Last Updated: October 10, 2023
Symplicity is a higher education-focused technology company headquartered in Arlington, Virginia (USA), which focuses on providing services to higher education institutions, students & alumni, employers, corporations, and government agencies.
For more information about our services, please refer to our website:
Symplicity licenses the use of its applications to higher education institutions as a data processor for CSM, Advocate, Accommodate, Insight, UniHub, CareerHub, Residence, Horizons, and Community. Clients contract the use of our application and give access to their end users and other third parties, as solely decided by them, by creating users who access the application with their email address, username, and/or student ID. The clients’ administrators grant end users roles, which may result in different permissions and access rights to the information held in the Client account.
Colleges and Universities. Colleges and universities may use the Sites for the following purposes:
Employers. Employers may use the Sites to post employment opportunities through the Sites or a college’s or university’s web site. When an employer posts opportunities through an educational institution’s web site, the institution assumes the role of the data controller with regard to personal information about the employer’s end users, and Symplicity assumes the role of the data processor. Employers may also search student resumes posted on the Sites or made available through our services if a student or alumni makes their resume available through our Sites or services, such as by applying to jobs or participating in resume books or other employment activities. When an employer posts opportunities through Symplicity Sites directly (such as Recruit and CareerHub Central), Symplicity assumes the role of the data controller with respect to personal information related to the employer end users of those Sites. Employers are responsible for providing complete and accurate personal information during collection or in case of any requested changes.
Students and Alumni. Students and alumni may use the Sites though their college or university to perform various activities related to the college or university department that uses the Sites, such as to post resumes and review job opportunities.
We generally obtain information in two ways: when directly provided by you or by others (typically your institution or employer), and when it is automatically collected by operation of the Sites.
When using our Sites, you may voluntarily provide information about yourself, including when you create an account, send us an inquiry, or interact with us for any other purpose. We also collect information provided by students and alumni, when they take actions on the Sites, for example, by choosing to upload or add documents, additional personal information, or other content to the Sites, including without limitation resumes, cover letters, transcripts, and letters of recommendation. Colleges and universities may also provide information to us about their students and alumni, which may be combined with information that students and alumni provide directly to us.
Furthermore, we may collect personal information when:
We collect personal information that may include first and last name, contact information, organization and affiliation, employment information, educational information, log-in information, business email address, phone number, company name, and any other information you choose to provide.
2.2 Information We Collect Automatically
We collect information about your visits to the website and the application when you land on any of our web pages through cookies and similar tracking technology.
The information we may collected includes:
We may also collect information when you open email messages from us or click on links within those email messages.
We may combine the information we collect from your direct interactions with us with information obtained through other third-party sources, such as the educational institution you attend. We also obtain and/or purchase lists from third parties about individuals and companies interested in our products.
The personal information collected includes your name, email address, business address, job title, company name, and telephone number.
We use your personal information to:
If you are an end user of our application, your personal information may be viewed by other users with access to the application, such as your school administrators, or employers looking at an uploaded document, such as a resume.
We use third parties to help us provide our services. They may have access to your information as collected by the website or the application, as reasonably necessary to perform the contracted tasks on our behalf. We sign contractual agreements to obligate them to protect the personal information, only use it to deliver the contracted services to us, prohibit them from selling it or disclosing it without our knowledge and permission.
We do not sell your information to any third party for their independent commercial use; however, we may share information we collect with others, including as follows:
Colleges and universities may access or use student or alumni information collected through the Sites for receiving, or providing their students and alumni with, the services associated with the particular Symplicity services that they use. Colleges and universities are responsible for treating such information in accordance with their own privacy policies.
Employers who use the Sites may access and use student and alumni information for recruiting, interviewing, and hiring purposes. Employers to whom student or alumni data is released will use such data in accordance with their own internal privacy policies. If you have questions regarding the privacy practices and policies of employers with respect to personal information, you should contact the employer directly.
If you and your institution choose to participate, we may share student and alumni information with selected partners that are recruiting services, which may further share your information with prospective employers that may wish to recruit you.
Students & Alumni
Students or alumni may access or use information about prospective employers collected through the Sites.
We may share information we collect with entities controlling, controlled by, or under common corporate control with us.
A Successor to our Business
In the event that Symplicity is merged, sold, or in the event of a potential or actual transfer of some or all of our assets, we may disclose or transfer the information we collect in connection with such transaction or in preparation for such a transaction.
