Current as of August 19, 2026
Candidates Privacy Notice
This Privacy Notice explains how we at Pipedrive collect, use and protect your Personal Data during the recruitment process with us. Please read the information carefully, and if you have any questions about how we use or protect your Personal Data, email us at [email protected].
This Privacy Notice does not form part of or create any employment contract or guarantee any specific terms or treatment. If you’re a California resident, please review “What are Your California Privacy Rights?” section below.
1. DEFINITIONS
“Personal Data” means any information relating to an identified or identifiable natural person (you), or as the term or its material equivalent (e.g., “Personal Information”) is defined under applicable laws relating to privacy and data protection.
“Processing” means any operation or set of operations performed with Personal Data, such as collecting, retaining, disclosing, and deleting it.
“Sensitive Personal Data” means information requiring special protection under applicable laws. This may include, dependent on data protection laws applicable to Pipedrive’s Processing of Personal Data, identifiers (e.g., Social Security numbers, passports, driver’s licenses) or any portion thereof, financial data (e.g., credit card numbers, bank account details), information about children, health and genetic data, any data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, biometric data, sexual orientation, or criminal history. It also covers unhashed passwords and other data classified as “sensitive” or “special” under the EU General Data Protection Regulation (the “GDPR”) or any other applicable laws relating to privacy and data protection.
2. WHO IS RESPONSIBLE FOR THE PROCESSING OF YOUR PERSONAL DATA?
Certain laws relating to privacy and data protection, such as the GDPR, typically distinguish between two main roles for parties Processing Personal Data: the “data controller”, who determines the purposes and means of Processing; and the “data processor”, who processes Personal Data on behalf of the data controller.
Pipedrive is typically the data controller of its candidates’ and employees’ Personal Data, and assumes the relevant responsibilities as explained herein. See the section “Where are Pipedrive entities located?” for more information.
Pipedrive is a global company. This means that your Personal Data may be Processed in the U.S. and other countries or territories, which may not offer the same level of data protection as the country where you reside. However, Pipedrive will ensure that appropriate safeguards are in place to protect your Personal Data and that the transfer of your Personal Data is done in compliance with applicable laws relating to privacy and data protection. Where so required, Pipedrive has ensured that service providers sign Standard Contractual Clauses as approved by the European Commission or other supervisory authority with jurisdiction over the relevant Pipedrive data exporter (which typically will be the Pipedrive entity you’re applying to).
3. WHAT PERSONAL DATA DO WE COLLECT?
We collect or may collect the following types of Personal Data depending on your prospective employment, citizenship, location of employment, and other factors:
Identifiers: Such as your name (and name history).
Biographical and Contact Information: Such as your email address and phone number, location and physical address, citizenship, and work permit.
Professional and Employment-Related Information: Such as your employment history, CV or other resume materials, references, and salary expectations. This also includes any other information you provide to us in connection with the job you’re applying to, as well as information collected as part of the hiring process, such as assessments and aptitude tests and results of background checks and verification and vetting checks. Any aptitude tests form part of the application process but are not solely determinative of your outcome or success.
Education Information: Such as education history, certifications, and qualifications.
Sensitive Personal Data: Such as background check results. We may also process government identification numbers, such as Social Security numbers, but only if they’re visible on a document we may need to request, such as a copy of a residence permit.
Metadata: Such as IP address and general, IP-derived geolocation.
Inferences: Such as inferences drawn from any of the above categories of information.
Any other information you provide to us in connection with a job you are applying to.
4. FROM WHICH SOURCES DO WE COLLECT PERSONAL DATA?
We collect the above categories of Personal Data from the following categories of sources:
Directly from you.
Recruiters and verification providers, such as materials and resume information we receive from recruiters and the results of background, verification and vetting checks from background check providers.
Third-party job websites where we post open positions, such as LinkedIn, to enhance our recruitment efforts and to reach a broader pool of candidates.
Pipedrive employees who refer you to a position.
Publicly available sources.
References you provide.
Device and usage data collected automatically.
The Personal Data we collect depends on the status of your application process.
5. BACKGROUND CHECKS
Given the nature of our business, the security frameworks we follow, and our responsibilities to our clients and employees alike, background checks may be conducted on candidates that have accepted the offer in line with (and to the extent permitted by) the local legal framework of each Pipedrive office location and the location of the candidate.
Background checks will be conducted to verify the accuracy of information provided by candidates and to ensure that individuals selected for employment or contract roles meet the company's standards for integrity and reliability. We will always treat background checks as confidential. The results will only be shared internally where there is a specific and legitimate purpose to do so.
6. HOW DO WE USE YOUR PERSONAL DATA?
Pipedrive will collect and Process your Personal Data for the following purposes:
Managing the Application and Interview Process: To determine your eligibility for employment with Pipedrive, including to assess your qualifications for a particular job, task, or assignment; to verify references and qualifications; to communicate with you; for human resources management purposes.
