NinjaOne Candidate Privacy Policy

1. Scope

Thank you for your interest in joining NinjaOne!

This Candidate Privacy Policy (“Policy”) applies to the processing of personal data collected in connection with career opportunities at NinjaOne, LLC and its affiliates (“NinjaOne”, “we”, “us”, or “our”) and our recruitment process. It explains how and why we collect, process, share, and use your personal data, as well as the rights and choices you have with respect to your personal data. This Policy applies to individuals who apply for or are considered for employment with NinjaOne, or otherwise participate in our recruitment process (collectively, “Candidates”).

2. Sources of Personal Data

In connection with your application for employment with us, we will collect personal data from you, which primarily includes, but is not necessarily limited to, the following:

The information you provide in your resume, curriculum vitae, and/or cover letter;
The information you provide on the application form;
The information you provide during interviews, including (where such interviews are virtual) information observed during those interviews in connection with our recruitment process;
Test results and work samples (if applicable to the position);
The information you provide to authorized third-party identity, background, and credit check verification services where applicable, as well as information processed, generated, or provided by those services as part of the application process; and
The information you provide to us to extend an offer letter or contract for employment.

We use human resource systems such as, but not limited to, applicant tracking systems, recruiting systems, and human capital management software to organize and facilitate our recruitment process. If you apply to a NinjaOne position by using one of those systems, that system may provide your personal data to us. We may also transfer your personal data between these systems or to a new system if we change service providers, in order to maintain candidate records and consider you for future opportunities.

In addition, in some cases, we may contact your references, review personal information made publicly accessible by you (like your LinkedIn profile), use a recruitment agency, perform identity verification, and/or with your consent, perform a background and/or credit check. When we do that, those sources may provide your personal data to us. We use all such sources in a lawful manner.

3. The Personal Data We Process

Depending on the circumstances, we process some or all of the personal data categories listed below in connection with our recruitment and hiring activities and for the purposes described in Section 4.

Contact information, such as your full name, home address, email address, and phone number;
Identity verification information, such as information from government-issued identification documents and identity verification results;
Professional- or employment-related information, such as your place(s) of employment, positions, job history, salary (current and/or desired), resume, and other related data;
Education information, such as education records, degrees and vocational certifications obtained, and transcripts;
Work authorization information, such as your citizenship and/or permanent residence (in only certain, limited circumstances);
Background and/or credit check information, to the extent applicable to a position that may be offered to you, if any, and permitted by applicable laws;
Survey information that you voluntarily provide, such as feedback, suggestions, and opinions;
Diversity information, including disability status and veteran or military status, that you voluntarily provide;
Interview information, such as information you provide during interviews, interviewer notes and evaluations, and, where applicable, information observed during virtual interviews; and
Other information, including audio, electronic, visual, or similar information that you provide to us or our authorized third-party services, such as communications; documents or images that you create, provide, or upload to our systems; as well as information processed, generated, or provided by those services.

4. Our Business Purposes

We process the personal data categories listed above for the following business purposes:

To communicate with you throughout the recruitment process;
To assess your qualifications, skills, and suitability for the applicable position;
To verify the information you provide;
To verify your identity; detect and prevent fraud, impersonation, or misrepresentation; protect the integrity of our recruitment process; and maintain the security of our workforce;
To book travel for on-site interviews, if applicable;
To consider you for, and inform you about, other or future job opportunities with NinjaOne;
To prepare your employment agreement if you are offered a position with NinjaOne;
To assist you in obtaining an immigration visa or work permit, if applicable;
To facilitate a request for reasonable accommodations in accordance with applicable laws and to conduct meaningful equal opportunity and diversity monitoring and analyses, where permitted or required by law; and
To comply with applicable laws, regulations, legal processes, and/or government requests.

In addition, we may aggregate, anonymize, and/or de-identify your personal data in order to perform analyses designed to help us evaluate, maintain, and/or improve our recruitment process. Once personal data is aggregated, anonymized, or de-identified, it can no longer be associated with any individual person.

