Policies

Rubrik Employment Candidate Privacy Notice

Last updated: December 3, 2021

Thank you for your interest in employment opportunities at Rubrik.

This Privacy Statement describes how Rubrik, Inc., a corporation located at 3495 Deer Creek Road, Palo Alto, CA 94304 (“Rubrik” or “we”) will collect, process, and use the personal data you submit when applying for a position with Rubrik or one of our affiliates. The specific entity you are applying to work for is part of a wider group of affiliated companies with the headquarters at Rubrik (the “Rubrik Group”). In this Notice, “personal data” means any information relating to you, that identifies you, or could reasonably be used to identify you.

What Personal Data Do We Process?

We will collect, process and use the following types of personal data which you provide as part of your initial submission or otherwise make available to Rubrik as part of the application process:

  • Identification information, such as your name, legal name, phone number, email address, date and place of birth, and address;
  • Experience information, such as education and work experience, contact details of your former/current employer, information about your educational background, your work experience and other experience; recommendations provided on your behalf by others; and
  • Data you submit, such as the information you provide in an application form, CV or resume or public profile, including any photographs or videos, writing samples, or other written materials, you share with us.
  • Data provided by third-party placement firms, recruiters, or job-search websites, where applicable;
  • Photograph, and images/audio/footage captured on CCTV or other video systems when visiting our office or captured in the course of recruitment events or interviews;
  • Data about your race / ethnicity / religion / disability / gender and self-identified LGBT+ status, or veteran status, for the purposes of government reporting where required; and,
  • Data about your race / ethnicity / religion / disability / gender and self-identified LGBT+ status, or veteran status, for the purposes of diversity and inclusion initiatives and for analytics.

If your application progresses, we may also collect and process the following:

  • Information collected as part of the interview process, such as notes taken from your interview; recording of your online interview for review by additional recruiters and hiring managers, and pre-employment tests; 
  • Background check information, such as information obtained through reference checks, education; prior employment; and where applicable, credit history, criminal records, drug testing or other data revealed during background check screenings subject to any further permissions or notifications required by applicable law; 
  • Recommendations provided on your behalf by others;
  • Disability information for the purposes of providing an accommodation;
  • Banking Information to reimburse you for interview related expenses where applicable,
  • Data required to facilitate pre-employment travel such as date of birth, legal name, and passport or visa;
  • Data generated by your participation in psychological, technical or behavioral assessments. You will receive more information about the nature of such assessments before your participation in any of them; and,
  • Information required to initiate employment, such as proof of eligibility to work in country (e.g., a passport or visa), tax information, bank account information, benefits eligibility information and other information you provide for the purposes of starting employment or performing an employment contract.

For What Purposes Do We Process Your Personal Data?

In summary, we will collect and use the personal data you provide to process your application for employment and comply with statutory obligations we have in relation to your application. Your personal data will be used and disclosed only for the legitimate business purposes of administering and evaluating your application and completing the on-boarding/new hire process, should you be offered and accept a position with a Rubrik company.

We will use your personal data for a variety of reasons linked to processing your application as set out below:

  • Administering and processing your application, including your identification, experience and other information you submit and, if your application progresses, any interview information and background check information;
  • Facilitate communication with you;
  • Perform administrative functions (e.g. interview organization, scheduling of travel, expense reimbursements where applicable;
  • Determining your suitability for the role for which you have applied or for similar roles within the Rubrik Group, including your identification, experience and other information you submit and, if your application progresses, any interview information and background check information;
  • Conducting background checks as part of your application, subject to applicable law, including your identification, experience and other information you submit, where and, if your application progresses, any interview information and background check information; 
  • Complying with applicable laws and employment-related requirements, including identification information and information required to initiate employment, for purposes such as confirming ability to legally work, setting up payroll, withholdings and benefits, and complying with statutory reporting requirements;
  • Perform data analytics including analysis of our applicant pool in order to better understand who is applying to positions at Rubrik and how to attract top talent;
  • Transfer your contact information to the Rubrik Careers Portal and ticketing systems as your interview progresses;
  • Transfer your contact information (only) so we can notify you about new positions that may be of interest to you and send an invitation for Rubrik recruiting events.  You will have the option to opt-out of receiving such messages if you choose; and,
  • Performance of legally-required reporting and responding to legal processes when appropriate.

