rnu003culu003ern tu003cliu003ethe right to request details of the Personal Information we have about you;u003c/liu003ern tu003cliu003ethe right to ask that we update your information if it is inaccurate or incomplete;u003c/liu003ern tu003cliu003ethe right to ask that we delete your information in certain circumstances;u003c/liu003ern tu003cliu003ethe right to withdraw your consent to the use of your information where we are relying on that consent;u003c/liu003ern tu003cliu003ein some circumstances, you have the right to receive some of your information in a usable format and/or request we transmit that data to a third party where this is technically feasible;u003c/liu003ern tu003cliu003ethe right to request that we restrict the processing of your Personal Information in certain circumstances; andu003c/liu003ern tu003cliu003ethe right to lodge a complaint with your local data protection authority if you think we have not been able to assist you.u003c/liu003ernu003c/ulu003ernIf you would like to exercise your rights in relation to your consumer report, we will support your request in our capacity as a data processor and in alignment with our Client who ordered the report in their capacity as a controller. In such circumstances, please kindly note that our Clients are ultimately responsible for responding to your data subject request.rnrnTo log your request, please contact us. We will contact you if we need additional information from you in order to deliver the applicable information or undertake specific actions to honor your request in exercising your rights.rnrnV.4.1. Who to contact?rnrnFor any questions or inquiries regarding this Policy you can contact our appointed Data Protection Officer at:rnrnu003cstrongu003eUNITED KINGDOMu003c/strongu003ernCertn (UK) Limitedrnrn160 London RoadrnSevenoaks, Kent, TN13 1BTrn+44 (0)1732 748 900rnu003ca href=u0022mailto:[email protected]@certn.cou003c/au003e for general queries and u003ca href=u0022mailto:[email protected]@certn.cou003c/au003e for privacy-related queriesrnrnu003cstrongu003eV.5. Brazilu003c/strongu003ernrnBrazilian residents may have certain rights to:rnu003culu003ern tu003cliu003econfirm whether we process your Personal Information;u003c/liu003ern tu003cliu003erequest access to your Personal Information that is being processed by us;u003c/liu003ern tu003cliu003erectify incomplete, inaccurate or outdated Personal Information;u003c/liu003ern tu003cliu003erequest the anonymization, blocking or deletion of unnecessary or excessive information or information processed in noncompliance with the provisions of the LGPD (Lei Geral de Proteção de Dados Pessoais);u003c/liu003ern tu003cliu003erequest data portability;u003c/liu003ern tu003cliu003ebe informed about third parties with whom your Personal Information has been shared; andu003c/liu003ern tu003cliu003erequest a review of automated decisions that affect your interests.u003c/liu003ernu003c/ulu003ernTo exercise your rights in relation to your consumer report, we will support your request in our capacity as a processor and in alignment with our Client who ordered the report in their capacity as a controller.rnrnTo log your request, please contact us by using our contact details provided below. We will contact you if we need additional information from you in order to deliver the applicable information or undertake specific actions to honor your request in exercising your rights.rnrnu003cstrongu003eV.6. Australiau003c/strongu003ernrnCertn conducts checks in Australia via its affiliate InterCheck, for more information on how Intercheck processes your personal information, please visit: u003ca href=u0022https://intercheck.com.au/privacy-policy/u0022 target=u0022_blanku0022 rel=u0022noopeneru0022u003ehttps://intercheck.com.au/privacy-policy/u003c/au003e.rnrnFor any questions, complaints or inquiries regarding this Policy you can contact our appointed Privacy Officer at:rnrnu003cstrongu003eAustraliau003c/strongu003ernrn356 Collins StreetrnMelbourne, 3000, Victoriarn+61 (03) 8820 4069rnu003ca href=u0022mailto:[email protected]@certn.cou003c/au003e for privacy-related questions or inquiries and u003ca href=u0022mailto:[email protected]@intercheck.com.auu003c/au003e for any other questions.rnrnu0026nbsp;

VI. How is the policy updated?

We reserve the right to modify this Policy at any time. All Website Visitors are encouraged to periodically review this Policy to stay informed of updates. Your continued use of our Website and Services following the posting of changes to this Policy will mean you agree with, and consent to be bound by, the new revised Policy.