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Candidate Privacy Notice - ANZ, Singapore, Hong Kong and Japan

Last updated 8 September 2025

Pegasystems and its affiliates (“we”, “our” or “us”) are committed to protecting the privacy and security of your personal information. This privacy notice sets out how we collect your personal data and makes you aware of how and why your data will be used during the recruitment process (for employees, contractors, and interns), and how long it will be retained.

Responsibility for your information

Pegasystems Inc. (US) and Pegasystems Worldwide India Private Limited are ‘data controllers’ of your personal information, for the purposes of processing your candidacy. Below entities are also data controllers in that regard:

  • Pegasystems K.K. (for Japan applications), 
  • Pegasystems Pvt Ltd (for Hong Kong applications), 
  • Pegasystems Pte Ltd (for Singapore applications),
  • Pegasystems New Zealand Limited (for New Zealand applications), 
  • Pegasystems (Australia) Pty Ltd (for Australia applications).

This means that we are responsible for deciding how we hold and use personal information about you as a candidate for a position at Pegasystems (whether as an employee, contractor, trainee or intern). 

The types of information we hold about you

We collect, store and use the following categories of information about you during our recruitment process:

  • Your name, address, personal email address, telephone number and other contact information
  • The information you have provided to us in your CV/resume and covering letter
  • Any additional information you provide to us in support of an application
  • Information provided as a result of a third-party assessment
  • Information included in your profile created on our external careers site
  • Information from interviews and screenings you may have
  • Information relevant to verifying your identity during recruitment process including your photo, video or recording taken during the above process and copy of your official government ID. We expect all candidates to have their cameras on during online interviews.
  • Details of the type of role you are looking for, salary expectations, and other terms relating to compensation and benefits packages, or other job preferences
  • Details of how you heard about the position you are applying for
  • Reference information and/or information received from background checks, security clearances held by you, including information provided by third parties
  • Information relating to any previous recruitment and/or employment history with us
  • Information regarding any professional certifications possessed by you
  • Information about research papers published by you
  • If we offer you reimbursement of costs incurred by you in connection with the recruitment process and you accept such an offer - information necessary to execute such reimbursement;
  • Information relevant to your right to work or being eligible for internship/traineeship, including nationality, or citizenship, for visa purposes
  • CCTV footage when you visit our premises.

We may also collect, store and use the following ‘special categories’ of more sensitive personal information:

  • Information about your national origin, where relevant for visa purposes
  • Medical or health information, where relevant
  • Information about criminal convictions and offences where required for the role and legally permissible,
  • Your biometric data to the extent necessary to verify your identity  
  • Demographic information if you choose to share it voluntarily with us and only to the extent allowed under the law.

How is your personal information collected?

We collect personal information about candidates from the following sources:

  • You (the candidate)
  • Our background check provider for roles in all countries, from whom we collect the following categories of data: 
    • Your activity and employment history
    • Full academic history
    • Highest level of education
    • Address verification
    • Directorship check
  • Our recruitment service providers with whom we cooperate
  • Our recruitment assessment providers with whom we cooperate
  • Your named referees, from whom we collect confirmation of your role and dates of employment
  • Any external provider who advertises a role on our behalf
  • Information about you, including your contact details, your profile and CV (if available) from the following publicly available sources: LinkedIn, Seek, Indeed and other similar social media sites. 

How we will use the information about you

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, workplace conduct and your suitability for the role for which you are being considered, or other relevant roles we have
  • Carry out background and reference checks, where applicable
  • Communicate with you about the recruitment process including, in appropriate cases, informing you of other potential career opportunities with us
  • Schedule interviews, utilizing an AI tool provided by a third-party vendor
  • Ensure the integrity of our recruitment process including confirming your identity and eligibility as candidate
  • Create records relating to our hiring process
  • Assist you with obtaining an immigration visa or work permit where required
  • Review our recruitment practices, including demographic data, where legally permissible
  • Reimburse you for the costs incurred by you in connection with the recruitment process (where relevant)
  • Comply with legal or regulatory requirements

We may also use personal information for purposes related to the above which we consider come within your personal expectations, such as considering you for future job opportunities where you have consented to us retaining your information for that purpose or to anonymise, de-identify or aggregate your personal information.

If you accept a role with us, the information collected during the recruitment process will become part of your employment record.

It is your responsibility to obtain consent from referees to the processing of their personal information before providing it to us.

