Effective Date: April 22, 2024
At Yardi, we strive to take care of our clients, take care of our employees, take care of our communities, stay focused, and grow.
We respect your privacy and are committed to protecting the personal information you share with us. We developed this Careers Privacy Notice (the “Privacy Notice”) to inform you of how Yardi will use the personal information you submit through the career opportunities section of the Yardi website, or to Yardi in any other way, as part of a job application or job search process (“Application Information”).
All Application Information you submit to Yardi Systems, Inc., and its affiliated entities (“Yardi”) is collected by Yardi in the United States, as well as the jurisdiction where the contact for the position is located. Application Information may be shared with our affiliates in other jurisdictions for employment consideration purposes. Submitting your Application Information is voluntary. However, if you choose not to submit your Application Information, our ability to consider you as a candidate may be limited. We will ask for your consent before we obtain additional information from third party agencies, and will, where required by law, notify you of the information received from those third parties.
This Privacy Notice does not create or form part of any employment contract.
If you have questions about this Privacy Notice, please contact us using the information below.
What Personal Information is collected through the application process?
Personal information means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. In some circumstances, it does not include deidentified, anonymized or aggregate information or public information lawfully available from governmental records. In the course of the job application process, we may collect the following categories of personal information from you for the following purposes:
Sources of personal information
We collect personal information from you when you apply for a job and throughout the job application or recruitment process. We may also collect your personal information from other sources and combine it with the personal information you provide us. For example, we may collect your personal information from:
· Job board websites you may use to apply for a job with us;
· Prior employers that provide us with employment references;
· Professional references that you authorize us to contact;
· Pre-employment screening services, such as background check providers (where permitted by law);
· Employment agencies and recruiters;
· Your educational institutions;
· Other Yardi personnel.
Legal bases for processing personal information
Certain data protection laws, including European and UK data protection laws, require that we inform you of the legal bases (or legal ground) on which we process your personal information.
There are various grounds on which we can rely when processing your personal information. In some contexts, more than one ground applies. In the table below, we have summarized the grounds most relevant in the recruitment context and what those terms mean.
| Term | Ground for processing | Explanation |
| Legal obligation | Processing necessary to comply with our legal obligations | Ensuring we perform our legal and regulatory obligations. For example, example, providing a safe place of work and avoiding unlawful discrimination. |
| Legitimate Interests | Processing necessary for our or a third party’s legitimate interests | We or a third party have legitimate interests in carrying on, managing and administering our respective businesses effectively and properly and in connection with those interests processing your data. Your data will not be processed on this basis if our or a third party’s interests are overridden by your own interests, rights and freedoms. |
| Consent | You have given specific consent to processing your data | In general, processing of your data in connection with our recruitment practices will not be conditional on your consent. But there may be occasions where we seek consent to process your information. |
| Performance of a contract with you | Processing necessary for performance of a contract with you or to take steps at your request to enter a contract | This covers carrying out our contractual duties and exercising our contractual rights. |
| Vital Interests | Processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent | This ground will apply in exceptional circumstances, for example in the case of an emergency were emergency medical treatment is required. |
Processing sensitive personal information
If we process sensitive personal information about you, as well as ensuring that one of the grounds for processing mentioned above applies, we will make sure that one of the grounds for processing sensitive personal information applies too. In outline, these include:
- where you have provided your explicit consent;
- where the processing is necessary for the purposes of your or our obligations and rights in relation to employment in so far as it is authorized by law or collective agreement (“Employment Obligations”);
- processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent;
- where the processing relates to data about you that you have made public (e.g., if you tell colleagues that you are ill);
- where the processing is necessary for the purpose of establishing, making, or defending legal claims (“Legal Claims”).