5. Legal Bases for Processing Personal Data

Where required by applicable law, we rely on one or more of the following legal grounds to process your personal data in connection with our recruitment and hiring activities:

Taking steps before entering into a contract. We may process your personal data where necessary to consider your application, assess your qualifications and suitability for a position, communicate with you regarding your application, conduct interviews, and take other steps at your request before establishing an employment relationship or entering into an employment contract with you;
Consent. Where required or appropriate, we may process your personal data based on your consent, such as when you allow us to track certain interactions in our recruiting systems or retain and use your application to inform you about and consider you for other positions that may be appropriate for you;
Our legitimate interests. We may process your personal data where necessary to pursue our legitimate interests or those of a third party, provided those legitimate interests are not overridden by your interests or fundamental rights and freedoms. These legitimate interests may include managing and improving our recruitment process; assessing candidates’ qualifications and suitability for employment; verifying candidates’ identities; detecting and preventing fraud, impersonation, or misrepresentation; protecting the integrity and security of our recruitment process; and establishing, exercising, or defending legal claims; and
Compliance with legal obligations. We may process your personal data where necessary to comply with applicable legal or regulatory obligations, such as those related to employment, labor, immigration, tax, equal opportunity, recordkeeping, or other applicable requirements.

6. How We Share Personal Data

We may share your personal data with:

Human resource systems such as, but not limited to, applicant tracking systems, recruitment service providers, and human capital management tools and platforms that help us organize and facilitate our recruitment process;
Verification and screening service providers, including providers that assist with identity verification, fraud prevention, background screening, and employment eligibility verification;
Interview documentation service providers, including providers of interview recording, transcription, and AI-enabled note-taking tools that we may use during the recruitment process; and
NinjaOne affiliates, where necessary for the purposes described in this Privacy Policy.

Notwithstanding the foregoing, please note that we do not “sell” or “share” personal data that we collect during the recruitment process, as those actions are defined under the California Consumer Privacy Act (CCPA).

7. How We Retain Personal Data – California Applicants Only

If your application leads to you becoming a NinjaOne employee, relevant data we collect about you during the recruitment process will become a part of your employment record and will be retained in accordance with our privacy policy applicable to our employees.

If you are a resident of California and you do not become a NinjaOne employee, we retain your personal data for 4 years after the date on which you submit your application so that we may consider you for future job opportunities at NinjaOne and in order to comply with certain legal obligations. In limited circumstances, we may retain your personal data for longer in order to resolve any disputes related to our recruitment or hiring process.

All personal data retained by NinjaOne will be stored in a secure and confidential manner with limited access rights for the duration of its retention.

8. How We Retain Personal Data – All Other Applicants

If you do not become a NinjaOne employee, we retain your personal data so that we may consider you for future job opportunities at NinjaOne and in order to comply with certain legal obligations. In general, we retain your personal data for the following periods:

If you are a resident of the United Kingdom (UK) or European Union (EU)/European Economic Area (EEA), 2 years after the date on which you are no longer under active consideration for any role at NinjaOne; or
If you are neither a resident of the UK nor the EU/EEA, 3 years after the date on which you are no longer under active consideration for any role at NinjaOne.

In limited circumstances, we may retain your personal data for longer than the applicable time period stated above in order to resolve any disputes related to our recruitment or hiring process.

If you do not want us to retain your personal data in order to consider you for future job opportunities at NinjaOne, you may object to such retention as described in Section 11 below.

All personal data retained by NinjaOne will be stored in a secure and confidential manner with limited access rights for the duration of its retention.

9. How We Transfer Personal Data

If we transfer personal data across international borders, including from the UK or EU/EEA to the United States (or to another location outside of the UK or EU/EEA), we will use appropriate safeguards to make sure the data transfer complies with applicable laws (including the General Data Protection Regulation (GDPR)) and to help to give your data the same level of protection that it has in the UK or EU/EEA and/or under the laws which apply where you live. These safeguards include, but are not necessarily limited to, the implementation of the Standard Contractual Clauses, and the use of encryption.

