Applicant Privacy Notice

Last updated: August 11, 2026

Welcome! This Applicant Privacy Notice explains how Buildertrend Solutions, Inc., CB/USA LLC, and Buildertrend Insurance Services, LLC and its affiliates (“Buildertrend,” “Company,” “we,” “us,” or “our”) collect, use, retain, disclose, and protect personal information about individuals who apply for employment, inquire about positions, or participate in our recruiting process (“Applicants”). This Applicant Notice applies to our full recruiting lifecycle, including applications submitted through our website or third-party job boards, interactions with our AI-powered recruiting tools, interviews, assessments, and background screening.

This Applicant Privacy Notice does not apply to personal information we collect from current employees, whose data practices are governed by our separate Employee Privacy Notice.

When we use the term “personal information” in this Applicant Privacy Notice, we mean any data or information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular natural person or household or any other data or information that constitutes “personal data”, “personal information,” or “personally identifiable information.” Personal information does not include publicly available information, as defined by applicable law, de-identified information, or aggregated data.

Buildertrend is the controller of the personal information we collect about Applicants in connection with our recruiting process. This means we determine, and are responsible for, how that information is used. Certain third-party recruiting technology providers may also process your information under their own applicable terms and privacy policies in addition to this Applicant Privacy Notice, as identified in the CA Addendum’s vendor list below.

I. Personal Information We Collect

We collect personal information about Applicants in the following categories:

1. Information You Provide to Us

Identifiers: Name, mailing address, email address, telephone number.
Professional and Employment Information: Resume, CV, cover letter, employment history, education history, professional certifications, references, and other information you choose to submit.
Application Data: Responses to application questions, screening questionnaires, and assessments.
Communications: Messages, notes, and other communications exchanged with our recruiting team or AI scheduling tools.
Demographic Information (Voluntary): Where permitted by law and collected for EEO or affirmative action purposes, we may request information about race, ethnicity, gender, disability status, and veteran status. Providing this information is voluntary and will not affect your application.
Accommodation Requests: Information you provide when requesting a disability or religious accommodation during the application or interview process.

2. Information We Collect Automatically

Device and Usage Data: IP address, browser type, device identifiers, and interaction data when you use our applicant-facing technology platforms or career portal.
Scheduling and Communication Metadata: Date, time, and duration of interactions with our AI scheduling chatbot and recruiting systems.

3. Information We Receive from Third Parties

Background Check Providers: Criminal history, employment verification, education verification, and other screening data, subject to applicable law and your authorization.
References: Information provided by individuals you list as professional references.
Recruiting Platforms and Job Boards: Profile data or application information submitted through third-party platforms (e.g., LinkedIn, Indeed) that you direct to us.
Skills and Assessment Providers: Results from skills assessments or other evaluations administered through third-party vendors.
Publicly Available Sources: Publicly available professional information, consistent with applicable law.

II. How We Use Applicant Information

We use the personal information described above for the following purposes:

Recruiting and Hiring: To evaluate your qualifications, communicate with you about your application, schedule interviews, and make hiring decisions.
AI-Assisted Recruiting Tools: To facilitate scheduling, respond to inquiries, and manage recruiting logistics through automated or AI-assisted tools, including our Paradox scheduling chatbot. Please see our chatbot consent terms for additional information about AI tool usage.
AI-Assisted Skills Assessment: To administer and evaluate skills assessments using third-party assessment platforms, which may use artificial intelligence to generate scores or evaluation results. This output may inform, but does not replace, a recruiter’s or hiring manager’s decision.
Background Screening: To conduct background checks and verification, where required for a position and authorized by you.
EEO and Legal Compliance: To fulfill our obligations under applicable equal employment opportunity and affirmative action laws and regulations, including recordkeeping requirements.
Accommodation Processing: To evaluate and respond to requests for disability or religious accommodations.
Fraud Prevention and Security: To detect and prevent fraudulent applications and to protect the security of our systems.
Legal Obligations and Defense of Claims: To comply with legal obligations, respond to legal process, and defend or assert legal claims.
Improving Our Recruiting Process: To evaluate the effectiveness of our recruiting programs and improve our processes on an aggregated and, where possible, de-identified basis.

