Effective date: January 24th, 2026
Introduction
Vailexa Technology, Software & SaaS LLC (“Vailexa,” “we,” “our” or “us”) is a staffing, recruitment and workforce‑solutions company. We provide services across many sectors—from information technology and healthcare to energy, banking and hospitality—and operate globally, including the United States and offshore delivery centres in India. This Applicant and Candidate Privacy Policy explains how Vailexa collects, uses, discloses and retains personal data about individuals who apply for roles with us or with our client organisations. It should be read together with Vailexa’s general privacy policy, which covers our broader website and business practices.
Vailexa aims to be a preferred and trusted recruitment partner and continuously improve our processes. We therefore critically review our policies and adopt a forward‑looking approach, ensuring that privacy protections evolve with new laws, technologies and industry best practice.
Types of information we collect
During the recruitment process we collect information that you provide to us voluntarily as well as information we may obtain from other sources. The following categories illustrate the types of data we collect:
- Personal identifiers and contact details – such as your name, postal address, email address, telephone number and other contact information.
- Application documents – including résumés/CVs, cover letters, work history, educational background, transcripts, professional licences or certifications, and any other information you provide to support your application.
- Job preferences and employment details – such as the type of employment you are seeking (permanent, temporary or contract), your desired salary or hourly rate, benefits expectations, willingness to relocate, preferred locations, start date and other job preferences. We may also collect information about how you heard about the position.
- Interview and assessment data – notes and recordings from interviews or phone screens, feedback from interviewers, results of skills tests or other assessments, and information generated during behavioural or technical screenings. These assessments help us to evaluate your suitability for roles.
- References and background checks – information from reference providers, criminal‑record or credit‑record checks (where permitted by law), and verification of qualifications and work history. It is your responsibility to obtain consent from referees before you share their personal information with us.
- Sensitive personal data – certain data may be considered sensitive under data‑protection laws, including information about race or ethnic origin, gender, disability, health conditions, citizenship or nationality, immigration status and other demographic information. We collect this information only where required by law or with your explicit consent (for example to comply with equal opportunity monitoring or immigration requirements).
- Information from publicly available sources – we may collect or review information that you have made public, such as your LinkedIn profile or professional websites, and combine it with your application data.
- Technical data – information automatically collected when you use our online application systems, such as IP address, browser type, device identifiers, pages visited and time spent on the site. We use cookies and similar technologies to operate and improve our website.
How we use the information
Vailexa uses your personal data to manage our recruitment and staffing processes, to comply with legal obligations and to improve our services. Specific uses include:
- Assessing suitability and matching you with opportunities. We use the information you provide to evaluate your skills, qualifications and interests against job requirements. Vailexa offers a wide range of services—including IT staffing, healthcare staffing and consulting & modern enterprise solutions—and we aim to match candidates to roles that align with their experience and preferences.
- Verifying information and performing background checks. Where permitted by law, we verify the accuracy of your application information and may conduct reference, criminal‑record or credit‑record checks. These checks help us confirm your qualifications and protect our clients and workforce.
- Communicating with you. We may contact you about the recruitment process, to request additional information, to schedule interviews or to notify you of outcomes. If you are a strong match for another role (including future roles with Vailexa or our clients), we may contact you about those opportunities. Our general privacy policy notes that Vailexa uses personal data to respond to inquiries and process job applications.
- Sharing your information with clients. Vailexa works with government departments, Fortune 1000 companies and small and medium enterprises across multiple industries. If you apply for a role with a client, we may share your CV, assessment results and other relevant data with that client so that they can decide whether to invite you for further interviews or offer you a position.
- Administrative and legal purposes. We use your information to comply with local, state or national laws; to respond to lawful requests and legal process; to assert or defend legal claims; to fulfil equal‑opportunity reporting obligations; to prevent fraud or other unlawful activities; and to ensure the security and integrity of our systems.
- Supporting work authorisation and relocation. If requested by you and required by the role, we may assist with immigration‑visa or work‑permit applications or coordinate relocation logistics.
- Developing and improving services. Vailexa continually evaluates and enhances its recruitment processes. We may aggregate and anonymise applicant data to analyse trends, measure the effectiveness of our hiring methods and develop new technologies to improve matching accuracy. This forward‑looking approach helps us to stay at the forefront of staffing solutions and deliver better outcomes for clients and candidates.
We do not sell personal data. We use information only for the purposes described in this policy and our general privacy policy.
Legal bases for processing under the GDPR and UK data‑protection laws
For candidates located in the European Economic Area or the United Kingdom, Vailexa processes personal data under the following legal bases:
- Contractual necessity. We process data as necessary to take steps at your request before entering into an employment or services contract. For example, we need your contact details and CV to arrange interviews and evaluate your suitability.