For Legal Reasons
From time to time, Symplicity may also disclose information to exercise Symplicity’s rights in judicial, administrative or arbitration procedures, to fulfill certain legal and regulatory requirements including to respond to a subpoena or other legal process, when necessary to provide services to you, or if we believe, in good faith, that such disclosure is legally required or necessary to protect our own legitimate interests, yours or a third party’s life, legal rights, physical safety.
We may also disclose the information we collect with your consent or as otherwise disclosed at the time of information collection or sharing.
The Sites may offer interactive features, such as the ability to share your resume, that you can use to communicate with other visitors or users or to submit and post your own content. If you disclose information by using our interactive features, this information can be viewed, collected, and used by others.
For instance, Symplicity cannot control the use of resumes by third parties who access the Sites. Once your resume has been disclosed, Symplicity is not able to retrieve it or ensure the destruction of it by the third parties who accessed it. Accordingly, you should not put sensitive information, personality profiles, or other information you would not want made public, in your resume. Resumes you give to us should not contain sensitive data relating to your (i) racial or ethnic origin, (ii) political beliefs, (iii) philosophical or religious beliefs, (iv) membership of a trade union or political party, (v) physical or mental health or biometric details or genetic makeup, (vi) addictions, (vii) sexual life, (viii) the commission of criminal offences or proceedings and associated penalties or fines, (xi) the commission of any unlawful or objectionable conduct and associated penalties, or (x) any Social Security Number or national identification number.
We may share information that is anonymized without limitation.
We can also share your personal data as part of a sale, merger, change in control or in preparation for any of these events.
We are committed to protecting the security of all of the personal information we collect and use.
We use a variety of physical, administrative and technical safeguards designed to help protect it from unauthorized access, use and disclosure. We have implemented best-practice standards and controls in compliance with internationally recognized security frameworks. We use encryption technologies to protect data at rest and in transit. Symplicity does not guarantee or warrant to the security and privacy of any data, information or content.
We provide the same suite of services to all of our clients and end users worldwide.
When acting as a controller, we offer the following choices to all individuals regardless of their location. However, when we process your information as a processor (also called a service provider), you will need to contact the relevant controller, such as your employer or an educational institution, to exercise rights that may be available to you. Individuals residing in Europe or California should see below for additional information and choices available under privacy laws in those areas.
For personal information we have about you in our role as a controller, you can:
You may request to obtain information about what personal information we process about you or to obtain a copy of your personal information
If you are an end user of the application, you can also log in to see the personal information in the account or approach your employer or educational institution for more information.
You may update/correct your personal information or ask us to do it on your behalf.
When you have an account with us, you may change or correct the personal information that you have provided to us through your account. To do so, simply login to your account, go to your profile, and you will find options for editing the information you have submitted. You may also contact us at Data Privacy Requests for assistance.
You may request the deletion of your personal information at any time. We may not be able to delete or erase your personal information, but we will inform you of these reasons and any further actions available to you.
You may object to our processing of your personal information for direct marketing purposes. This means that we will stop using your personal information for these purposes.
You may request that we limit the way that we use your personal information, and your request will be analyzed according to the applicable legislation.
You may request that we export to you in a machine-readable format all of the personal information we have about you.
We do not process personal information through the use of automated means.
If you would like to exercise any of the choices described above, please contact us at Data Privacy Requests.
Depending on your location, you may have the right to lodge a complaint with the local organizations in charge of enforcing the privacy legislation applicable in your location.
We retain information as long as it is necessary to provide the services to you and our clients, subject to any legal obligations to further retain such information.
For instance, we may retain information to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce our Terms of Service, and take other actions permitted by law.
The criteria used to determine the period of storage of information is the respective statutory retention period. After expiration of that period, the corresponding information is routinely deleted, as long as it is no longer necessary for the fulfillment of a contract or the initiation of a contract.
Information connected to you that is no longer necessary and relevant to provide our services may be de-identified or aggregated with other non-personal data.
The Sites are not intended for children under 13 and we do not knowingly collect or solicit personal information from children under 13. If we become aware that we have inadvertently collected information from a child under the age of 13, we will delete such information from our records.
We may work with third parties that collect data about your use of the Sites and other sites or apps over time for non-advertising purposes. Symplicity uses Google Analytics and other third-party services to improve the performance of the Sites and for analytics and marketing purposes. For more information about how Google Analytics collects and uses data when you use our Sites, visit www.google.com/policies/privacy/partners, and to opt-out of Google Analytics, visit https://tools.google.com/dlpage/gaoptout.
The Sites can include integrated social media tools or “plug-ins,” such as social networking tools offered by third parties. If you use these tools to share personal information or you otherwise interact with these features on the Sites, those companies may collect information about you and may use and share such information in accordance with your account settings, including by sharing such information with the general public.