From What Sources Will Rubrik Obtain Your Personal Data?

Rubrik may obtain data about you from the following sources:

  • From you when you submit resumes or other information online;
  • From other Rubrik affiliates;
  • From conversations with recruiters and interview with hiring managers and other Rubrik personnel, some of which may be recorded as well as from Internet searches that these individuals may perform (where allowed by applicable law, or that they may obtain from job search or professional networking sites (e.g. LinkedIn, Indeed, and similar sites) where you may have made data about yourself publicly available;
  • From previous employers;
  • From your university/college or similar program;
  • From social media (where allowed by applicable law);
  • From professional tests such as coding tests and similar;
  • From third-party recruiters, staffing companies, employee referrals, recruiting events, or websites where you are introduced to Rubrik. Rubik does not accept unsolicited resumes from 3rd party recruitment agencies, but does sometimes use such agencies subject to a written agreement. Any resume or other candidate information submitted outside of established candidate submission guidelines (including through the Careers website or via email to any Rubrik employee) and without a written agreement or otherwise will be deemed to be provided for Rubrik’s use, and no fee will be paid should the candidate be hired by Rubrik; and,
  • From background checks, as applicable. Where permitted by law, Rubrik may contract with a third party to perform a pre-employment background screening.  The content of background check information varies by country to comply with local requirements.

What Information Should be Submitted?

Resumes/CVs should include information relevant to your employment history and education (degrees obtained, places worked, positions held, relevant awards, and so forth). If you provide information about others (e.g., reference contact details), please first ensure you have informed them that you will be providing their information and that they are happy for you to provide it to us.

Generally, we recommend that you do not disclose sensitive personal characteristics (e.g., gender, height, weight, religion, philosophical or political beliefs, financial data, age) in your resume/CV or any materials you submit in support of your application.

Any misleading, false or willful omission of relevant information may be sufficient reason for refusal of employment, or suspension or dismissal from employment. Please submit only accurate information.

Who Will Have Access to Our Personal Data? Where Are They Located?

In general, access to your personal data will be restricted to minimize the number of people in Rubrik’s global organization who need it for the purposes set out in this privacy statement, which may include your potential future Rubrik managers and their designees, personnel in HR, IT, Compliance, Marketing, Legal, Finance and Accounting and Internal Audit.

As a global organization with global IT systems, your personal data may be transferred to other Rubrik offices (including remote working locations) as part of our global footprint. Rubrik has internal policies and practices to ensure an adequate level of protection is in place across Rubrik’s worldwide organization. Any transfers of your personal data to other Rubrik offices/remote work location (including transfers from within the European Economic Area (EEA) to outside the EEA) will be governed by our intracompany Data Processing and Transfer Agreement.

Who, Other than Rubrik, may Access Your Personal Data?

Your personal data may be shared with the following parties as necessary for the above purposes:

  • Other Rubrik Group companies: Rubrik Group companies share human resources and management decisions, and we may transfer your personal data to the hiring entity to make the hiring decision and to other entities within the group to monitor and ensure compliance with applicable policies and procedures and applicable laws;
  • Third-party service providers: Our service providers may carry out instructions relating to IT hosting services or similar functions, recruitment or workforce administration. Where required, they will be subject to contractual obligations to implement appropriate technical and organizational measures to safeguard personal data, and to process it only as instructed;
  • Government officials: Where legal reporting requirements may exist, or law enforcement agencies or private litigants in response to valid law enforcement process (warrant, subpoena, or court order); and,
  • Regulators, authorities and other recipients: These parties include courts and other public authorities, independent external advisers and internal compliance and investigation teams.

