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Privacy Policy

 

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Website & Recruitment Notice

California Users Only – Your Privacy Rights:

California Applicant Privacy Notice

 

Website & Recruitment Notices

LAST REVIEWED AND UPDATED: December 13, 2023

Your privacy is important to Apixo, so we’ve developed a privacy policy (“Privacy Policy”) that covers how we collect, use, disclose, transfer, and store personal information you provide to us, including on and through apixio.com (the “Web Site”). For purposes of this Privacy Policy “Apixio”, “we”, “us”, and “our” means Apixio Holdings, LLC and its affiliates. We are committed to ensuring that your privacy is protected. By (a) visiting or otherwise using the Web Site, (b) using end user software that links to or displays this Privacy Policy or (c) engaging in other Apixio services that link to or display this Privacy Policy, you agree to the collection and use of information in accordance with this Privacy Policy.

We will collect certain personally identifiable information about you (“Personal Information”) when you visit the Web Site, use end user software, or engage in other Apixio services that link to or display this Privacy Policy. We will not sell your Personal Information to anyone unless we have obtained your explicit consent. We will only share your Personal Information (a) as necessary to provide certain services you have requested or (b) as described below in the “Third-Party Service Provider” section. This Privacy Policy does not describe information collection practices on other sites, including those linked to or from the Web Site.

All information we collect from you (including Personal Information) will only be used in accordance with this Privacy Policy. We may change this Privacy Policy from time to time by updating this page. Material changes to this Privacy Policy will go into effect thirty (30) days following such notification, while non-material changes or clarifications will take effect immediately. You should check the Web Site and this Privacy Policy from time to time to ensure that you are apprised of any such changes.

Information We Collect From You: Information You Disclose Voluntarily

We may collect the following information and may also use third party web analytics software to process and store this information.

  • Name
  • Organization
  • Contact information
  • Demographic information such as postcode, preferences and interests
  • Personal Information contained within a resume submitted through our career portal (including names, contact details, employment and education history), and, when applicable, Equal Employment Opportunity information that may be regarded as sensitive information (e.g., gender, ethnicity, disability status, veteran status)

 

Information We Collect From You: Information We Collect Automatically

Like many web site operators, we collect information that your browser sends whenever you visit our Web Site (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Web Site that you visit, the time and date of your visit, the time spent on those pages and other statistics. In addition, we may use third party services such as Google Analytics that collect, monitor, and analyze this traffic to provide aggregate Web Site traffic data.

Information We Obtain from Third Party Sources

Recruitment: In some instances, Apixio engages with third party sources to obtain additional information about you. For example, Apixio collects contact information from professional network intelligence companies or industry event organizers. Information collected by professional network intelligence companies is provided by you or is publicly available and used by Apixio’s talent acquisition team to determine your interest in and fit for employment with Apixio.

Marketing: In some instances, Apixio may work with third parties to obtain additional information about you. For example, Apixio may receive business contact information from industry event organizers or business intelligence providers. This data is voluntarily provided by you or publicly available and used by the Apixio marketing and sales team to determine your company’s interest in Apixio’s products and services. You may opt out of marketing communications at any time by clicking the “unsubscribe” link in any email correspondence from Apixio.

How We Use the Information We Collect

  • Internal record keeping
  • We may use the information to improve our products and services
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided
  • From time to time, we may also use your information to tailor content ad campaigns to your interests and contact you for market research purposes. We may contact you by email, SMS, or mail. We may use the information to customize the Web Site according to your interests
  • We may share your information with third-party service providers as described in the next section below.
  • If you applied for an Apixio career opportunity, we may (a) communicate with you for the purpose of providing you with information about Apixio career opportunities and (b) use data submitted to process applications for employment, assist with the interview experience and supplement the employment onboarding process
  • Comply with the law or respond to legal process or lawful requests, including from law enforcement and government agencies
  • To protect the rights or property of Apixio or our customers, including to combat fraud or protect Apixio’s interests, or to enforce the terms governing your use of the services
  • To act on a good faith belief that access or disclosure is necessary to protect the personal safety of Apixio employees, customers or the public

 

Sharing Your Information: Third-Party Service Providers

  • As it pertains to resume submission, Apixio may share your information with third parties to (1) facilitate the hiring process; (2) if applicable, conduct background checks; (3) host your data in a centralized location; (4) track diversity and inclusion efforts. We use Greenhouse, a third-party applicant tracking system to facilitate resume submissions. Please visit https://www.greenhouse.io/privacy-policy to review their Privacy Policy. Greenhouse contractually agrees to (a) appropriate security and privacy safeguards when accessing or storing the data we collect and (b) to use the data only for the specific purpose of performing the aforementioned services.
  • Apixio may share the data we collect with third parties to facilitate our communication with you, provide analytics of this data or otherwise support our business operations. Service providers that are provided access to this data contractually agree to (a) appropriate security and privacy safeguards when accessing or storing the data we collect and (b) to use the data only for the specific purpose of performing the services.

