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Recruitment Privacy Notice

Last updated: 11/14/2025

Introduction and scope

At DeepHealth, we are committed to protecting the privacy and confidentiality of personal information collected during our recruitment process, in accordance with applicable laws and regulations.

This Recruitment Privacy Notice (“Notice”) applies to individuals being considered for roles at DeepHealth, including both internal and external applicants. It applies to those who apply directly through our careers page and recruitment platform, those referred to us, and individuals whose profiles are submitted by third-party recruiters or staffing agencies. It also extends to potential candidates who have shown interest in receiving updates about future job opportunities or related career communications.

This Notice, along with any additional information provided at the time of data collection, outlines the Personal Data that DeepHealth and its affiliated entities (collectively referred to as “DeepHealth,” “we,” “our,” “us,” or “company”) collect about you. It also describes the purposes for which we use this information, the parties with whom we may share it, and your rights regarding your personal information.

This Notice does not restrict our ability to process candidate data as necessary to comply with legal obligations or to investigate suspected misconduct or breaches of policy.

Controller and contacts

Controller: DeepHealth, Inc., 212 Elm St. Somerville, MA 02144.

Data Protection Officer: [email protected] 

EU Representative under GDPR Article 27: MedEnvoy Global BV, Prinsessegracht 20, 2514 AP Den Haag, Netherlands; [email protected] 

UK Representative under UK GDPR Article 27: Aidence UK Ltd., 4 King’s Bench Wal, Temple, London, England United Kingdom, EC4Y7DL; [email protected] 

General privacy contact: [email protected] 

Accessibility: If you need this notice in an alternative format, contact [email protected]. 

Personal data we process

Categories and sources

  • Identifiers and contact details. From you, recruiters, referrals, and publicly available professional sources such as LinkedIn.
  • Career and education history, references, interview records, and assessments. From you, your references, interviewers, and providers.
  • Background checks, where permitted. From screening providers with your separate consent.
  • Accommodation and diversity data provided voluntarily and where permitted by law.
  • Website and portal logs from our applicant systems.
  • Government ID and Legal Status, such as visa, immigration, and work permit details required to verify eligibility to work.
  • Audio and Visual Data, such as security camera footage if you interview onsite or audio/video recordings of remote interviews, where you are notified in advance.

AI-Assisted Recruitment and Fairness

To ensure an efficient and fair evaluation process, we may use technology, including tools with artificial intelligence (AI) capabilities, to assist in reviewing and managing applications. These tools are used for identifying relevant skills and experience from resumes or supporting interview scheduling.

Commitment to Human Oversight: A hiring decision that produces a legal or similarly significant effect is never made based solely on automated processing. Our process requires substantive human review and intervention by our hiring teams before any final decisions are made.

Vendor Governance and Bias Audits: As part of our vendor due diligence, we assess the fairness and governance practices of our AI recruitment tool providers. This includes reviewing available “bias audit” summaries and requesting additional details where appropriate to ensure the tools are designed and operated in a manner consistent with our commitment to equal opportunity.

For a detailed explanation of the local rights and disclosures available to you, as well as available bias audit summaries, please refer to our Applicant Rights & Disclosures page.

Your Rights: For candidates in the EU and UK, you may have the right to request human intervention, express your point of view, and contest a decision where it is based solely on automated processing. You may exercise these rights by contacting [email protected].

Response Timing: We will respond to your requests within the timeframes required by applicable law.

  • Manage applications, interviews, and assessments.
  • Verify identity, eligibility to work, qualifications, and references.
  • Provide accommodations and meet equal opportunity obligations.
  • Maintain hiring records and defending legal claims.
  • Talent pools with your consent for future roles.
  • Pre-contractual steps and contract: scheduling and evaluating your application.
  • Legitimate interests: fair and efficient hiring and talent management.
  • Legal obligations: right to work and equal opportunity reporting.
  • Consent: background checks where required and talent pool participation.

