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IDEXX Applicant Personal Information Processing Notice
Last updated: January 10, 2025

INTRODUCTION
We respect your privacy at IDEXX. This IDEXX Applicant Personal Information Processing Notice (“Applicant Notice”) tells you what you need to know about our processing of your personal data when you apply for a job at IDEXX, either as an internal or external applicant.

What is “personal data”?
Any information that relates to an identified or identifiable living person. In this Applicant Notice, “personal data” and “personal information” have the same meaning.

What is “sensitive personal data”?
Information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purpose of uniquely identifying a person, data concerning health, sex life or sexual orientation.

This Applicant Notice applies to the processing of your personal data by IDEXX Laboratories, Inc., its affiliates or subsidiaries (“IDEXX”), and is binding to all of the IDEXX group of companies. You can find a list of IDEXX companies here.

PROCESSING YOUR PERSONAL INFORMATION
  • What do we collect?
    • Personal information provided by you, including name, surname, address, email address, phone number, gender, marital status, date and place of birth, nationality/citizenship and government-issued identifiers (if permitted under applicable law, including your Social Security number, national health insurance number or social insurance number).
    • Personal information provided by you regarding your working skills, education, certifications, curriculum vitae and employment qualifications, including information provided by previous employers and other references, if permitted under applicable law.
    • Personal information provided by you when choosing to complete your professional profile in the IDEXX recruiting platform, including voluntarily uploading your professional experience, business title, education, skills, interests, picture and LinkedIn profile.
    • Personal information provided by you for compliance with applicable safety regulations, including certificates of good conduct, or personal information obtained from a third-party when performing authorized reference checks, background checks or verifying personal information you provided to us, if permitted under applicable law.

  • Why do we collect it?
    • To fulfill our obligations as your current or prospective employer. For example:
    • If you are a successful candidate, we process your personal data to begin formalizing our employment relationship.
    • For making recruitment and/or employment decisions. For example:
      • To evaluate active candidates for a particular job opening
      • To follow the progress being made in the recruitment process
    • To advance or defend IDEXX’s legal rights.
    • To prevent or detect fraudulent or other unlawful activities.
    • To comply with a law, regulation or valid legal process and, in appropriate circumstances, cooperating with law enforcement.
    • For business planning and improving our operations.
    • For access control and company security. For example:
      • Access badges and camera footage (CCTV). We do this so we know who is in the building in the event of emergencies and to ensure that no authorized persons can access our offices.
    • To meet our legal obligations and pursue important corporate and social goals. For example:
      • Managing IDEXX’s commitment to provide equal employment opportunities to qualified individuals, as described in our Code of Ethics.

  • What is our legal justification for processing it?
    • “Legal justification” means that IDEXX must have a specific lawful reason for processing your personal information.
    • We process your personal information based on one of the following lawful reasons:
      • o Processing is necessary to take specific steps before entering into a contract with you.
      • o Processing is necessary to comply with our legal obligations.
      • o Processing is necessary for achieving IDEXX’s legitimate interests and do not disproportionately infringe on your privacy. An example of when we process your personal data to achieve our legitimate interest, without disproportionately infringing on your privacy, is when we choose a trusted third-party vendor to help us with the recruitment process.
      • o Processing is based on your clear consent to process your personal information for a specific purpose, including when you voluntarily upload your professional profile in the IDEXX recruiting platform, where no other legal justification exists.
    • You can withdraw consent at any time. Please see YOUR RIGHTS section of this Applicant Notice.

  • Who else might receive it?
    • Your personal information is only to be processed by persons working for and on behalf of the IDEXX group of companies on a need-to-know basis for the purposes described in this Applicant Notice.
    • When IDEXX hires third-party service providers for the processing of your personal information, they solely process your personal information based on our instructions and we conclude appropriate data processor agreements or otherwise include appropriate contractual obligations in our agreements in accordance with local law with these third-party processors.
    • IDEXX does not share your personal information with third parties unless required to do so by law (including external/ governmental bodies), or as reasonably necessary with trusted third parties working for us to help us administer the recruitment process.
      • For example, we work with third-party service providers offering SaaS solutions (Software as a Service) or hosting services. We hire IT service providers that provide support to the safe and stable operation of our systems.

HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We will not retain your personal information longer than necessary. We are guided by this Applicant Notice, internal IDEXX record retention schedules, and applicable legal obligations.
We only keep sensitive personal data in a form which permits identification for no longer than is necessary for the purposes for which it is processed. The same IDEXX record retention schedules apply to sensitive personal data.

INTERNATIONAL TRANSFERS OF PERSONAL INFORMATION
We are a global company with our corporate headquarters located in the United States. To operate our global business, we need to transfer your personal information outside of your country (including, for Québec residents, outside of Québec),to our offices and service providers located in the United States, EEA, or sometimes elsewhere, when necessary to pursue our purposes for processing your personal information, as described in this Applicant Notice.  

