Privacy Policy

WorkBetterNow Recruitment Privacy Notice

Effective date: August 1, 2026

Work Better Now LLC ("WorkBetterNow", "we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store, share, and otherwise process personal information in connection with our recruitment, hiring, and pre-engagement onboarding processes.

This Notice applies to individuals who apply for roles with WorkBetterNow, candidates we source or contact in connection with potential roles, and individuals who progress through our recruitment and onboarding process. Candidates must be at least 18 years of age to be eligible for any role with WorkBetterNow, and we verify age eligibility as part of our recruitment process.
Candidates apply to WorkBetterNow, not directly to our clients. If selected, a candidate may be assigned to provide services in support of one of our U.S.-based clients, but the candidate's contractual relationship is with WorkBetterNow only.

Controller and Contact Details
The data controller responsible for your personal information is Work Better Now LLC, 1120 6th Ave, 4th Floor, New York, NY 10036.

If you have questions about this Notice or want to exercise your rights, please contact us at recruitment@workbetternow.com.

What Personal Information We Collect
  • Identity and contact details, such as your name, email address, phone number, address, country, and timezone.
  • Application materials, such as your CV, work history, qualifications, certifications, portfolio, and other information you submit as part of your application.
  • Recruitment and assessment information, such as interview notes, recruiter comments, test results, scoring, and other evaluation information.
  • Technical and application information, such as IP address, browser type, device information, approximate location data, cookies, and referral source collected through our careers site.
  • Identity verification information, such as your national ID number and a photo of your ID document, where required for identity verification, fraud prevention, trust and safety, or similar purposes.
  • Reference and background check information, where applicable, including reference check information and criminal record documentation that you provide from the relevant government authority in your country, where permitted by law and appropriate for the role.
  • Onboarding information, if you are offered and accept a role, such as bank details, tax information, emergency contact details, address, and additional identification or engagement-related records.
As a general rule, we do not intentionally request sensitive personal information unless it is necessary, lawful, and relevant to the recruitment or onboarding process. If we receive sensitive information that is not needed for our purposes, we may limit its use or delete it where feasible and appropriate.

When We Collect Certain Information
  • National ID number, photo ID, and criminal record documentation are collected only at later stages of the recruitment process, typically after a successful second interview.
  • Bank details are collected only after hire or engagement.
Additional onboarding information is collected only if you are offered and accept a role.

Where We Get Personal Information From
  • Directly from you, when you apply, complete forms, attend interviews, communicate with us, or complete onboarding steps.
  • Our recruitment systems and tools, including Pinpoint and related recruitment workflows.
  • Public professional profiles and other public online sources, such as LinkedIn, portfolios, personal websites, and professional directories.
  • Job boards and referral sources.
  • Third-party candidate databases or similar sourcing tools, where used to identify potential candidates.
  • References, including individuals you identify as referees.
Where we initially identify a candidate through public or third-party sources, we will generally seek to confirm the candidate's interest before further progressing the recruitment process.

Why We Use Personal Information
  • To review and assess your application for a role or engagement with WorkBetterNow.
  • To communicate with you during the recruitment and onboarding process.
  • To conduct screening interviews, skills assessments, language assessments, training steps, and related evaluation activities.
  • To verify information you provide during the process.
  • To conduct reference checks.
  • To conduct identity verification and, where appropriate and legally permitted, criminal record checks.
  • To protect our business, candidates, clients, and systems from fraud, abuse, impersonation, or security risks.
  • To complete onboarding and engagement administration if you are offered and accept a role.
  • To maintain required business records and comply with legal, regulatory, and contractual obligations.
  • To improve our recruitment operations, internal reporting, and process effectiveness.
  • Where appropriate, to consider you for other suitable roles with WorkBetterNow, subject to this Notice and your choices where required by law.
Legal Grounds for Processing Personal Information
Depending on the applicable law and the context, we process personal information where necessary to take steps at your request before entering into a contract, to evaluate and manage the recruitment process, to comply with legal obligations, to pursue our legitimate interests in operating and improving our recruitment business, and, where required, on the basis of your consent.

How We Share Personal Information
  • Our recruitment platform and related providers, including Pinpoint.
  • Our CRM and internal record-management systems, including HubSpot.
  • Service providers that support identity verification, assessments, interviews, communications, document execution, storage, IT, and security.
  • Internal WorkBetterNow personnel involved in recruiting, hiring, onboarding, HR, operations, compliance, and management activities.
  • Professional advisers such as lawyers, accountants, auditors, and similar advisers where necessary.
  • Regulators, courts, law enforcement, or government authorities where we are required or permitted to do so by law.
Sharing with Clients
We share candidate information with a client only when the candidate is being considered for a specific client opportunity and has progressed to the client interview stage or a comparable late stage of the process.

