Applicant, Employee, and Contractor Privacy Notice

“Airtable,” “we,” “us,” and “our” refer to Formagrid Inc dba Airtable, along with its affiliates and subsidiaries, including Formagrid UK Limited, Formagrid Australia Pty Ltd, and Formagrid Canada Limited. Your employing entity acts as the controller of your personal data.

“you” and “your” refer to, as applicable, applicants, employees, and contractors of Airtable.

“personal data” refers to data that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual. It does not include aggregated or de-identified data that is maintained in a form that is not capable of being associated with or reasonably linked to you.

“human resources operations” refers to operations relating to an individual’s employment or engagement as a contractor, including recruiting, hiring, promotion, retention, and termination activities, from submission of an application or proposal, throughout the course of the individual’s employment or engagement, and following such employment or engagement.

Identifiers, including your name, address, phone number, email address, photograph, and date of birth;

Government-issued identification numbers, such as your passport number, driver’s license number, Social Security number, Social Insurance Number, tax ID, or other government-issued identification number;

Professional and education information, such as information that may be recorded on a resume/CV or application form, or a public professional website (e.g., LinkedIn); information from reference letters, reference checks, and interview notes; information about your employment status and history, including positions held, evaluations, performance reviews, disciplinary records, promotions/demotions, and awards or commendations earned; education, including degrees received; professional qualifications; language abilities; and information about training and courses completed or attended;

Compensation information, including salary, pay level, authorized deductions, expense reports, and other payroll information; and timesheets, hours worked, vacation time, sick time, and leaves of absence;

Financial information, such as your bank details for payroll;

Benefits information, including, if applicable, information on benefits enrollment forms, insurance coverage and claims information, and beneficiary information;

Internet or Network Activity, including internet usage, browsing history, and IP address;

Medical information, such as details of health and disability, including medical information, health insurance information, mental health, medical leave, and parental leave;

Demographic information, including information about marital status, national origin, or immigration status; and optional demographic information, such as race, gender, sexual orientation, preferred pronouns, or veteran status;

Background check information, including financial information related to credit checks, and data relating to criminal convictions, such as background checks on job applicants;

Other information, such as identification and security information like access card issuance and use, photographs, video surveillance, etc. used for security purposes; information relating to employee adherence to employment policies and to other security and internal control matters, including information collected through electronic monitoring; and other personal data you provide to us including dietary preferences, apparel sizes, and similar preferences used to provide company swag, gifts, and other initiatives; or

Information of third parties, such as contacts in case of an emergency, information about spouses and dependents as beneficiaries for benefits purposes, and contact information for providing references.

Directly from You. We collect personal data when you provide it directly to us, such as when you apply for a job, during the interview process, or when you otherwise engage or communicate with us, for example throughout the course of your employment or to make employment-related inquiries. 

Intra-Company Sites. Airtable may offer intra-company accessible sites, pages, messaging channels, blogs, forms, apps, wikis, or forums (“Intra-Airtable Sites”) where you can submit personal data such as your name and/or picture, in addition to the content you post.

Airtable Information Technology Systems and Networks. Airtable may collect certain personal data automatically through the course of your employment or engagement as a contractor, such as your Internet protocol (IP) address, inferred location based on your IP address or activities, device identifiers associated with your computer or device, mobile carrier and related information, activity logs, and other information about activities you engage in on Airtable property, equipment, accounts, systems, and networks. 

CCTV Footage. Airtable may monitor our premises using CCTV cameras. 

Surveys. From time to time, we may ask you to participate in voluntary surveys. If you decide to participate, you may be asked to provide certain data which may include personal data.

Contests. Occasionally, Airtable may run contests. We ask those who participate to provide personal data relevant to the contest.

Referrals. If you are referred for a job or contracting position, we may collect personal data from the individual who referred you.

Recruitment and Staffing Partners. We may collect personal data from recruitment and staffing partners we engage, or other jobs websites (e.g., LinkedIn) if you apply to us through those sources.

Other Sources. We may collect or receive personal data about you from other sources, including from references, opinions generated during the interview process, and data provided to us during performance reviews. We may also collect personal data through third-party services and organizations, to supplement data provided by you. For example, where permitted by law, we may conduct background checks on you prior to your employment or engagement with Airtable. This supplemental personal data allows us to verify data that you have provided to Airtable.

To assess your suitability, aptitude, skills, qualifications, and interests for employment or engagement with Airtable;

To communicate with you about the application process and/or your application;

To assist you with obtaining an immigration visa or work permit (where required and requested by you);

To take steps at your request prior to entering into a contract or other relationship with you (for example, after we have sent you a job offer, we need to process certain personal data in order to enter into an employment relationship with you);

Workflow management, including assigning, managing, and administering projects;

Human resources operations administration and communication;

Payroll and the provision of benefits;

For marketing purposes, we may use your photo and name with your permission;

Compensation, including bonuses and long-term incentive administration, stock plan administration, compensation analysis, including monitoring overtime and compliance with labor laws, and company recognition programs;

To send you gifts or cards, or provide you with other perks;