We find it important to ensure a similar level of protection in accordance with applicable requirements if we transfer your personal information to another country and IDEXX is taking supplemental safeguards when required for such transfers, specifically by implementing and enforcing the appropriate Standard Contractual Clauses.  

You can contact us if you would like to receive more information on the measures we have taken to safeguard your personal information if transferred to another country (including, for Québec residents, outside of Québec).  

Transferring your personal information outside European Economic Area (EEA), UK and Switzerland:
Countries in the EEA, UK and Switzerland have extensive laws protecting your personal information. If we transfer your personal information from the EEA, UK and/or Switzerland to other countries, we maintain a similar level of data protection, including when transferring your personal information to third countries with legislation that do not provide an equivalent level of data protection such as the U.S.

We aim to do this by taking appropriate additional safeguards in line with the applicable requirements for the transfer of personal information from the EEA, UK and/or Switzerland to third countries, such as the U.S.

One of the safeguards for transferring personal information to the U.S. has been self-certifying to the EU-U.S. Data Privacy Framework (DPF), UK extension to the EU-U.S. DPF, and the SwissU.S.DPF.

IDEXX Laboratories, Inc., IDEXX Distribution, Inc., IDEXX Operations, Inc. and OPTI Medical Systems, Inc. have self-certified to the EU-U.S. DPF, UK extension to the EU-U.S. DPF, and the Swiss-U.S. DPF as set forth by U.S. Department of Commerce.

Please click here to view the IDEXX Data Privacy Framework Notice.

In addition to the DPFs, IDEXX is taking supplemental safeguards to comply with the requirements for transferring personal information from the EEA, UK and/or Switzerland to third countries, specifically by implementing and enforcing the appropriate EU Standard Contractual Clauses, as approved by the European Commission.

You can contact us if you would like to receive more information on the measures we have taken to safeguard your personal information if transferred to a country outside the EEA, UK and/or Switzerland.

SENSITIVE PERSONAL DATA
IDEXX limits its collection and use of sensitive personal data. When IDEXX collects EEA, UK and/or Swiss sensitive personal data, it obtains your opt-in consent where the Data Privacy Framework program requires, including if we disclose it to third parties or before we use such data other than for the purpose it was originally collected or you later authorized.

We may require some Applicants to undergo medical examinations in order to ensure that they are able to safely perform the essential functions of their jobs in line with all applicable laws.

YOUR RIGHTS
  • If you are an EEA, Swiss, or UK resident, or IDEXX processes your personal data in the context of our activities in the EEA, Switzerland, or UK, you have the right under the European Union General Data Protection Regulation (EU GDPR), the Swiss New Federal Act on Data Protection (nFADP) or UK General Data Protection Regulation (UK GDPR) to ask questions about or request action regarding your personal data. These requests include:
    • Access to and rectification or erasure of your personal information, restriction of processing of your personal information, the right to object to processing of your personal information and portability of your personal information.
    • Withdraw your consent at any time for those processing activities that IDEXX relies on your consent as legal justification for processing it. If you withdraw your consent, this will not affect the lawfulness of our use of your personal information before your withdrawal.
    • Lodge a complaint with a data protection supervisory authority or your own local Data Protection Agency.
  • You may contact a member of the IDEXX Human Resources department for guidance or simply submit this IDEXX E-Request Form. The form will be routed to the IDEXX privacy team for review and appropriate action as needed.

  • If you are a Brazilian resident, or IDEXX processes your personal data in the context of our activities in Brazil, you have the right under the General Data Protection Law (LGPD) to ask questions about or request action regarding your personal data. These requests include:
    • Access to and rectification or erasure of your personal information, restriction of processing of your personal information, the right to object to processing of your personal information and portability of your personal information.
    • Withdraw your consent at any time for those processing activities that IDEXX relies on your consent as legal justification for processing it. If you withdraw your consent, this will not affect the lawfulness of our use of your personal information before your withdrawal.
    • You may contact a member of the IDEXX Human Resources department for guidance or simply submit this IDEXX E-Request Form. The form will be routed to the IDEXX privacy team for review and appropriate action as needed.

  • If you are a South African resident, you have the right under the South Africa’s Protection of Personal Information Act, 2013 (POPIA) to ask questions about or request action regarding your personal data. These requests include:
    • Access to and rectification or erasure of your personal information, and the right to object or restrict processing of your personal information. Please go to this IDEXX E-Request Form to submit your request to IDEXX. We will evaluate the request and take action where required to do so.
    • Withdraw your consent at any time for those processing activities that IDEXX relies on your consent as legal justification for processing it. You can do so by notifying the Chief Privacy Officer at chiefprivacyofficer@idexx.com or at an address or telephone number specified below (WHO TO CONTACT). If you withdraw your consent, this will not affect the lawfulness of our use of your personal information before your withdrawal.
    • Lodge a complaint to the South African Information Regulator.
  • You may contact a member of the IDEXX Human Resources department for guidance or simply submit this IDEXX E-Request Form. The form will be routed to the IDEXX privacy team for review and appropriate action as needed.