III. Retention of Applicant Data

We retain applicant information for as long as necessary to fulfill the purposes described in this Notice and to comply with our legal obligations. In general:

Applications from candidates who are not hired are retained for three (3) years from the date the application is closed, unless a longer period is required by applicable law (e.g., federal contractor recordkeeping obligations under 41 C.F.R. Part 60-1).
Applications from candidates who are hired are retained as part of the employee personnel record in accordance with our People Team Record Internal Protocol.
Background check records are retained in accordance with applicable law and our agreements with background check providers.
EEO and affirmative action data is retained in accordance with applicable EEOC and OFCCP requirements.

We will delete or de-identify personal information when it is no longer needed for the purposes for which it was collected, subject to legal holds or other legal requirements.

IV. Disclosure of Applicant Information

We may disclose applicant information to the following categories of recipients:

Service Providers and Vendors: Third-party providers who assist with recruiting, applicant tracking, AI-assisted scheduling, background screening, skills assessments, and other recruiting-related services, under contractual obligations consistent with applicable law.
Affiliates and Subsidiaries: Related entities within the Buildertrend family of companies for recruiting, administrative, and legal compliance purposes.
Regulatory and Government Authorities: Federal, state, or local government agencies as required by law, including EEO reporting obligations and responses to legal process.
Legal and Professional Advisors: Outside legal counsel, auditors, and other professional advisors under confidentiality obligations.
Successors in Interest: In connection with a merger, acquisition, asset sale, or other business combination, as permitted by applicable law.

We do not sell applicant personal information to third parties for monetary consideration, and we do not share applicant personal information with third parties for cross-context behavioral advertising.

V. Data Security

We maintain reasonable and appropriate technical, administrative, and physical security measures designed to protect applicant personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include access controls, encryption of data in transit, and vendor security requirements. No data transmission or storage system is completely secure, however, and we cannot guarantee the security of information you transmit to us.

If you believe your personal information has been compromised, please contact us using the information in Section VIII of this Applicant Privacy Notice.

VI. Applicant Rights

Depending on your state of residence, you may have certain rights regarding your personal information. The availability and scope of these rights vary by jurisdiction. We describe below rights available to applicants generally and, in the California Addendum, the specific rights available to California residents.

1. General Rights (All Applicants)

Access: You may request information about the personal information we hold about you.
Correction: You may request that we correct inaccurate personal information.
Deletion: You may request that we delete your personal information, subject to applicable legal exceptions (e.g., recordkeeping requirements).
Withdrawal of Consent: Where we process your information based on consent, you may withdraw that consent at any time. Withdrawal of consent will not affect processing that occurred prior to withdrawal.

2. How to Submit a Request

To exercise any of the rights described above, please contact us by:

Online: Submit a request through the contact methods in Section X of our Privacy Notice, available at https://buildertrend.com/privacy-notice/.
Mail: Buildertrend Solutions, Inc., Attn: Privacy — HR / Recruiting, 11818 I Street, Omaha, NE 68137

We will respond to verifiable requests within the timeframe required by applicable law. We may need to verify your identity before processing your request. We will not discriminate against you for exercising your privacy rights.

VII. Contact Us

If you have questions about this Notice or our privacy practices, please contact:

Online: Submit your question or request through the contact methods in Section X of our Privacy Notice, available at https://buildertrend.com/privacy-notice/.

Mailing Address: 11818 I Street, Omaha, NE 68137

VIII. Updates to This Notice

We may update this Notice from time to time. When we make material changes, we will post the revised Notice with an updated effective date. Your continued participation in the application process following the posting of a revised Notice constitutes your acknowledgment of the changes.