Specific information on the personal data we process, our purposes and legal bases
More specific information on our purposes of processing, examples of the data and the grounds on which we process data are set out in the table below. The examples below cannot, of course, be exhaustive.
| Purpose of Collection | Category of Personal Information | Legal Basis |
| Recruiting management. Managing recruitment generally, such as: -operating the careers website we maintain at: https://careers.yardi.com/ or any other site to which this Privacy Notice is posted (“Careers Site”); -recruiting, interviewing and evaluating job candidates; -conducting background checks and other pre-employment screening (where permitted by law); -analyzing and improving our application and recruitment processes; -accommodating disabilities or health conditions; -communicating with you regarding your candidacy, opportunities with Yardi or about the Careers Site and any changes to applicable terms or policies; and -other business operations. | Contact information and other identifiers – such as name, postal address, phone number, email address, account name, Social Security number, driver’s license number, passport number, employee ID number, or other similar identifiers. | Performance of a contract with you Legal obligation Legitimate interests |
| Compliance, safety and protection, such as: -complying with or monitoring compliance with legal and other requirements, such as tax, audit, recordkeeping, reporting, verifying identity and eligibility to work, and equal opportunities monitoring requirements, where applicable; -complying with internal policies and procedures; -complying with lawful requests and legal process, such as to respond to subpoenas or requests from government authorities; -protecting our, your or others’ rights, safety and property, including by complying with applicable public health guidelines and requirements, including, without limitation, guidance from the Centers for Disease Control or other public health authorities relating to the prevention and control of COVID-19 or other infectious diseases; -investigating and deterring against fraudulent, harmful, unauthorized, unethical or illegal activity, or conduct in violation of our policies or procedures; -controlling access to and monitoring our physical premises (e.g., by requiring health screenings to access offices/facilities); -pursuing legal rights and remedies, including investigating, making and defending complaints or legal claims; administering and enforcing internal policies and procedures; and -providing information to government authorities, law enforcement, courts or private parties where we have a good-faith belief it is necessary for the foregoing purposes. | Information from job application materials or recruiters – such as your job application, resume or CV, cover letter, writing samples, references, work history, education transcripts, whether you are subject to prior employer obligations, and information that referrers provide about you. | Legal obligation Legitimate interests |
| Analytics. -Creating anonymous, aggregated or de-identified data that we use and disclose to analyze our application and recruitment activities, business and for other lawful business purposes. We do not to attempt to reidentify deidentified information derived from personal information, except for the purpose of testing whether our deidentification processes comply with applicable law. | Professional qualifications – such as licenses, permits, memberships, and certifications. | Legal obligation Legitimate interests |
| To comply with applicable law, manage risk, and other legitimate business and commercial purposes, including: -to assess your skills, qualifications and interests against our career opportunities; -to verify your information and conduct reference checks; -to conduct background checks if you are offered a job; -to communicate with you and inform you of career opportunities; -to create and submit reports as required by law or regulation; -to improve our recruitment process; -to fulfill Yardi’s legal obligations; and -for legal defense purposes as necessary. | Information from the application process – such as any phone-screens, interviews, evaluations and outcomes of recruiting exercises. Immigration status and other information that would allow us to verify your employment eligibility. Biographical information – such as name, gender/gender identity, pronouns, date of birth, professional history, references, language proficiencies, education details, and information you make publicly available through job search or career networking sites. Job preferences – such as desired position and compensation, location preferences and willingness to relocate. Employment history – such as your prior employers, how long you worked with each of your prior employers, and your prior positions. Background check information – such as information necessary to complete background, drug/alcohol and/or other checks when permitted by law, and information received during these checks. Information needed to understand and assess accommodation requests regarding potential disabilities or other health conditions. Medical information if you meet with us in-person, health symptoms, vaccination status and other screening information in connection with Yardi’s health and safety plans and protocols, including screening required to access Yardi offices/facilities and other measures designed to prevent the transmission of COVID-19 or other infectious diseases. Audio or video footage or call monitoring. Unique and online identifiers and information about the use of IT resources, such as IP address, browsing history, calls and emails sent or received. Inferences drawn from personal information. Information about related persons, such as emergency contacts. Other information you provide to us. | Legal obligation Legitimate interests |
This section generally describes our practices currently and during the preceding 12 months.