- Consent. Where required (for instance, to collect certain sensitive data or to send marketing communications), we rely on your explicit consent. You may withdraw consent at any time.
- Legal obligation. We process certain data to comply with legal obligations, such as reporting to authorities or verifying work eligibility.
- Legitimate interests. We process data for our legitimate interests in recruiting qualified talent, improving our services and ensuring the security of our operations. When we rely on this basis, we balance our interests against your rights and take steps to minimise impacts—for example, by anonymising data where appropriate.
Who may have access to your information
Vailexa takes care to protect your data. We share personal information only with parties who require it to perform services on our behalf or to meet legal requirements. Recipients may include:
- Vailexa recruiters and hiring managers. Internal personnel may access your information to assess your application and coordinate the recruitment process.
- Client organisations. If you apply for a position with or through one of our clients, we may share your application, interview notes and assessments so that the client can evaluate your suitability. Our clients operate in a wide range of sectors (including government, technology, healthcare, energy, finance and retail).
- Service providers. We use third‑party vendors to support recruitment operations—such as applicant‑tracking systems, skills‑assessment tools, background‑check providers, hosting providers and analytics services. Our general privacy policy states that we may share data with service providers who assist in delivering our services. These service providers may be located outside your country of residence; we require them to handle personal information in accordance with this policy and applicable law.
- Business partners. With your consent, we may share information with business partners who offer related services—for example, training providers or relocation specialists.
- Legal and regulatory authorities. We may disclose data to courts, tribunals, regulatory bodies or law‑enforcement agencies where required to comply with legal obligations or to protect the rights, property or safety of Vailexa, our clients or the public.
- Professional advisers. We may share information with lawyers, auditors, insurance carriers and other advisers as needed to manage our business and comply with legal requirements.
Vailexa operates globally, providing services in more than 35 U.S. cities and through offshore delivery centres in Hyderabad, Vadodara and Nagpur. As a result, your data may be transferred to, and processed in, countries outside your country of residence. We use appropriate safeguards—such as Standard Contractual Clauses and participation in the EU‑U.S. Data Privacy Framework, where applicable—to ensure that your data remains protected.
Data retention
If your application is unsuccessful or you withdraw from the process, Vailexa will retain your information for a reasonable period. We maintain applicant data to comply with legal requirements, to defend recruitment decisions against potential legal claims, to analyse and improve our processes, and to consider you for future roles. Our general privacy policy notes that we retain personal data only as long as necessary for the purposes outlined. You may request deletion of your data; however, we may retain certain information where required by law or to protect our legal interests.
Your rights
Depending on your location, you may have rights under data‑protection laws. These may include:
- Access and portability. The right to request access to personal data we hold about you, and to receive a copy in a portable format.
- Correction. The right to ask us to correct inaccurate or incomplete information.
- Deletion and restriction. The right to request deletion of your data or to restrict its processing in certain circumstances.
- Objection. The right to object to processing based on our legitimate interests or for direct marketing.
- Withdrawal of consent. Where we process data based on your consent, you may withdraw that consent at any time.
- Opt‑out of automated decision‑making and profiling. Vailexa does not make hiring decisions based solely on automated processing. If we introduce automated tools, you will have the right to request human review.
Residents of specific jurisdictions may have additional rights. For example, our general privacy policy explains that Virginia residents can request access, correction or deletion of personal data and opt out of targeted advertising; California residents have rights to know, delete or correct personal information and to opt out of the sale or sharing of personal data; and EU/UK individuals have rights to object, restrict processing and lodge complaints with their Data Protection Authority. To exercise your rights, please contact us using the details below.
Security
Vailexa implements reasonable technical and organisational measures to protect your information from unauthorised access, alteration, disclosure or destruction. Our security measures include role‑based access controls, data‑encryption and secure storage. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
Children’s privacy
Our recruitment services are not directed at individuals under 18 years of age, and we do not knowingly collect personal data from children. If we become aware that we have received personal information from a child, we will delete it promptly unless we have a legal obligation to retain it.
Changes to this policy
We may update this Applicant and Candidate Privacy Policy from time to time to reflect changes in law, business practices or technology. The “Last Updated” date will appear at the top of the policy. We encourage you to review the policy periodically; continued participation in our recruitment process after changes become effective constitutes acceptance of those changes.
Contact us
If you have questions about this policy or wish to exercise your privacy rights, please contact:
Vailexa Technology LLC
https://www.vailexa.com
Email: info@vailexa.com
If you are in the European Economic Area or the United Kingdom, you may also contact your local Data Protection Authority.
Vailexa is committed to respecting your privacy and continuously improving our processes to provide transparent, ethical and compliant recruitment services. We encourage applicants and candidates to ask questions and provide feedback so that we can keep improving our policy and practices.