Before sharing a candidate's information with a client, we confirm the candidate's interest in that specific opportunity. We do not reuse a candidate's profile for a different client opportunity without confirming interest again.

Depending on the role and circumstances, the information shared with a client may include:
  • Name.
  • Email address.
  • Location.
  • CV or resume.
  • References.
  • Where specifically requested by the Client, skill assessment data.
Regarding criminal record checks, we do not share the underlying criminal record document or data with clients as a matter of course. Where a client requests confirmation of a criminal record check, we share only our own confirmation that we have reviewed the relevant document and that it met our review criteria, without disclosing the document itself. If a client specifically insists on reviewing the underlying document, we will first seek the candidate's specific written confirmation, and we will share the actual document with the client only if the candidate agrees.

Automated Processing and Screening
We may use automated checks to assess objective minimum eligibility requirements based on the answers provided in the application form. These checks may be used for representative criteria such as location eligibility or whether the candidate appears to meet basic role requirements. This is not intended to be an exhaustive list, as the specific checks may change over time and should not be interpreted as rigid or comprehensive.

We may also use recruitment tools to help sort, organize, or shortlist applications based on criteria we set. However, final decisions about whether to progress a candidate, engage a candidate, or make an offer are made by our team.

If you have questions about automated processing that applies to your application, you may contact us using the details in this Notice.

Background Checks and Identity Verification
Depending on the role and process stage, we may request:
  • Identity verification through Veriff.
  • Reference checks using contacts you provide.
  • Criminal record documentation obtained by you from the relevant government authority in your country.
These checks are used for purposes such as identity verification, fraud prevention, trust and safety, role suitability, legal compliance, and client requirements where applicable.

International Transfers and Data Storage
Candidate personal information is stored and processed on servers located in the United States, Amsterdam, Dublin, Frankfurt, and London.

Our hosting and infrastructure providers maintain appropriate security certifications and attestations, which may include ISO/IEC 27001 and SOC 1/SOC 2 reports, where applicable.

Personal information may also be accessed by WorkBetterNow personnel, service providers, and, where relevant, clients located in the United States.

Where we transfer personal information internationally, we implement appropriate safeguards as required by applicable law.

How Long We Keep Personal Information
We retain personal information for different periods depending on the stage of the relationship and the purpose for which the information was collected.
  • Unsuccessful candidates and candidates who withdraw: We generally retain personal information for up to 12 months after the last meaningful interaction or the closing of the relevant role, whichever is later.
  • Talent pool candidates: If there is no meaningful interaction within 12 months, we will attempt to contact you through three different communication channels to confirm whether you want to remain in our talent pool. If you do not respond to any of these three contact attempts, your information will be removed from the talent pool.
  • Hired or engaged individuals: Personal information may be retained for longer periods where necessary for contract administration, legal obligations, recordkeeping, dispute resolution, defense of claims, or other legitimate business needs related to the engagement.
A meaningful interaction generally means a substantive two-way communication or another clear action by the candidate showing continued interest in recruitment or participation in the talent pool.

Where appropriate and feasible, we may delete or anonymize personal information when it is no longer needed for the purposes described in this Notice, unless we are required or permitted to retain it.

Your Rights
Depending on where you are located and the laws that apply, you may have the right to:
  • Access your personal information.
  • Correct inaccurate or incomplete personal information.
  • Request deletion of your personal information in certain circumstances.
  • Request that we limit or stop certain uses of your personal information in certain circumstances.
  • Receive a copy of certain personal information you have provided to us in a portable format where applicable.
  • Object to certain uses of your personal information.
  • Withdraw consent where we rely on consent to process your personal information.
These rights are not absolute and may be subject to limitations or exceptions under applicable law.

If you would like to exercise any of these rights, please contact us at recruitment@workbetternow.com. We may request information from you to verify your identity before responding.

We will respond within the timeframe required by applicable law, or within a reasonable period where no specific legal timeframe applies.

Complaints
If you have questions or concerns about how we handle your personal information, please contact us first at recruitment@workbetternow.com and we will try to resolve the issue.

Depending on where you are located and the laws that apply, you may also have the right to contact a local data protection, privacy, or consumer protection authority.

Cookies and Website Tracking
Our careers website may use cookies, analytics tools, and similar technologies to collect technical information such as traffic data, referral source, browser information, device information, resources accessed, and approximate location data.

Where required by law, we will use cookies and similar technologies only in accordance with applicable cookie notices, consent banners, or preference tools.

Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our practices, legal requirements, or operational needs. The updated version will be posted with a revised effective date.