Only authorized Rubrik personnel (talent acquisition, human resources, legal, and appropriate managers) will have access to your personal data for the legitimate business purposes described in this Privacy Statement.

How Long is Your Personal Data Retained?

Rubrik will retain personal data no longer than is necessary to carry out the processing purposes described in this Privacy Statement and/or as required by applicable law.

We may, subject to different retention requirements under any applicable law, retain your information after the recruitment process is complete for a limited period of time to contact you about potential future opportunities.

We will delete your personal data when we no longer need it for the purposes outlined herein. Any personal data retained will be processed, used, disclosed, and stored in accordance with this Privacy Statement. If you do not want your information retained in the event that you are not offered a position, you can request deletion by contacting us. However, we may retain some of your information for longer as required or allowable by applicable law, or in an anonymized form for statistical purposes, or in other forms in order to meet statutory and regulatory requirements.

How Rubrik Protects Your Personal Data.

We maintain organizational, physical and technical security arrangements for all the personal data we hold. We have protocols, controls and relevant policies, procedures and guidance to maintain these arrangements taking into account the risks associated with the categories of personal data and the processing we undertake.

Contact Us

If you have questions or comments about how we will use your personal data, please contact privacy@rubrik.com.

Supplemental EEA and UK Candidate Data Processing Notice

This EEA and UK Candidate Data Processing Notice (this “Notice”) describes how Rubrik Ireland, Rubrik The Netherlands, B.V., Rubrik France SAS, Rubrik Switzerland GmbH, Rubrik Italy S.R.L., Rubrik Germany GmbH and Rubrik UK Limited depending on which entity is the prospective employer, will collect, process and use the personal data of candidates in the European Economic Area (EEA) or the United Kingdon (UK) as data controller. References below to the “GDPR” are to the European Union General Data Protection Regulation 2016/679.

What Are Our Legal Justifications for the Processing of Your Personal Data?

We process the personal data you submit in your initial submission on the basis of your consent, pursuant to GDPR Art. 6(1)(a).

We process any personal data that you provide as part of our follow-on interactions with you to comply with our legal obligations, pursuant to GDPR Art. 6(1)(c), and to pursue legitimate interests, including to evaluate your credentials to determine whether to hire you, pursuant to GDPR Art. 6(1)(f).

How Is Personal Data Protected in the Context of International Data Transfers?

Some recipients are located in countries for which the European Commission has not issued an adequacy decision in respect of the level of data protection there, namely: the U.S. and India. By entering into appropriate data transfer agreements based on standard contractual clauses as referred to in GDPR Art. 46(5) or other adequate means, we have established that all such recipients will provide an adequate level of data protection and that appropriate technical and organizational security measures are in place to protect personal data against accidental or unlawful destruction, loss or alteration, unauthorized disclosure or access, and against all other unlawful forms of processing. Any onward transfer (including to our affiliates outside the EEA) is subject to appropriate onward transfer requirements as required by applicable law.

What Are Your Rights in Respect of Your Personal Data?

Under the conditions set out under applicable law (i.e., the GDPR), you have the following rights:

  • Right of access: You have the right to obtain from us confirmation as to whether your personal data is being processed, and, where that is the case, to request access to the personal data. The access information includes, among other things, the purposes of the processing, the categories of personal data concerned, and the recipients or categories of recipients to whom the personal data have been or will be disclosed. You have the right to obtain a copy of the personal data undergoing processing. Subject to applicable law, we may charge a reasonable fee for copies, based on administrative costs.
  • Right to rectification: You have the right to obtain from us the rectification of inaccurate personal data concerning you. Depending on the purposes of the processing, you have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
  • Right to erasure (to be forgotten): You have the right to ask us to erase your personal data.
  • Right to restriction of processing: You have the right to request restriction of processing of your personal data, in which case, it would be marked and processed by us only for certain purposes.
  • Right to data portability: You have the right to receive your personal data which you have provided to us in a structured, commonly used and machine-readable format and you have the right to transmit the personal data to another entity without hindrance from us.
  • Right to object: You have the right to object, on grounds relating to your particular situation, at any time to the processing of your personal data by us and we can be required to no longer process your personal data. If you have a right to object and you exercise this right, your personal data will no longer be processed for such purposes by us. Exercising this right will not incur any cost. Such a right to object may not exist, in particular, if the processing of your personal data is necessary to take steps prior to entering into a contract or to perform a contract already concluded.