 

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. We further protect your information from potential security breaches by implementing certain technological security measures including encryption, firewalls and secure socket layer technology. However, these measures do not guarantee that your information will not be accessed, disclosed, altered or destroyed by breach of such firewalls and secure server software. By using the Web Site, you acknowledge that you understand and agree to assume these risks.

How We Use Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyze web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which internal pages are being used. This helps us analyze data about web page traffic and improve our Web Site in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better Web Site, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the Web Site.

Links to Other Websites

Our Web Site may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection or privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question. By using the Web Site, you agree that we will not be liable or responsible for any damage or loss caused by your use of, or reliance on, any such third-party website.

Safety of Minors

Our services are not intended for and may not be used by minors. “Minors” are individuals under the age of 16 (or under a higher age if permitted by the laws of their residence). Apixio does not knowingly collect personal data from Minors. If it comes to our attention that we have collected Personal Information from a Minor, we may delete this information without notice. If you have reason to believe that this has occurred, please contact Apixio at the email address listed below.

“Do Not Track”

California law requires us to let you know how we respond to web browser Do Not Track Signals (“DNT”). Apixio does not track its customers over time and across third party website to provide targeted advertising and therefore does not respond to DNT signals.

Opt Out Apixio offers opt-out mechanisms for marketing communications. If you choose to opt out of marketing communications, you will be added to Apixio’s opt-out list as required by applicable law. Apixio will not send marketing communications to any e-mail address on the applicable opt-out list. If you wish to withdraw your consent from receiving marketing communication, you may opt out from receiving marketing communications by clicking the “unsubscribe” link at the bottom of our communication with you.

Accessing Your Personal Information, and How to Contact Apixio

For general Apixio privacy issues, or to submit feedback or ask Apixio questions about its privacy practices and this privacy statement, please contact Apixio by email at info@apixio.com or by postal mail at the address below:

Apixio
1850 Gateway Dr. Suite #300
San Mateo, CA 94404

 

California Applicant Privacy Notice

California law requires that we provide you this notice about the collection and use of your personal information. We encourage you to read it carefully.

EFFECTIVE DATE: December 13, 2023

1. Introduction

This notice (“Notice”) describes the categories of personal information that Apixio collects about California residents who apply or are recruited for a job with us (“candidates”), and how we use and share that information. For purposes of this Notice “Apixio”, “the Company”, “we”, “us”, and “our” means Apixio Holdings, LLC and its affiliates.

This notice applies to personal information you provide when you apply for or inquire about a position with the Company or that others provide to us in connection with your candidacy for a position. See our Privacy Policy for information about our practices when you interact with us in the same manner that a customer, user or other non-candidate may interact with us, including our practices regarding cookies and similar technologies.

For purposes of this Notice, “personal information” and “sensitive personal information” have the meaning given in the California Consumer Privacy Act of 2018 (as amended, the “CCPA”) but excludes information exempted from the CCPA’s scope.

This Notice does not create or form part of any contract for employment or otherwise.

If you have questions about this Notice, please contact info@apixio.com.

2. Information we collect about candidates

2.1 Categories of personal information

Below are the categories of personal information we may collect and process during the application and recruitment process.1

