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This privacy policy explains how The Prosana LLC (“Prosana,” “we,” “us,” or “our”) collects, uses, stores, and shares personal information when you visit theprosana.com, apply for work, are approached about opportunities, participate in recruitment, join our talent pool, provide a reference, act as a client or prospective client contact, receive our newsletters or business communications, or otherwise interact with our services (“Services”).
Questions or requests can be sent to hello@theprosana.com.
Information you provide. We may collect contact details, location, CVs, professional profiles, portfolios, qualifications, skills, work history, compensation expectations, availability, applications, correspondence, and recruitment preferences. With permission, we also collect interview recordings and associated transcripts and summaries. We maintain records of permissions and withdrawals. For hiring managers, clients, prospective clients, and newsletter recipients, we may also collect business contact details, job titles, company information, hiring requirements, correspondence, and communication preferences.
Information from other sources. We may obtain professional information from public profiles, job boards, sourcing providers, referrals, and hiring clients. We contact referees after informing the candidate and obtaining permission. We collect referees’ names, professional contact details, relationship to the candidate, and reference responses, and provide relevant privacy information when contacting them. We also create assessments, interview notes, summaries, and recruitment outcomes.
Website information. Our website uses Google Analytics and Google Tag Manager to collect and manage website usage information, including page-view events. Forms collect information you submit for enquiries and applications.
We do not routinely request sensitive personal information. Please do not provide unnecessary sensitive or confidential third-party information. Providing optional information is voluntary; without information needed for recruitment, we may be unable to progress an application.
We use information to provide and administer recruitment services, identify and assess candidates, arrange interviews, introduce candidates to hiring clients, conduct agreed references, communicate about opportunities, manage preferences and client relationships, send relevant business-development communications and newsletters where permitted, improve our website, protect our systems, and meet legal obligations.
We sometimes use AI tools to transcribe and summarize interviews. People review candidate profiles and make recruitment decisions; we do not reject candidates solely through automated processing.
Where EU or UK GDPR applies, we rely on:
You may withdraw consent at any time. Business communications must also comply with applicable electronic-marketing rules; legitimate interests does not replace consent where those rules require it.
We may share relevant information with hiring clients, authorized contractors, providers of applicant tracking, website and application hosting, email and workspace services, internal messaging, sourcing and outreach automation, meeting recording and transcription, AI assistance, and analytics; referees where necessary; and advisers or authorities where legally justified. These providers include Google for Google Analytics. Hiring clients are responsible for their own subsequent use. We do not sell candidate lists.
We ask before recording interviews and explain the intended client sharing. You can decline recording and continue your application.
If you consent to join our talent pool, we may retain your candidate profile, portfolio, interview recording, transcript where available, and summary for future opportunities. We might privately share these materials with relevant hiring clients considering you for suitable roles, including before they decide whether to interview you.
We obtain separate permission before featuring an anonymized candidate summary in our client newsletter. We remove or generalize identifying information.
You may access the informOur team, clients, and providers operate internationally, so information may be accessed or processed outside your country, including in the United States, Europe, Latin America, Asia, and Australia.
Where required, we rely on recognized adequacy decisions or approved contractual safeguards, including standard data protection clauses and applicable UK transfer arrangements. Contact hello@theprosana.com to request information or relevant copies of these safeguards.
We retain information for as long as necessary for the purposes described in this notice, taking account of ongoing recruitment, talent-pool participation, your last meaningful engagement, legal recordkeeping duties, and relevant claim periods. Recordings and transcripts are considered separately and deleted when no longer needed for the agreed recruitment purposes.
When information is no longer needed, we delete or anonymize it. Backup copies remain restricted from routine use until deleted through the applicable backup cycle. Limited information may remain to meet legal requirements, handle disputes, or respect a do-not-contact request.
We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, or disclosure, but no electronic transmission or storage system can be guaranteed completely secure. We assess security incidents, take appropriate action, and make notifications where required by applicable law.
We use cookies to keep the site working, understand how it’s used and measure our marketing.
Analytics and marketing cookies only run if you accept them. You can change your choice anytime using the cookie icon in the bottom-left corner.
These providers may receive information through their tools and process it outside the EU or UK under the applicable safeguards described in Section 5.
Our recruitment services are intended for people aged 18 and over. We do not accept candidates under 18. Please contact us if you believe we hold information about an under-18 candidate.
Depending on applicable law, you may have rights to access, correct, delete, restrict, or obtain a portable copy of your information; object to legitimate-interest processing; withdraw consent; and exercise applicable automated-processing rights. You can object to direct marketing, including associated profiling, at any time by contacting us or using the unsubscribe option in our marketing emails.
Contact hello@theprosana.com to make a request. No account is needed. We may reasonably verify your identity and will explain any applicable exception. We normally respond to EU/UK GDPR requests within one month, subject to lawful extensions or other timing rules. Applicable US state laws may provide additional rights and procedures.
You can change optional permissions through your preference page or by email without affecting your current application. Withdrawal stops future consent-based processing and does not affect processing that was lawful beforehand. You may complain directly to your competent data protection authority.
We may update this notice to reflect changes in our practices or legal requirements. We identify the latest version by its date and provide further notice or obtain new consent where required before changed processing begins.
Email: hello@theprosana.com
Post: The Prosana LLC, 30 N Gould Street, Ste R, Sheridan, WY 82801, USA
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