Consumer health data and sensitive data

We collect health information only when you voluntarily provide it for the specific purpose of requesting disability accommodation. Where Washington or Nevada law applies, we provide clear notice and obtain consent where required for collection and a separate consent for sharing. Criminal history is processed only where permitted and relevant to the role, and subject to Article 10 GDPR in the EU and UK.

How we share your data

  • Hiring teams, HR, and authorized staff on a need-to-know basis.
  • Recruitment agencies and sourcing partners.
  • Screening providers with your separate consent.
  • Systems providers such as our Applicant Tracking System, assessment, and scheduling tools.
  • Professional advisors, courts, and regulators when required by law.
  • Affiliates and parent companies, including RadNet, Inc., where necessary for centralized recruitment management, reporting, and IT system administration.
  • Building access and security services to manage your visit if you interview onsite.
  • Governmental bodies and judicial bodies to comply with lawful requests, including those related to national security or law enforcement.
  • Parties to corporate transactions under appropriate protections.

Where Do We Process Your Personal Data?

Your personal data may be processed and transferred to the United States and other countries that may not offer the same level of data protection as your country of residence, including the European Economic Area. However, appropriate safeguards will be implemented to ensure compliance with applicable data protection laws. Where required, Standard Contractual Clauses approved by the European Commission or relevant supervisory authorities will govern such transfers to ensure adequate protection of personal data.

What Is Our Justification for Processing Your Personal Data?

We only process your personal data when we have a valid legal reason to do so. This may include situations where it is necessary to take steps before entering into an employment agreement with you, to meet our legal obligations, or where you have given your explicit consent—for instance, for optional communications or participation in surveys. In other cases, we may rely on our legitimate business interests, such as assessing your suitability for roles, managing the recruitment process effectively, improving our systems and practices, or maintaining the security of our operations.

When we rely on legitimate interests, we ensure that these do not override your fundamental rights and freedoms. If we are required by law to collect certain data from you, not providing it may affect our ability to move forward in the recruitment process.

Where consent is the basis for processing, you may withdraw it at any time, though this will not affect any processing already carried out before your withdrawal.

Security of Personal Data Processed

We are dedicated to safeguarding the security of your personal data. To ensure its protection, we implement a combination of reasonable physical, technical, and administrative safeguards designed to prevent unauthorized or improper access, use, or disclosure. These measures are regularly reviewed and updated to stay aligned with best practices and evolving security standards.

International transfers

We may transfer candidate data internationally. For transfers from the EEA, UK, or Switzerland we use Standard Contractual Clauses with the UK or Swiss addenda as required and complete transfer risk assessments.

How long we keep candidate data

If hired. Your application materials move to your personnel file and are kept per our employee retention schedule.

If not hired. We generally retain your data for two years to show fair hiring. However, for candidates applying for roles in the United States, recruitment records are retained for three years to comply with federal legal obligations. In all locations, these periods may be extended if required by local law.

Talent pool. With your consent, we keep your profile for up to two years, and you can withdraw at any time.

Your rights and how to use them

  • Access, correction, deletion, and portability, where available by law.
  • Object or restrict processing in certain cases in the EU and UK.
  • Withdraw consent for background checks or talent pool at any time.

Appeal a Denied Rights Request: In certain jurisdictions, you may have the right to appeal our decision if we deny your request. We will provide you with information on how to submit an appeal and will respond within the timelines required by applicable law.

Use an Authorized Agent: Where permitted by law, such as in California, you may use an authorized agent to submit a rights request on your behalf. We will require the agent to provide proof of your written authorization to act on your behalf.

To use your rights, email [email protected] or use our web form. Residents of the EEA and UK also have the right to lodge a complaint with a supervisory authority in their country of habitual residence, place of work, or where an alleged infringement occurred.

Security

We apply administrative, technical, and physical safeguards appropriate to the nature of candidate data and the risks of processing.

Accessibility

If you need this notice in an alternative format, contact [email protected].

Changes to this notice

We may update this notice from time to time. The version and effective date appear at the top to ensure transparency.