  • Contact information such as home address, telephone number, and email address;
  • Information from job application materials or recruiters such as your job application, resume or CV, cover letter, writing samples, references, work history, education transcripts, whether you are subject to prior employer obligations, and information that referrers provide about you;
  • Professional qualifications such as licenses, permits, memberships, and certifications;
  • Information from the application process such as any phone-screens, interviews, evaluations and outcomes of recruiting exercises;
  • Immigration status and other information that would allow us to verify your employment eligibility;
  • Biographical information such as name, gender, date of birth, professional history, references, language proficiencies, education details, and information you make publicly available through job search or career networking sites;
  • Job preferences such as desired position and compensation, location preferences and willingness to relocate;
  • Employment history;
  • Background check information such as information necessary to complete background, credit, drug/alcohol and/or other checks when permitted by law, and information received during these checks;
  • Information needed to understand and assess accommodation requests regarding potential disabilities or other health conditions;
  • Medical information if you meet with us in-person, such as your body temperature, health symptoms, vaccination status and other screening information in connection with the Company’s health and safety plans and protocols, including screening required to access Company offices/facilities and other measures designed to prevent the transmission of COVID-19 or other infectious diseases; and
  • Other information you provide to us.

 

Providing personal information to us is voluntary. However, if you do not provide sufficient information, we may be unable to consider your application or, if you are hired, your subsequent promotion, transfer or relocation.

In certain cases we may ask you for additional information for purposes of complying with applicable laws. We may also inquire about criminal records. We will do so only where permitted by applicable law.

2.2 Sensitive personal information

With the possible exceptions of contact information, professional qualifications, application process information, job preferences, and employment history, all of the categories above include, or contain information from which it may be possible to infer, sensitive personal information. However, we do not use or disclose sensitive personal information in ways subject to the right of California residents to limit use of sensitive personal information under the CCPA.

2.3 Sources of personal information

We collect personal information from you when you apply for a job and throughout the job application or recruitment process. We may also collect your personal information from other sources and combine it with the personal information you provide us. For example, we may collect your personal information from:

  • Job board websites you may use to apply for a job with us;
  • Prior employers that provide us with employment references;
  • Professional references that you authorize us to contact;
  • Pre-employment screening services such as background check providers (where permitted by law);
  • Employment agencies and recruiters;
  • Your educational institutions;
  • Your LinkedIn profile or other publicly-available sources;
  • Other Company personnel.

 

This section generally describes our practices currently and during the preceding 12 months. You should assume that each category of personal information we collect may have been collected from each category of sources listed above in this section.

3. How we use personal information about candidates

3.1 Purposes for which we use personal information

We may use the categories of personal information above for the following purposes:

  • Recruitment management
    • operating the careers website we maintain at https://apixio.com/careers/ or any other site to which this Notice is posted (“Careers Site”);
    • recruiting, interviewing and evaluating job candidates;
    • conducting background checks and other pre-employment screening (where permitted by law);
    • analyzing and improving our application and recruitment processes;
    • accommodating disabilities or health conditions;
    • communicating with you regarding your candidacy, opportunities with the Company or about the Careers Site and any changes to applicable terms or policies; and
    • other business operations.
  • Compliance, safety and fraud prevention
    • complying with or monitoring compliance with legal and other requirements, such as reporting and equal opportunities monitoring requirements, where applicable;
    • complying with internal policies and procedures;
    • complying with lawful requests and legal process, such as to respond to subpoenas or requests from government authorities;
    • protecting our, your or others’ rights, safety and property, including by complying with applicable public health guidelines and requirements, including, without limitation, guidance from the Centers for Disease Control or other public health authorities relating to the prevention and control of COVID-19 or other infectious diseases;
    • investigating and deterring against fraudulent, harmful, unauthorized, unethical, or illegal activity, or conduct in violation of our policies or procedures;
    • controlling access to and monitoring our physical premises (e.g., by requiring health screenings to access offices/facilities; and
    • pursuing legal rights and remedies, including investigating, making and defending complaints or legal claims; administering and enforcing internal policies and procedures; and
    • sharing information with government authorities, law enforcement, courts, or private parties where we have a good-faith belief it is necessary for the foregoing purposes.
  • Analytics. Creating anonymous, aggregated or de-identified data that we use and share to analyze our application and recruitment activities, business, and for other lawful business purposes.

 

3.2 Sharing personal information

We may share your personal information with the following parties for the purposes described above.