To pursue our legitimate interests as a company (for example, fraud prevention, network and information security, disclosure to affiliated organizations for administrative tasks, employee monitoring for safety or management, whistleblowing schemes, enforcement of legal claims, and research purposes);

Job grading activities;

Performance and employee development management;

Organizational development, headcount planning, and succession planning;

Benefits and personnel administration;

Absence management, including considering and processing leaves of absence;

Helpdesk and IT support services;

Internal and/or external or governmental compliance investigations;

Internal or external audits or investigations;

Where it is necessary for the establishment, exercise or defense of legal claims; 

Diversity and inclusion initiatives;

Restructuring and relocation;

Emergency contacts and services;

Employee safety;

To comply with our legal obligations;

Processing of employee expenses and travel charges;

Acquisitions, divestitures, and integrations; and

As you otherwise agree or consent. 

Vendors and Service Providers. We may disclose personal data to vendors and service providers. The types of service providers with whom we entrust personal data include service providers of: (i) IT and related services; (ii) processing and maintenance services relating to our human resources operations, such as Human Resources Information Systems (HRIS) and background check providers; and (iii) technology supporting our business operations.

Benefits Providers. In providing benefits to our workforce, we must disclose certain personal data to benefits providers.

Affiliates and Subsidiaries. We may share personal data within the Airtable group of companies for our internal business purposes.

Other Individuals. When you post content to the Intra-Airtable Sites, other individuals may be able to see that data. If you choose to submit content to any public area of the Intra-Airtable Sites, such content will be considered “public” and will not be subject to the privacy protections set forth in this Privacy Notice.

References Requested by Other Individuals. We may provide a full reference, with your authorization, or a limited reference regarding your job title and dates of employment to parties requesting an employment reference.

Disclosures Required by Law or to Protect Us or Others. We may access, preserve, and disclose your personal data if we believe doing so is required or appropriate to: (i) comply with a legal obligation to which we are subject, for example a requirement under applicable tax or insurance law; (ii) comply with law enforcement or national security requests and legal process, such as a court order or subpoena, or investigation request; (iii) protect your, our, or others’ rights, property, or safety; (iv) to enforce Airtable policies and contracts; (v) to collect amounts owed to us; (vi) when we believe disclosure is necessary or appropriate to prevent financial loss or in connection with an investigation or prosecution of suspected or actual illegal activity; or (vii) if we, in good faith, believe that disclosure is otherwise necessary or advisable.

Merger, Sale, or Other Asset Transfers. If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another entity, then your personal data may be transferred as part of such a transaction as permitted by law and/or contract.

Contract Performance. Processing is necessary for the performance of the employment or services contract, relationship, or engagement (for example collecting bank details to pay your salary or processing information to provide you with the contractual benefits to which you are entitled);

Legal Obligation. Processing is necessary or mandatory for compliance with a legal obligation (for example, disclosing personal data to the relevant tax and social security authorities, making statutory payments, avoiding unlawful termination, avoiding unlawful discrimination, meeting statutory record keeping requirements or health and safety obligations);

Legitimate Interest. Processing is necessary or mandatory for realizing a legitimate interest (for example where Airtable has an identified legitimate interest in ensuring fair and effective recruitment of suitable personnel and the effective reward, administration, support, development and management of staff); and

Vital Interest. Processing is necessary or mandatory to protect the vital interests of an applicant, employee, contractor, or other person.

Right to Know. You can ask us to give you information about our collection and use of your personal data, including providing you the specific pieces of personal data we collected about you.

Right to Delete. You can ask us to delete your personal data that we collected from you, subject to certain exceptions.

Right to Correct. You can ask us to correct any inaccurate personal data we have about you.

You may have an authorized agent make a request on your behalf, but we will require proof of authorization from the agent, and you must verify your identity with us and confirm that you gave the agent permission to submit the request on your behalf.

Right of Access. You can ask us to give you information about our collection and use of your personal data, including providing a copy of your personal data in a commonly used, machine-readable format.

Right to Erasure. You can ask us to delete your personal data, subject to certain limitations.

Right to Rectification. You can ask us to correct any inaccurate or incomplete personal data that we have about you.

Right to Object. You can object to our processing of your personal data that we undertake for tasks in our legitimate interests.

Right to Restriction of Processing. You can request that we stop certain processing of your personal data because: (1) you contest the accuracy of it or believe our processing is unlawful; or (2) we only need the personal data for our legal claims or are evaluating your objection request.

Right to Withdraw Consent. Where processing is based on your consent, you have the right to withdraw it. Such withdrawal will not affect personal data previously processed with your consent.

You also have the right to lodge a complaint with your local supervisory authority. You can find information about your data protection authority here.

Right to Access. You can ask us to confirm that we have personal data about you and provide you a copy of that data.

Right to Correct. You can ask us to correct any inaccurate or incomplete personal data that we have about you.

Right to Access. You can ask us to confirm that we have personal data about you and provide you a copy of that data.

Right to Correct. You can ask us to correct any inaccurate or incomplete personal data that we have about you.

Right to Withdraw Consent. Where processing is based on your consent, you have the right to withdraw it. Such withdrawal will not affect personal data previously processed with your consent.