How we use sensitive information

We use your sensitive information in the following ways, where relevant:

  • We will use information about your disability status to consider whether we need to provide you with reasonable accommodation during recruitment process;
  • If relevant, we may use information about your national origin for visa and immigration purposes
  • We will use information about criminal convictions for roles which involve a high degree of trust and integrity and for roles where this is a customer requirement 
  • We will use data related to inclusiveness of our hiring process only to the extent allowed under the law 
  • We will use your biometric data to verify your identity at a new hire stage before and after you start your employment with us, where applicable. You may also choose to visit our office in person to confirm your identity. This is to ensure the integrity of our recruitment processes. 
  • We may only use information relating to criminal convictions where the law allows us to do so. We have in place appropriate safeguards when processing this data which are required by law.

Legal basis for processing personal information and sensitive personal information

Our legal basis for processing your personal information includes processing that is necessary for our legitimate interests including the processing activities described above for our recruitment process. When we process your personal data to meet our legitimate interests, we put in place appropriate safeguards to ensure that your fundamental rights are not overridden by our legitimate interests.

Our legal basis to process your sensitive personal information is based on your consent to us to process your personal information for the purposes of recruitment. You have the right to withdraw your consent to this processing at any time. To withdraw your consent, please contact: [email protected]. Once we have received your notification that you have withdrawn consent, you will be withdrawn from our recruitment process and, subject to our retention policy, we will dispose of your data securely, unless we have another legal basis for processing it in law.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application, we will not be able to take you forward in our recruitment process. For example, if we require a reference for this role and you fail to provide us with relevant details, we will not be able to take your candidacy further.

AUTOMATED DECISION MAKING

You will not be subject to decisions that will have a legal or similarly significant impact on you based solely on automated decision-making. 

We may support parts of our recruitment process with automatic processing and, if required by law, you may in such cases have the right to request human intervention, challenge the outcome of such processing and comment on it.

DATA SHARING

Why might you share my data with third parties?

We will share your information with other companies in the Pegasystems group as well as limited members of our human resources, IT and finance departments. In addition, as relevant, with our background check provider, our legal or security advisors, and our recruitment service providers. All our third-party providers and other entities in the group are required to take appropriate security measures to protect your personal information. We do not allow our third-party service providers to use your personal data solely for their own purposes, however your personal data may be included in our advisors’ overall security reviews on behalf of all of their clients. We only permit them to process your personal data for specified purposes and in accordance with our instructions. 

We may also be required to disclose your information to external third parties such as local labor authorities, courts and tribunals, regulatory bodies and/or law enforcement agencies for the purpose of complying with applicable laws and regulations or in response to legal process. For internship and traineeship opportunities we may also be required to share your data with relevant educational entities to comply with applicable laws and regulations.

Transferring information outside the APJ countries

We will transfer some of the personal information we collect about you to the following countries outside your country of application: USA, UK, India. 

We have put intercompany agreements in place between Pegasystems entities to ensure that information shared does receive adequate level of protection similar/comparable to the one provided for in your country of application. 

You consent to the disclosures contemplated by this privacy notice, and you understand that we may not be able to, monitor, control, prevent or determine whether the entities mentioned, as located in various countries, are able to handle your personal information in strict accordance with the privacy and data protection regulations in your country of application and that you will not be able to seek any redress under the privacy and data protection regulations outside of your country of application for any mishandling of your personal information by said entities located outside of your country of application.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

DATA RETENTION

How long will you use my information for?

We will retain your information in accordance with applicable law and our Retention Policy. We retain your information for that period so we can comply with legal requirements. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.

If we wish to retain your personal information on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will contact you separately, seeking your explicit consent to retain your information for a fixed period on that basis.

RIGHTS OF ACCESS, CORRECTION, ERASURE, RESTRICTION AND PORTABILITY 

Your responsibility to inform us of changes

It is important that the personal information we hold about you is accurate. Please keep us informed if your personal information changes during your recruitment process with us.

Your rights in connection with personal information

You may, in accordance with applicable law have the right to:

  • Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. 
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to yourself or another party (the right to portability).

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact [email protected].

If you are a candidate in Singapore please contact [email protected]. If you are a candidate in New Zealand please contact - Miri Seeff, Level 10 21 Queen Street Auckland, 1010 New Zealand, email: [email protected]. 

We may, if permitted or required by applicable law, reject your request to exercise any such rights and keep records of any such rejection.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee where permitted by law if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in these circumstances if permitted by law.

What we may need from you

We may need to ask for specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who does not have the right to receive it.

CONTACT DETAILS AND YOUR RIGHTS OF COMPLAINT

If you have any questions about this privacy notice or how we handle your personal information, please contact [email protected]. If you are candidate in Singapore please contact [email protected]. If you are a candidate in New Zealand please contact - Miri Seeff, Level 10 21 Queen Street Auckland, 1010 New Zealand, email: [email protected]. 

You have the right to make a complaint at any time to the relevant supervisory authority for data protection issues in the country in which you are based.

Status of and Changes to this notice

This notice does not form part of any employment contract or other contract to provide services. We may update this notice at any time, and changes will appear on this page.