Please note that these rights might be limited under applicable national data protection laws. You also have the right to lodge a complaint with the competent supervisory authority. If you would like to exercise any of these rights, please contact us via the details listed below.

Contact Us

Any entity located outside the European Union will be represented by Rubrik, Inc.  If you have questions or comments about how we will use your personal data, please contact privacy@rubrik.com.

Legal Name

Incorporation / Country

Address

Rubrik, Inc.

US (Delaware)

3495 Deer Creek Road, Palo Alto, CA 94304

Rubrik International, Inc.

US (Delaware) 

3495 Deer Creek Road, Palo Alto, CA 94304

Rubrik Cloud Data Management International, LLC

US (Delaware)

3495 Deer Creek Road, Palo Alto, CA 94304

Datos IO Inc. (acquisition Feb 2018)

US (Delaware)

c/o 3495 Deer Creek Road, Palo Alto, CA 94304

Rubrik The Netherlands B.V. 

Netherlands

Hoogoorddreef 54 A, 1101BE Amsterdam (Rubrik office)

Rubrik UK Limited

UK 

c/o BDO, LLP 55 Baker Street, London, England W1U 7EU (BDO office, auditors)

Rubrik Cloud Data Management Limited

Ireland

c/o BDO 4th Fl, 103/104 O'Connell Street, Limerick, V94 AT85 (BDO office, auditors)

Rubrik France SaS

France

c/o Citco France SARL 8 avenue, Hoche 75008, Paris, France (Citco France office)

Rubrik Switzerland GmbH

Switzerland

c/o BDO AG Schiffbaustrasse 2, 8005 Zurich, Switzerland (BDO office, auditors)

Rubrik Italy S.r.l.

Italy

c/o BDO Viale Abruzzi 94, 20131, Milano (MI), Italia (BDO office, auditors)

Rubrik Germany GmbH

Germany

c/o Citco Deutschland GmbH Mainzer Landstraße 41,  60329 Frankfurt am Main Deutschland (Citco Germany office)

Rubrik Japan KK

Japan

#201, 3-22-10 Toranomon Minato-ku, Tokyo (office of Citco partner)

Rubrik Singapore Pte Limited

Singapore

10 Changi Business Park Central 2 #05-01 HansaPoint Singapore 486030 (Rubrik office)

Rubrik India Private Limited

India

Seventh Floor, Building 9, SEZ CESSNA Business Park,  Outer Ring Road, Kadubeesanahalli Village, Varthur Hobli, Bengaluru (Bangalore) Urban, Karnataka, 560087 (Rubrik office)

Rubrik Australia Pty Ltd

Australia

c/o Baker & McKenzie Level 19, 181 William Street, Melbourne, VIC 3000, Australia

Rubrik Cloud Data Management Inc.

Canada

c/o Stewart McKelvey  44 Chipman Hill, Suite 1000 Saint John, NB E2L 2A9 (office of Stewart McKelvey law firm)

Rubrik Cloud Data Management Mexico S. de R.L. de C.V.

Mexico

Avenida Insurgentes Sur 1915 - 602  Colonia Guadalupe Inn Alcaldía Álvaro Obregón Mexico City, zip code 01020 (Velderrain's office - accountants)

Rubrik Middle East FZ-LLC

UAE

Premises No.: EO29 Floor: Ground Building: 1 Dubai, United Arab Emirates