Your interactions with third-party companies and your use of their features are governed by the privacy policies of the companies that provide those features. We encourage you to carefully read the privacy policies of any accounts you create and use.
We process data in the following locations and rely on legally-provided mechanisms to lawfully transfer data across borders, such as contracts incorporating data protection and sharing obligations:
CareerHub Clients are able to host their application in the region closest to the client.
How to select your communications preferences
You may choose to receive or not receive marketing communications from us. Please click the “Unsubscribe” link in the email we sent you to stop receiving marketing communications.
Even if you opt-out of receiving marketing communications, we may still communicate with you for non-marketing purposes, such as regarding security and privacy issues, servicing your account, fulfilling your requests, or administering any promotion or any program in which you may have elected to participate.
You may contact us to exercise any of your choices or ask for more information about your personal information and our privacy practices by contacting us at Data Privacy Requests.
Symplicity is a global company headquartered in the United States. We have a regional hosting strategy, but we may need to access your information from locations outside of your region and country, including in the United States, for support and maintenance purposes where permitted under applicable law and our contracts. We understand the importance of complying with data transfer requirements. When required, we use approved data transfer mechanisms, such as the standard contractual clauses approved by the EU Commission ("SCCs") to ensure the adequate protection of your information when it is transferred.
Please see our Portuguese Cookie Statement: https://www.symplicity.com/compliance/privacy/cookie-statement-pt
Sometimes, we process personal information with your consent. On other occasions, we may process personal information when necessary to fulfill a contract or where required to do this by law. We may also process personal information when it is in our legitimate interests to do this, such as for operating our Sites, providing customer service, or developing products. We do so when our legitimate interests are not overridden by your data protection rights.
If you are using the Sites or applications on behalf of an employer based in one of these jurisdictions, Symplicity is the controller of your personal data, such as in the following instances:
For students, higher education institutional staff and faculty, and any outside parties those institutions may invite into their platforms, Symplicity is a processor of all personal data processed on the application(s), on behalf of our clients. We only process the personal data under their direction. Please contact your employer or the organization that granted you access to the application(s) for details on their privacy practices.
We only process personal data if we have a lawful basis for doing so. The lawful bases applicable to our processing as controller are:
When we process your personal data as a controller, you have the following rights under the GDPR, subject to certain exceptions and limitations:
Please be aware that we may be unable to afford these rights to you under certain circumstances, such as if we are legally prevented from doing so.
You may also lodge a complaint with your local supervisory authority, EU Data Protection Authorities (DPAs), the UK Information Commissioner’s Office (ICO), or Swiss Federal Data Protection and Information Commissioner (FDPIC). See their contact details here National Data Protection Authorities.
These additional notices are provided under the California Consumer Privacy Act (“CCPA”) and apply only to “personal information” about California residents that is subject to the CCPA. These notices do not cover personal information about students and alumni or about educational institution staff or faculty, which we process solely as a service provider on behalf of college and university customers. In order to exercise CCPA rights with regard to personal information that Symplicity processes as a service provider, please contact the educational institution that provides you with access to Symplicity Sites.
Personal information about our current and former business contacts, including our college, university, and employer contacts, is exempt from most CCPA obligations. We do not sell personal information about such contacts and therefore we do not provide an opportunity to opt out of such sales.
In compliance with the Data Privacy Framework Principles, Symplicity commits to resolve complaints about our collection or use of your personal information. EU, UK and Swiss individuals with inquiries or complaints regarding our Data Privacy Framework policy should first contact Symplicity at:
Attn: Legal Department
3003 Washington Blvd., Suite 900
Arlington, VA 22201
Symplicity has further committed to refer unresolved Data Privacy Framework complaints to JAMS, an alternative dispute resolution provider located in the United States. If you do not receive timely acknowledgment of your complaint from us, or if we have not addressed your complaint to your satisfaction, please visit https://www.jamsadr.com/DPF-Dispute-Resolution for more information or to file a complaint. The services of JAMS are provided at no cost to you.
Symplicity may be required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
In cases of onward transfer to third parties of data of EU, UK, or Swiss individuals received pursuant to the EU-U.S. DPF, the UK Extension, and the Swiss-U.S. DPF, respectively, Symplicity is potentially responsible.
A binding arbitration option may also be made available to you in order to address Data Privacy Framework complaints not resolved by any other means.
Symplicity is subject to the investigatory and enforcement powers of the United States Federal Trade Commission.