10. Automated Decision-Making

In some circumstances, our recruitment processes may use elements of solely automated decision-making in order to confirm that we only proceed with candidates who meet the minimum requirements for a job, as set out in a job description. For example, if (a) the job description clearly requires candidates to have previously had managerial experience, (b) the application form asks if you have managerial experience, and (c) your answer in the application form is “No”, then your application may be rejected automatically. If you have questions about how your application responses are processed, please email us at [email protected].

11. Your Rights

Certain privacy laws grant specific rights to individuals whose personal data they cover. For example, the GDPR grants rights to individuals located in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, and the CCPA grants rights to California residents. You are entitled to exercise a right described below only if, and to the extent that, an applicable privacy law actually grants you that right based on your residency or location. If no such law applies to you, the rights below do not apply to you. Where applicable, such rights may include:

Be informed – Be informed of the personal data we process about you and how we process it.
Access – Request access to the personal data we process about you.
Correct – Request that we amend or update your personal data where it’s inaccurate or incomplete.
Delete – Request that we delete certain personal data about you. For example, you can ask us to delete personal data:
1. that we no longer need for the purpose it was collected for;
2. that we process based on the legal basis of consent, and you withdraw your consent; or
3. when you make a justified objection (see subsection titled “Object” below).
There are situations where NinjaOne is unable to delete your data, for example when:
1. it’s still necessary to process the data for the purpose we collected it for;
2. NinjaOne’s interest in using the data overrides your interest in having it deleted;
3. NinjaOne has a legal obligation to keep the data; or
4. NinjaOne needs the data to establish, exercise, or defend legal claims.
Restrict – Request that we stop processing all or some of your personal data. You can do this if:
1. your personal data is inaccurate;
2. our processing is unlawful;
3. we do not need your information for a specific purpose; or
4. you object to our processing and we are assessing your objection request (see subsection titled “Object” below).
You can request that we stop this processing either temporarily or permanently.
Object – Object to us processing your personal data.
You can do this if NinjaOne is processing your personal data on the legal basis of legitimate interests.
Transmit – Request a copy of your personal data in electronic format and to transmit that personal data for use by another party.
You can request us to transmit your data when we are processing your personal data on the legal basis of consent or performance of contract.
Review automated decision making – You may request a manual review of a hiring decision if you believe that such a decision without human involvement has been made about you, including profiling, and:
1. the decision would have a legal effect on you; or
2. would produce a similarly significant effect; or
3. you have questions about how your application submission and responses are processed.
For more information on how we use automated decision-making, please see Section 10.
Withdraw your consent – Withdraw your consent to us collecting or using your personal data.
You can do this if NinjaOne is processing your personal data on the legal basis of consent.
Lodge a complaint – Contact your local data protection authority about any questions or concerns.

To exercise any of the rights above, please email us at [email protected]. Whether you choose to exercise any privacy rights will not affect your recruitment process, and you will not be discriminated against in any way. To honor a request, we may need to verify your identity and ask you to provide certain details related to you or your application.

You may designate, in writing or through a power of attorney (in accordance with applicable law), an authorized agent to make requests on your behalf to exercise your rights. Before accepting such a request from an agent, we will require the agent to provide proof that you have authorized the agent to act on your behalf, and we may need you to verify your identity directly with us.

12. How You Can Contact Us

If you have any questions or concerns about this Policy, or if you would like to exercise any of your rights explained under Section 11 above, please contact us at [email protected]. If you are located in the European Economic Area or United Kingdom, you may contact our Data Protection Officer regarding the processing of your personal data at [email protected].

13. Policy Updates

We may update this Policy from time to time, in our sole discretion, and we will post such updates on our website.

Last updated: September 18, 2026

14. Acknowledgment

By clicking the “I Accept” button (or any button of a similar nature) on the webpage where this Policy is presented or linked, you indicate that you acknowledge this Policy and wish to continue with the application process.