| Purpose/Activity | Type of personal data | Lawful basis See table above for lawful basis descriptions |
| Administering your contract including entering it, performing it and changing it | Identity Data Contact Data Applicant Data Communications Data Including information on your terms of employment or engagement, your pay and benefits, your participation in pension arrangements, life and medical insurance and any bonus or share scheme. | Performance of a contract with youLegal obligation Legitimate interests |
| Contacting you or others on your behalf | Identity Data Contact Data Communications Data Spouse and Dependent data | Performance of a contract with youLegitimate interests |
| Physical and system security | Security and Access Data IT Data Including CCTV images and records of use of swipe and similar entry cards / systems. To the extent required or permitted by local law, records of your use of our systems including computers, phones and other devices and passwords. | Legitimate interestsLegal obligations |
| Providing information to third parties in connection with transactions that we contemplate or carry out | Applicant data Including information on your application that may be required by a party to a transaction such as a prospective purchaser, seller or provider of outsourced services. | Legitimate interests |
| Monitoring of diversity and equal opportunities | Background Data Sensitive Personal Data Specifically, to the extent required or permitted by local law, information on your nationality, racial and ethnic origin, gender, disability, age, and other diversity markers. | ConsentLegitimate interestsLegal obligationsIn relation to Sensitive Personal Data: Employment obligations and Consent |
| Monitoring and investigating compliance with law, regulations policies, codes of practice and rules both generally and specifically | Contact Data Applicant Data Background Data Ethics Reporting Data IT Data Security and Access Data Communications Data Sensitive Personal Data We expect our staff to comply with our policies and rules and monitor our systems to check compliance. If we have specific concerns about compliance, we may check systems and other data to look into those concerns (e.g. log in records, records of usage and emails and documents, CCTV images). We may from time to time conduct investigations if we receive any report of non-compliance with the law and regulations or with our codes of practice, policies and rules. | Legitimate interestsLegal obligation In relation to Sensitive Personal Data: Employment obligations and Legal Claims |
| Disputes and legal proceedings | Contact Data Applicant Data IT Data Communications Data Sensitive Personal Data Any other information relevant or potentially relevant to a dispute or legal proceeding affecting us. | Legitimate interestsWe process your personal information when cooperating with public and government authorities, courts or regulators in accordance with our legal obligations under applicable laws, to the extent this requires the processing or disclosure of personal information to protect our rights, pursuing remedies available to us and limiting our damages, complying with judicial proceedings, court orders or legal processes, or to respond to lawful requests. In relation to Sensitive Personal Data: Legal Claims |
| Emergency medical treatment | Family Data Health Data Any other information required to notify your close contact(s) of any incident at Yardi and to allow responsible people to administer emergency medical treatment. | Vital interests |
| Acquisitions, divestitures and integrations; restructuring and relocation | Contact Data Applicant Data Background Data Ethics Reporting Data IT Data Security and Access Data Communications Data Sensitive Personal Data Information will be processed and potentially shared with a third party (such as a purchaser of the business) relating to your role – as relevant to the particular context. | Legitimate interestsIn relation to Sensitive Personal Data: Employment obligations, or in limited cases Consent |
It is your responsibility to obtain consent from references before providing their personal information to us.
If you accept employment with Yardi, Application Information will become part of your employment record and will be used for employment purposes.
Yardi conducts background checks on all employees once they have completed the application process and are offered a job at Yardi. Employment at Yardi is contingent upon the completion of a satisfactory background check. If something on your background check appears to be a reason that Yardi cannot hire you, we will notify you that we may not be able to offer you a position because of that information. We will also provide you with a copy of your background check, and we will provide you with information on the process for correcting a record.
Sensitive personal information and protected classification characteristics
With the possible exception of “contact information,” “job preferences,” and “employment history,” all of the categories above include, or contain information from which it may be possible to infer, sensitive personal information (which is subject to special protection under certain data protection laws) or characteristics of protected classifications under California or federal law (if applicable). We do not use or disclose sensitive personal information in ways subject to California residents’ right to limit use or disclosure of sensitive personal information under the CCPA.
Disclosing personal information
We may disclose your personal information to the following parties to facilitate one or more of the purposes described above:
· Affiliates. Our corporate parent, subsidiaries, and other affiliates under the control of our corporate parent, for purposes consistent with this Privacy Notice or to operate shared infrastructure, systems and technology.
· Service providers. Companies that provide us with services that help us manage the recruiting process and operate our business, such as job boards, recruiters, interviewing and testing, pre-employment screening, interview travel booking and expense reimbursement (where applicable), relocation (where applicable), and recruitment analytics. A list of our service providers can be found here: https://resources.yardi.com/legal/yardi-service-providers/.