Verification and Access: To verify your identity; to facilitate your access to Pipedrive facilities or premises.
Safety and Security: When, in Pipedrive’s judgment, disclosure is necessary to prevent fraud.
Business Transaction: To transfer Personal Data in connection with an asset sale, acquisition, merger, consolidation, reorganization, divestiture, stock sale, purchase of part or all of the assets of Pipedrive or any of its subsidiaries or affiliates, or other transaction, or by way of assignment (whether by operation of law or otherwise) in connection with any such or similar transaction or in connection with the administration of a bankruptcy estate. In such an event, your Personal Data may become the property of the successor and will be subject to the successor’s privacy policies.
Legitimate Business Purposes: To provide and operate Pipedrive’s business processes, systems and business operations; to send information to you about positions at Pipedrive that may be of interest to you; when Pipedrive outsources some or all of its operations to third-party service providers who provide services for Pipedrive; to third parties engaged by Pipedrive and serving in an agency capacity to perform functions on behalf of Pipedrive; to protect Pipedrive’s legal interests; to evaluate the effectiveness of our hiring practices and support our efforts to develop and maintain a fair and varied workforce; to support internal administration with our affiliates.
Compliance with Laws: To comply with applicable laws, rules, or regulations.
For clarity, we only use Sensitive Personal Data for the following purposes:
For the performance of the hiring process and creating the employment contract, and as reasonably expected in the job candidate-potential employer relationship;
To protect Pipedrive’s legal interests and to ensure the physical safety of the Pipedrive and other individuals; and
As otherwise required by law.
7. WHAT IS THE LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA?
We Process your Personal Data in pursuit of our legitimate business interests to carry out the recruitment process and find a suitable candidate, and in case you’re chosen for the position, as well as to take steps towards concluding the contract. We also may need to Process your Personal Data if we are legally obliged to do so (for example, for immigration purposes) or if we have otherwise a legitimate interest in doing so (for example, to defend ourselves against any claims). In case you’re not selected for the position you applied for, we ask for your consent to retain your Personal Data for potential offers in the future.
8. WHO DO WE SHARE YOUR PERSONAL DATA WITH?
Except as described in this Privacy Notice, we will not disclose the Personal Data that we Process to third parties. We may disclose Personal Data to third parties if you consent to us doing so, as well as to the following categories of third parties for the following purposes:
Category of Personal Data | Categories of Third Parties | Purposes for Disclosure |
Identifiers |
|
|
Biographical and Contact Information | ||
Professional and Employment-Related Information | ||
Education Information | ||
Inferences | ||
Sensitive Personal Data |
|
|
Consistent with the above disclosure, your Personal Data is disclosed to our private equity sponsor, Vista Equity Partners, and its affiliates, including Vista Consulting Group (collectively, “Vista”), for administration, research, database development, workforce analytics and business operation purposes, in line with the terms of this Privacy Notice. Vista Processes and shares your Personal Data with its affiliates, including other Vista portfolio companies, on the basis of its legitimate interests in managing, administering and improving its business and overseeing the recruitment process and, if applicable, your employment relationship with Pipedrive. If you have consented to us doing so, we also share your Personal Data with other Vista portfolio companies for the purpose of being considered for other job opportunities in the pooling system, both inside and outside the European Economic Area. Please find a full list of all Vista portfolio companies at https://www.vistaequitypartners.com/companies/ and Vista’s Privacy Notice at https://www.vistaequitypartners.com/privacy/.
9. WHERE DO WE PROCESS YOUR PERSONAL DATA?
Pipedrive may transfer your Personal Data to countries other than the one in which you live, including transfers to the U.S. To the extent that Personal Data is transferred abroad, Pipedrive will ensure compliance with the requirements of the applicable laws in the respective jurisdiction in line with Pipedrive’s obligations.
In particular, Pipedrive uses Standard Contractual Clauses approved by the European Commission (and the equivalent standard contractual clauses for the UK where appropriate) for transfers to countries not subject to an adequacy decision by the European Commission or your local legislature and/or regulator.
You can get more information on the appropriate safeguards by emailing us at [email protected].
10. FOR HOW LONG WILL YOUR PERSONAL DATA BE RETAINED?
Personal Data you provide to us should be relevant to the purposes for which it is to be used, and, to the extent necessary for those purposes, should be accurate, complete, and up to date.
We may retain your Personal Data for as long as is needed for the purpose(s) for which it was collected and no longer than is relevant and reasonably necessary. Our retention periods vary based on business, legal and regulatory needs. When determining the length of time to retain information about you, we consider various criteria, including whether we need the information to continue to communicate with you for a purpose identified in this Privacy Notice, fulfil a regulatory requirement, resolve a dispute, enforce our contractual arrangements, prevent harm, promote safety, security and integrity, or protect ourselves or others.