  • Affiliates. Our corporate parent, subsidiaries, and other affiliates under the control of our corporate parent, for purposes consistent with this Notice or to operate shared infrastructure, systems and technology.
  • Company service providers. Companies that provide us with services that help us manage the recruiting process and operate our business, such as job boards, recruiters, interviewing and testing, pre-employment screening, interview travel booking and expense reimbursement (where applicable), relocation (where applicable), and recruitment analytics.
  • Government authorities, law enforcement and others. Government authorities, law enforcement, courts, and others as described in the compliance, safety and fraud prevention section above.
  • Business transfers. Parties to transactions and potential transactions whereby we sell, transfer or otherwise share some or all of our business or assets, including your personal information, such as a corporate divestiture, merger, consolidation, acquisition, reorganization or sale of assets, or in the event of bankruptcy or dissolution.
  • Professional advisors. Lawyers, immigration advisors, and other outside professional advisors who require your information in the course of providing their services.
  • Customers and business partners. Customers, other companies and individuals with whom the Company does business or is exploring a business relationship.

 

Other parties not listed above but that are identified at or before the point at which we collect your personal information along with the purposes for which the information will be shared.

This section generally describes our practices currently and during the preceding 12 months. You should assume that each category of personal information we collect may be disclosed, and may have been disclosed during the preceding 12 months, to each category of other parties listed above in this section.

3. Retention. The criteria for deciding how long to retain personal information is generally based on whether such period is sufficient to fulfill the purposes for which we collected it as described in this Notice, including complying with our legal obligations.

4. California privacy rights

4.1 Your privacy rights. California residents have the rights listed below under the CCPA. However, these rights are not absolute, and in certain cases we may decline your request as permitted by law.

We may use the categories of personal information above for the following purposes:

  • Information. You can request the following information about how we have collected and used your personal information during the past 12 months:
    • the categories of personal information that we have collected.
    • the categories of sources from which we collected personal information.
    • the business or commercial purpose for collecting or selling personal information.
    • the categories of third parties with which we share personal information.
    • the categories of personal information that we sold or disclosed for a business purpose.
    • the categories of third parties to whom the personal information was sold or disclosed for a business purpose.
    • other business operations.
  • Access. You can request a copy of the personal information that we have collected about you.
  • Deletion. You can ask us to delete the personal information that we have collected from you.
  • Correction. You can ask us to correct inaccurate personal data that we have collected about you.
  • Opt-out of sales or sharing of personal information. California residents can opt-out of any “sale” or “sharing” of personal information as such terms are defined under the CCPA. We do not sell or share personal information of candidates and have not done so in the preceding 12 months. However, we encourage you to review our Privacy Policy for information about the sale or sharing of personal information that may occur when you interact with us online in the same manner that a consumer or other non-employee may interact with us.
  • Nondiscrimination. You are entitled to exercise the rights described above free from discrimination as prohibited by the CCPA, including exercising such rights without retaliation.

 

4.2 How to exercise your California privacy rights

You may submit requests to exercise your rights to Human Resources at hr@apixio.com, by meeting with a member of Human Resources, or by filling out Apixio’s CCPA Consumer Rights Request Form. Submitting your request through such channels allows us to verify your identity as required by the CCPA. As such, we cannot accept requests through other channels. We cannot process your request if you do not provide us with sufficient detail to allow us to understand and respond to it. We reserve the right to confirm your current California residency.

Your authorized agent may make a request on your behalf upon our verification of the agent’s identity and our receipt of a copy of a valid power of attorney given to your authorized agent pursuant to California Probate Code Sections 4000-4465. If you have not provided your agent with such a power of attorney, you must provide your agent with written and signed permission to exercise your CCPA rights on your behalf, provide the information we request to verify your identity, and provide us with confirmation that you have given the authorized agent permission to submit the request.

5. Other information about this Notice

5.1 Third parties

This Notice does not address, and we are not responsible for the practices of any third parties, which have their own rules for how they collect and use your personal information. Our links to third-party websites or services are not endorsements.

5.2 Changes to this Notice

We reserve the right to change this Notice at any time. The “Effective Date” heading at the top of this Notice indicates when it was last revised. Any changes will become effective when we post the revised notice on our Careers Site.

5.3 Children

The Careers Site is not intended for minors under the age of 18.

6. Your obligations

Among other obligations, including without limitation the obligation to provide complete and accurate information in recruiting documents and processes, it is your responsibility to ensure that information you submit does not violate any third party’s rights.

You should keep your personal information on file with the Company up to date and inform us of any significant changes to it.

 

California Privacy Notice

EFFECTIVE DATE: January 1, 2023

This notice describes our collection, use and disclosure of personal information of California residents in our capacity as a “business” under the California Consumer Privacy Act (“CCPA”) and their rights with respect to their Personal Information. For purposes of this notice, “personal information” has the meaning given in the CCPA but does not include information exempted from the scope of the CCPA.