· Government authorities, law enforcement and others. Government authorities, law enforcement, courts, and others for the purposes described in the Compliance, safety and protection section above.
· Business transfers. Parties (and their advisors) to transactions and potential transactions pursuant to which we sell or transfer some or all of our business or assets, including your personal information, such as a corporate divestiture, merger, consolidation, acquisition, reorganization or sale of assets, or in the event of bankruptcy or dissolution.
· Professional advisors. Lawyers, immigration advisors, and other outside professional advisors who require your information in the course of providing their services.
· Other parties not listed above but that are identified at or before the point at which we collect your personal information.
This section generally describes our practices currently and during the preceding 12 months. You should assume that each category of personal information we collect may be disclosed, and may have been disclosed during the preceding 12 months, to each category of other parties listed above in this section.
Data Transfers
Yardi is a global business. We are headquartered in California in the United States and have offices across North America. We also have entities located within the European Economic Area (EEA), the United Kingdom (UK), the United Arab Emirates, Australia, India, Hong Kong, Singapore, Japan and China.
Therefore, in connection with our business and for employment, administrative, management and legal purposes we may process and transfer the personal information that we collect about you outside the country in which you are located.
When we transfer your personal information to members of our group or to our service providers outside the EEA or the UK, we will ensure that the transfer is lawful and that there are appropriate security arrangements in place. We have entered into agreements ensuring appropriate and suitable safeguards with our group members and service providers in those countries. Those agreements incorporate standard contractual clauses approved for such transfers by the European Commission or other approved transfer mechanisms.
You may request information about the safeguards that we have put in place in respect of transfers of personal data by contacting us as described in the Contacting Us section below.
Data Retention
The criteria for deciding how long to retain personal information is generally based on whether such period is sufficient to fulfill the purposes for which we collected it as described in this Privacy Notice, including complying with our legal record retention obligations and for other compliance, protection, and safety purposes described above. Application Information is retained in accordance with applicable law. We may also retain Application Information to consider you for other jobs for which you may be qualified.
How does Yardi keep your Personal Information secure?
Yardi is committed to protecting the security of any personal information you provide to us. Yardi uses appropriate administrative, technical, and physical security measures to protect any such information you submit. Despite these protections, no electronic transmission over the Internet or information storage technology can be guaranteed to be completely secure, so you should take appropriate precautions before deciding what information you send us in this way.
If you wish to correct, update, change, or erase the information you submit on the applicant portal you can go back to the applicable registration page or web form to edit your record. For additional information or problems accessing your information from such page, call us at (800) 866-1124, or contact us using our Privacy Feedback form.
Subject to applicable law, you may have the right:
- to request access to the personal data about you that we process;
- to request that we rectify or update your personal data that is inaccurate, incomplete or outdated;
- to request that we erase your personal data in certain circumstances;
- to request that that we restrict the use of your personal data;
- to request a copy of the personal data (that you provided to us) to you in a structured, commonly used and machine readable format in certain circumstances;
- to object to us processing your data.
If we have relied on consent as a ground for processing, you may withdraw consent at any time – though if you do so that will not affect the lawfulness of what we have done before you withdraw consent.
If you wish to exercise any of your data protection rights or if you consider that we have processed your personal data in violation of applicable law, please contact us as detailed in the “How to contact us” section below.
For EEA/UK/Swiss applicants: If you consider that we have processed your personal data in violation of applicable law and failed to remedy such violation to your reasonable satisfaction, you may also lodge a complaint with the data protection supervisory authority in your country. You can find contact details for data protection authorities in the EEA here, and the UK here.
For California residents: For purposes of this Privacy Notice, “Personal Information” and “Sensitive Personal Information” have the meanings given in the California Consumer Privacy Act of 2018 (as amended from time to time, the “CCPA”).
Your California privacy rights
California residents have the rights listed below under the CCPA. However, these rights are not absolute, and in certain cases we may decline your request as permitted by law.
· Information. You can request the following information about how we have collected and used your personal information during the past 12 months:
o The categories of personal information that we have collected.
o The categories of sources from which we collected personal information.
o The business or commercial purpose for collecting or selling personal information.
o The categories of third parties to which we disclose personal information.
o The categories of personal information that we sold or disclosed for a business purpose.
o The categories of third parties to whom the personal information was sold or disclosed for a business purpose.
