Applicant and Candidate
Privacy Policy
Last updated: December 10th, 2025
1. Introduction
1.1 Pharmbills LLC (“the Company”) is committed to protecting the privacy of individuals who apply for roles with us and to handling personal data responsibly, transparently, and securely.
1.2 This Applicant and Candidate Privacy Policy (“the Policy”) explains how we collect, use, disclose, store, and protect personal data relating to applicants and candidates during the recruitment and hiring process.
2. Scope
2.1 This Policy applies to all applicants and candidates who apply for contractor opportunities with us, whether directly through our website, via email, through third-party recruitment platforms, or through recruitment agencies.
3. Personal Data We Collect
3.1 We may process the following categories of personal data (as applicable to your relationship with us):
3.1.1 Identification and contact details (e.g. full name, address, phone number, email, date of birth, identification number, marital status);
3.1.2 Application data (e.g., CVs/resumes, cover letters, job/cooperation application forms, qualifications, skills, employment history, portfolios, interview notes, assessment results);
3.1.3 Background verification data, if required and lawful (e.g., references, verification of education or prior employment);
3.1.4 Technical and system data collected through our recruitment platforms (e.g., device information, log data, usage information);
3.1.5 Information obtained from third parties, such as LinkedIn, job boards, publicly available professional profiles, or recruitment agencies, where applicable; and
3.1.6 Information required by law (e.g. race and ethnicity information, health information necessary for accommodations);
4. Lawful Basis for Processing
4.1 We may process your personal data to fulfil our obligations to you. We will only process your personal data:
4.1.1 With your explicit consent;
4.1.2 where it is necessary to carry out actions for the conclusion or performance of a contract with you;
4.1.3 Where it is necessary for us to comply with a legal obligation; or
4.1.4 Where we can show legitimate grounds for processing your personal data.
5. How We Use Applicant and Candidate Personal Data
5.1 We may process personal data for the following purposes:
5.1.1 Conducting and administering the recruitment and selection process;
5.1.2 Assessing qualifications, experience, and suitability for a role;
5.1.3 Contacting you regarding your application and the hiring process;
5.1.4 Conducting interviews, assessments, and background verification checks (where lawful and appropriate);
5.1.5 Maintaining a talent pool for future opportunities (where permitted with your consent);
5.1.6 Analyzing and improving our recruitment practices;
5.1.7 Complying with legal, regulatory, or audit requirements; and
5.1.8 Establishing, exercising, or defending legal claims.
6. Data Sharing and International Transfers
6.1 We may share personal data with:
6.1.1 Affiliated companies within our group, where necessary for recruitment or workforce planning;
6.1.2 Recruitment service providers, background screening vendors, assessment platforms, and other service providers who support our hiring process;
6.1.3 Professional advisors and auditors, where necessary; and
6.1.4 Regulators, government bodies, or law enforcement, where required by law.
6.2 As we operate globally, your personal data may be transferred to and processed in countries outside your place of residence. When doing so, we take reasonable steps to ensure that your personal data is handled securely and in accordance with this Policy and applicable privacy laws. We utilize a variety of mechanisms to ensure the security and legitimacy of these transfers.
7. Data Security
7.1 Security is critical to our objectives, and we take the security of personal data as a priority. We use up-to-date industry standards and practices to protect personal data from loss, misuse, and unauthorized access or disclosure. These steps take into account the sensitivity of the personal data we collect, process, and store, and the current state of technology. Given the nature of communications and technology, we cannot guarantee that personal data in our care will be absolutely safe from intrusion by others during transmission through the internet or while stored on our systems or otherwise.
7.2 We require our partners with whom we share personal data to implement appropriate security measures to protect your personal data. However, when you click a link to a third-party site, you will be leaving our site, and we don’t control or endorse what is on third-party sites.
8. Retention
8.1 We retain applicant and candidate personal data only for as long as necessary to fulfil the recruitment purposes for which it was collected or as required by applicable laws.
8.2 If you are not selected for a role, we may retain your information for a limited period to consider you for future opportunities, unless you request otherwise or applicable law requires us to obtain your consent.
8.3 When the retention period expires, personal data will be securely deleted, anonymized, or otherwise disposed of in accordance with our data retention practices.
9. Cookies
9.1 We will ask for your explicit consent to allow any cookies which identify you, your location or profile you before we place them on your device. We may use “cookies” or other technologies or files (collectively, “cookies”) to identify how visitors make use of our website and platform. This aggregated tracking of personal data may be used to help us improve and enhance the website and platform experience for all of our users. In addition, cookies are used for adjusting the website and platform to your personal preferences. Cookies contain personal data such as the pages you visited, the length of time you stayed on the website or platform, the location from which you accessed the website or platform and more.
9.2 If you would prefer not to have cookies stored on your computer, you may reject non-necessary cookies through our website banner, modify your browser settings to reject most cookies, or manually remove cookies that have been placed on your computer. However, by rejecting the cookies, you may be unable to fully access the offerings on our website or platform. To find out more about cookies, visit www.allaboutcookies.org.
10. Your Rights
10.1 You have the right to:
10.1.1 Be informed about the processing of your personal data;
10.1.2 Access the personal data we hold about you;
10.1.3 Request rectification of inaccurate or incomplete personal data;
10.1.4 Request erasure of personal data in certain circumstances;
10.1.5 Request restriction of processing in certain circumstances;
10.1.6 Object to processing based on legitimate interests;
10.1.7 Withdraw consent where consent is the lawful basis;
10.1.8 Exercise data portability rights where applicable; and
10.1.9 Not be subject to a decision based solely on automated processing.
10.2 Requests to exercise your rights can be made by contacting us at privacy@pharmbills.com.
11. Contact Information
11.1 If you have any questions about this notice or wish to exercise your data subject rights, please contact our Data Protection Officer:
Pharmbills LLC
Email: privacy@pharmbills.com
Address: 8 The Green, Suite A, Dover, DE, USA, 19901