We normally delete your Personal Data within six months after the end of the recruitment process, unless you have given consent to be considered for future offers, in which case we retain your Personal Data for two years. In Portugal, we have a legal requirement to keep minimal Personal Data for up to five years.
Once the retention period is over, Pipedrive will remove any identifying information from all relevant systems, maintaining data about your recruitment process without any identifying details. We retain a hashed, irreversible value of your email address. This allows us to recognize, if you apply again, that you have previously applied to a position at one of our identified offices. The hashed value does not reveal which position you applied for or any other information about your prior application. We reserve the right to retain and use such anonymous data for any legitimate business purpose without further notice to you.
If you are hired for a position at Pipedrive, we will retain the information provided during the recruitment process as part of your employment record in accordance with our Employee Privacy Notice.
11. WHAT ARE YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA?
Depending on the laws that apply to the Processing of your Personal Data, such as the jurisdiction in which you reside, you may have certain rights in relation to that data. These rights are subject to applicable legal limitations, exemptions, and conditions. Where applicable, you may be entitled to exercise the following rights:
Right of Access: You have the right to obtain confirmation as to whether or not your Personal Data is being Processed and, where that is the case, access to the Personal Data and the information about the Processing.
Right to Rectification: You have the right to obtain the rectification of inaccurate Personal Data and to have incomplete Personal Data completed.
Right to Erasure: On certain occasions, you have the right to obtain the erasure of your Personal Data. However, the right is not absolute, and we may still continue Processing your Personal Data if we are allowed to do so.
Right to Restriction of Processing: On certain occasions, you have the right to obtain restriction of Processing of your Personal Data. Where Processing has been restricted, such Personal Data can, with the exception of storage, only be Processed if allowed under the applicable law.
Right to Data Portability: You have the right to receive the Personal Data concerning you, which you have provided to Pipedrive, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from Pipedrive, where the Processing is based on consent or on a contract and the processing is carried out by automated means.
Right to Object: You have the right to object, on grounds relating to your particular situation, at any time, to the Processing of your Personal Data, which is based on legitimate interest. In such a case, Pipedrive shall no longer Process the Personal Data unless Pipedrive can demonstrate compelling legitimate grounds for the Processing which override your interests, rights and freedoms or the processing is necessary for the establishment, exercise or defense of legal claims.
Right Not to be Subject to Automated Individual Decision-making: Unless allowed under the applicable law, you have the right not to be subject to a decision based solely on automated Processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
Right to Withdraw Consent: In case the Processing of your Personal Data is based on consent, you have the right to withdraw consent at any time, without affecting the lawfulness of Processing based on consent before its withdrawal.
To exercise your rights, please submit a written request to [email protected].
Finally, you have the right to raise any concerns about how your Personal Data is being Processed with the relevant supervisory authority. The contact details for the supervisory authorities in the European Economic Area (including the EU, Iceland, Liechtenstein, and Norway) are available here: https://www.edpb.europa.eu/about-edpb/about-edpb/members_en, and the contact details for the supervisory authority in the UK (Information Commissioner’s Office) are available here: https://ico.org.uk/make-a-complaint/.
12. HOW DO WE USE AI AND ML?
We may use Artificial Intelligence (AI) and Machine Learning (ML) technologies (together, “AI”) to streamline our recruitment process. For example, to transcribe interviews, organize notes, or summarize candidate information. Your Personal Data will only be Processed for the purposes and pursuant to the legal bases described in this Privacy Notice.
While AI helps us process data efficiently, it does not make any hiring decisions. All final decisions regarding your application are made by human interviewers and evaluators. This means we do not use AI for profiling, nor do we carry out fully automated decision-making that can produce legal or similarly significant effects regarding your application. Where AI supports our decision-making process, we ensure appropriate safeguards are in place to minimize risk, including human review.
If a specific use of AI during the recruitment process requires consent, you will be clearly informed. Providing this consent is entirely voluntary, you have the right to decline or withdraw your consent at any time without it affecting your chances of employment. If you choose not to consent to the use of a specific AI tool, we will provide an alternative, human-led method to evaluate your application fairly.
If we share your data with third-party AI providers, it is strictly for the purpose of generating necessary outputs (e.g., summaries or interview transcripts). These providers are bound by strict confidentiality and security obligations.
Our AI processing evolves over time, and we remain committed to transparency. If our use of AI changes significantly, we will update this Privacy Notice accordingly, as described in the section “Will this Notice be Updated?” below.
13. WHAT ARE YOUR CALIFORNIA PRIVACY RIGHTS?
If you are a California resident, then under the California Consumer Privacy Act of 2018 as amended by the California Privacy Rights Act of 2020 (the “CCPA”), you may have certain rights to understand and request that we disclose details about how we handle your Personal Data. To learn more about how we collect, use, disclose, and share your Personal Data, please see below.