· Access. You can request a copy of the personal information that we have collected about you.
· Deletion. You can ask us to delete the personal information that we have collected from you.
· Correction. You can ask us to correct inaccurate personal data that we have collected about you.
· Opt-out of sales or sharing of personal information. California residents can opt-out of any “sale” of their personal information or “sharing” of personal information for cross-contextual behavioral advertising as such terms are defined under the CCPA. We do not sell or share personal information of applicants in the manner restricted by the CCPA and have not done so in the preceding 12 months. The CCPA requires that we state whether we have actual knowledge that we sell or share personal information of employees under the age of 16 and we have no such actual knowledge.
· Nondiscrimination. You are entitled to exercise the rights described above free from discrimination as prohibited by the CCPA, including exercising such rights without retaliation.
You may submit requests to exercise your rights our Privacy Feedback form. We cannot process your request if you do not provide us with sufficient detail to allow us to understand and respond to it. We may need to verify your identity to process your information/know, access, deletion, and correction requests, and we reserve the right to confirm your current California residency. We may require identity verification by requiring you to log into an online account for candidates if you have one, provide information that can help us verify your identity, provide government identification, and/or provide an affidavit under penalty of perjury.
Your authorized agent may make a request on your behalf upon our verification of the agent’s identity and our receipt of a copy of a valid power of attorney given to your authorized agent pursuant to California Probate Code Sections 4000-4465. If you have not provided your agent with such a power of attorney, you must provide your agent with written and signed permission to exercise your CCPA rights on your behalf, provide the information we request to verify your identity, and provide us with confirmation that you have given the authorized agent permission to submit the request.
California statutory categories
For each category of personal information listed above in Section 2.1 (repeated in bold below), the CCPA (Cal. Civ. Code Section 1798.140(v)(1)) requires us to identify the following statutory categories to which it corresponds:
· Contact information: Identifiers, Professional or employment-related information
· Information from job application materials or recruiters: Identifiers, Professional or employment-related information, Education information
· Professional qualifications: Identifiers, Professional or employment-related information
· Information from the application process: Identifiers, Professional or employment-related information, Education information
· Immigration status: Identifiers, Professional or employment-related information, Education information
· Biographical information: Identifiers, Professional or employment-related information, Education information
· Job preferences: Identifiers, Professional or employment-related information
· Employment history: Identifiers, Professional or employment-related information
· Background check information: Identifiers, Professional or employment-related information, Education information
· Information needed to understand and assess accommodation requests regarding potential disabilities or other health condition: Identifiers, California customer records (Medical information), Professional or employment-related information
· Medical information: Identifiers, California customer records (Medical information), Professional or employment-related information
Third parties
This Privacy Notice does not address, and we are not responsible for, the practices of any third parties, which have their own rules for how they collect and use your personal information. Our links to third party websites or services are not endorsements.
Accessibility of our communications
We are committed to ensuring that our communications are accessible to people with disabilities. To make accessibility-related requests or report barriers, please contact us using the Privacy Feedback form.
Changes to this Privacy Notice
We reserve the right to change this Privacy Notice at any time. The “Effective Date” heading at the top of this Privacy Notice indicates when it was last revised. Any changes will become effective when we post the revised notice on our Careers Site.
Your obligations
Apart from your obligation to provide complete and accurate information in the recruiting process, it is your responsibility to ensure that information you submit does not violate any third party’s rights.
You should keep your personal information on file with us up to date and inform us of any significant changes to it.
Contacting Us
For more information about our privacy practices, or if you would like to exercise any of your rights, please contact us using the Privacy Feedback form or by using any of the methods below:
| Country | Representative |
| North America | By phone: +1 (805) 699-2040 / 1 (800) 866-1124 By web form: Privacy Feedback In writing at: Attention – DPO 430 S. Fairview Santa Barbara, CA 93117 |
| EEA | By web form: Privacy Feedback In writing: Attention – DPO Vesta Building, Herikerbergweg 195 Amsterdam, NH 1101 CN, Netherlands |
| United Kingdom | By web form: Privacy Feedback In writing: In writing at: Attention – DPO Room 1.01, Scott House, The Concourse, Waterloo Station London SE1 7LY, United Kingdom |