Categories of personal information. We collect the following statutory categories of personal information specified in the CCPA:

  • Identifiers
  • Commercial information
  • California customer records
  • Internet or other electronic network activity information
  • Geolocation data
  • Audiovisual and electronic data
  • Professional information
  • • Sensitive personal information in the form of login credentials (but we do not use or disclose it for purposes that California residents have a right to limit under the CCPA)
  • Inferences drawn from the foregoing categories.

 

Information you voluntarily provide to us, such as in free-form webforms, may contain other categories of personal information not described above.

Information practices. We collect the above categories of personal information from the sources, and use it for the purposes, described in our Privacy Policy. We disclose each category of personal information to each category of third party listed in our Privacy Policy under “Sharing your information” for the purposes described in our Privacy Policy and we also share personal information for cross-contextual behavioral advertising as described below. We do not otherwise “sell” your personal information as defined in the CCPA. The criteria for deciding how long to retain personal information is generally based on whether such period is sufficient to fulfill the purposes for which we collected it as described in this notice, including complying with our legal obligations.

This section describes our practices currently and during the past 12 months.

Your privacy rights. As a California resident, you have the following rights under the CCPA:

  • Right to know. You can request information about how we use and share your personal information, including the categories of personal information that we have collected; the categories of sources from which we collected personal information; the business or commercial purpose for collecting, sharing and/or selling personal information; the categories of any personal information that we sold or disclosed for a business purpose; and the categories of any third parties with whom personal information was sold, shared or disclosed for a business.
  • Right to access. You can request a copy of certain personal information that we have collected about you.
  • Right to deletion. You can request that we delete personal information that we collected from you.
  • Right to correction. You can request that we correct inaccurate personal information that we have collected about you.
  • Right to opt-out of “sales” and “sharing” of personal information. You have the right to opt-out of any “sharing” of your personal information for cross-contextual behavioral advertising purposes and any “sales” of your personal information, as those terms are defined in the CCPA.
  • Nondiscrimination. You are entitled to exercise the rights described above free from discrimination as prohibited by the CCPA.

 

You may submit requests to exercise your right to know, access, correction, or deletion by filling out Apixio’s CCPA Consumer Rights Request Form or email us at info@apixio.com. The rights described above are not absolute, and in certain cases, we may decline your request as permitted by law. We cannot process your request if you do not provide us with sufficient detail to allow us to understand and respond to it.

Verification of identity. We need to verify your identity to process your requests to exercise your rights to know, access, deletion, and correction requests, and we reserve the right to confirm your California residency. To verify your identity, we may require authentication into your Service account, provide identifiers we can match against information we may have collected from you previously, confirm your request using the email or telephone account stated in the request, provide government identification, or provide a declaration under penalty of perjury, where permitted by law.

Authorized agents. Your authorized agent may make a request on your behalf upon our verification of the agent’s identity and our receipt of a copy of a valid power of attorney given to your authorized agent pursuant to applicable state law. If you have not provided your agent with such a power of attorney, we may ask you and/or your agent to take additional steps permitted by law to verify that your request is authorized, such as information required to verify your identity and that you have given the authorized agent permission to submit the request.

Notice of right to opt-out of the “sale or sharing” of your personal information. Like many companies, we use services that help deliver interest-based ads to promote our business and products. Our use of some of these services may be classified under California law as “selling or sharing” of personal information from which you have the right to opt-out. That is because the providers of these services use our users’ personal information (specifically, identifiers and internet or other electronic network activity information) to show you ads they think may interest you on other online services. You can request to opt-out of this “selling or sharing” of your personal information here:

Your request to opt-out will apply only to the browser and the device from which you submit the request. You can also enable the Global Privacy Control (GPC) to opt out of the “selling” and “sharing” of your personal information for each participating browser system that you use. Learn more at the Global Privacy Control website.

Questions. You can contact us with questions at info@apixio.com

 

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1For each category of personal information listed in this section, the CCPA requires us to identify the statutory category under Cal. Civ. Code Section 1798.140(v)(1) to which it corresponds. Each category listed above includes identifiers and professional or employment-related information, job application and biographical information may include protected classification characteristics, background check information may include financial information, and medical information includes medical information.