Categories of Personal Data Collected
In the preceding 12 months, we have collected the categories of Personal Data disclosed in the “What Personal Data Do We Collect?” section above about California residents. We may collect this Personal Data directly from you, from third parties, and from your interactions with us, as disclosed in the “From What Sources Do We Collect Personal Data?” section above.
Sensitive Personal Data
As noted above, we collect Sensitive Personal Data, which may include Sensitive Personal Data as defined under CCPA, if you choose to provide it. We only collect the categories of Sensitive Personal Data as identified in the “What Personal Data Do We Collect?” section above and only use Sensitive Personal Data for the purposes set forth in the “How Do We Use Your Personal Data?” section above.
Pipedrive does not sell or share Sensitive Personal Data with any third parties for cross-contextual or targeted advertising purposes.
Business and Commercial Purposes for Collection; Disclosures for a Business Purpose
We collect and process Personal Data related to job applicants to recruit and hire, assess and evaluate a job applicant’s skills and qualifications, comply with legal obligations, and send information about positions at Pipedrive that may be of interest to you. See more information on the purposes we use your Personal Data for in the “What Personal data Do We Collect?” section above.
Disclosures to Third Parties
We disclose Personal Data to the categories of third parties, and for the categories of purposes, disclosed in the “Who Do We Share Your Personal Data With?” section above.
No Selling or Sharing for Cross-context Behavioral Advertising
Please note that Pipedrive does not sell any Personal Data relating to our job applicants, or share Personal Data relating to our job applicants for cross-contextual behavioral or targeted advertising, regardless of their place of residency.
Your Rights
The CCPA gives you certain rights regarding the Personal Data we collect about you:
Right to Know about Personal Data Collected, Disclosed, or Sold: You have the right to request to know what Personal Data we collect, use, disclose, share and sell about you.
Right to Request Deletion of Personal Data: You have the right to request the deletion of your Personal Data collected or maintained by us as a business.
Right to Correct Inaccurate Personal Data: You have the right to request the correction of your Personal Data if it is inaccurate, and you may submit a request as further described below.
Right to Non-discrimination for the Exercise of Your Privacy Rights: You have the right not to receive discriminatory treatment by us for the exercise of your privacy rights conferred by the CCPA.
How to Exercise your California Rights
You can exercise your rights yourself or you can alternatively designate an authorized agent to exercise these rights on your behalf. Please note that to protect your Personal Data, we will verify your identity by a method appropriate to the type of request you are making. We may also request that your authorized agent has written permission from you to make requests on your behalf, and we may also need to verify your authorized agent's identity to protect your Personal Data.
Financial incentives: We do not provide any financial incentives tied to the collection, sale, or deletion of your Personal Data.
If you would like to make a request and exercise your rights described above, please email us at [email protected]
14. WHERE CAN YOU GET FURTHER INFORMATION?
Please contact us by email with any questions or comments about this Privacy Notice, your Personal Data, our data processing practices, the exercise of your rights, or your consent choices by email at [email protected].
If you have any concerns or complaints about our data processing practices, you may contact Pipedrive’s DPO by email at [email protected].
15. WILL THIS PRIVACY NOTICE BE UPDATED?
We can update this Privacy Notice in case of changes in our Personal Data Processing practices. Please revisit this page periodically to stay aware of any changes. The updated Privacy Notice will be effective as of the time of posting or such later date as may be specified in the updated Privacy Notice.
16. WHERE ARE THE PIPEDRIVE ENTITIES LOCATED?
The addresses of our offices, where Pipedrive entities are located, can be found here: https://www.pipedrive.com/en/about.
17. CANDIDATE SAFETY
At Pipedrive, we are dedicated to providing a free and secure recruitment process for all candidates. This includes no fees or charges at any point during the application process and a commitment to protecting any Personal Data shared with us. We have implemented measures designed to secure Personal Data from accidental loss and from unauthorized access, use, alteration, and disclosure. The safety and security of Personal Data also depends on you. Unfortunately, the transmission of information via the internet is not completely secure. Despite our measures, we cannot guarantee the security of Personal Data. Any transmission of Personal Data is at your own risk. If you become aware of any breach regarding Personal Data security or of this Privacy Notice, please notify us at [email protected] immediately.
Our Talent Acquisition team will only communicate through our official company email address or recognized job websites, such as LinkedIn and Glassdoor. Additionally, we do not work with any recruitment agencies that charge candidates for their services. We take the security of your Personal Data very seriously and will never request or share Sensitive Personal Data on social media platforms like WhatsApp, Facebook, and Instagram.
In the event that you are asked to make a payment for recruitment services or are asked to share Personal Data on social media, please inform [email protected] immediately.