  • If you are a Chinese resident, or IDEXX processes your personal data in the context of our activities in China, you have the right under the Chinese Personal Information Protection Law (PIPL) to ask questions about or request action regarding your personal data. These requests include:
    • Access to and rectification or erasure of your personal data, the right to object or restrict processing of your personal information and portability of your personal information.
    • Withdraw your consent at any time for those processing activities that IDEXX relies on your consent as legal justification for processing it. If you withdraw your consent, this will not affect the lawfulness of our use of your personal information before your withdrawal. However, please note that if your personal information is necessary for us to perform statutory duties or statutory obligations, you have no right to withdraw your consent.  
    • You may contact a member of the IDEXX Human Resources department for guidance or simply notify the Chief Privacy Officer at chiefprivacyofficer@idexx.com or at an address or telephone number specified below (WHO TO CONTACT). We will evaluate the request and take action where required to do so. We aim to respond to your rights requests within 30 days, unless otherwise specified by applicable laws or regulations. You may contact us to make a complaint if you are dissatisfied with our response.

  • If you are a Japanese resident, or IDEXX processes your personal data in the context of our activities in Japan, you have the right under the Japanese Act on the Protection of Personal Information (APPI) to ask questions about or request action regarding your personal data. These requests include:
    • Access to and rectification or erasure of your personal data, and the right to object to processing (right to cease utilization) of retained personal data that can identify you.  
    • You can do so by notifying the Chief Privacy Officer at chiefprivacyofficer@idexx.com or at an address or telephone number specified below (WHO TO CONTACT). We will evaluate the request and take action where required to do so. A reasonable fee considering the actual expenses may be collected when responding to access requests.  
    • You may contact a member of the IDEXX Human Resources department for guidance or simply notify the Chief Privacy Officer as explained above.  

  • If you are a New Zealand resident, or IDEXX processes your personal data in the context of our activities in New Zealand, you have the right under the ‘New Zealand Privacy Act 2020’ to ask questions about or request action regarding your personal data. These requests include:
    • Access to your own personal data and rectification/correction of your own personal data where inaccurate or incomplete.  
    • You can do so by notifying the Chief Privacy Officer at chiefprivacyofficer@idexx.com or at an address or telephone number specified below (WHO TO CONTACT). We will evaluate the request and take action where required to do so.  
    • You may contact a member of the IDEXX Human Resources department for guidance or simply notify the Chief Privacy Officer as explained above.  

  • If you are a California resident, or IDEXX processes your personal data in the context of our activities in California, you have the right under the ‘CCPA as amended’ to ask questions about or request action regarding your personal data. These requests include:
    • Right to know – You have the right to request that we disclose certain information to you about our collection of your personal information. Upon verification of your request, we will provide you with the following: categories of PI collected about you, categories of sources from which we collected your PI, our business or commercial purposes for collecting or selling your PI, categories of third parties with whom we shared your PI, specific pieces of PI collected about you. You can make a request to know up to twice a year, free of charge.
    • The CCPA also gives you the right to be notified of the types of personal information a business is collecting and what they may do with the information.
    • Right to delete – You have the right at any time to request that we delete your personal information, subject to exceptions (such as if IDEXX is legally required to keep the information).
    • Right to correct – You have the right to correct inaccurate personal information that we have about you.  
    • Right to opt-out of sale or sharing – We do not sell or share your personal information; however, we are required to let you know that you have the right to opt-out of the sale or sharing of your personal information if we ever engage in such activity.
    • Right to limit use and disclosure of sensitive personal information – We may use the sensitive personal information collected about you for limited business purposes and within the allowed exceptions; however, we are required to let you know that you have the right to limit the use and disclosure of your sensitive personal information if we ever engage in additional activities.  
    • Right to non-discrimination – We will not discriminate against you for exercising your rights under the CCPA.  
    • You may contact a member of the IDEXX Human Resources department for guidance or simply submit this IDEXX E-Request Form. The form will be routed to the IDEXX privacy team for review and appropriate action as needed. You may also submit your request via our toll-free phone number specified below (WHO TO CONTACT).
    • Depending on the method/nature of your request, we may have to verify your identity when you contact us.  We do this by requiring you to double opt-in when submitting your consumer request by email so we can verify your email address.  

  • If you are a Québec resident, you have the right under the ‘Québec’s Law 25’ to ask questions about or request action regarding your personal data. These requests include:
    • Access to and rectification of your own personal data where inaccurate or incomplete, cessation of dissemination or de-indexing any hyperlink attached to your name that provides technological access to the information, if the dissemination contravenes the law or a court order. Withdraw your consent to the disclosure or use of the information for those activities that IDEXX relies on your consent and portability of your personal information.
    • You can do so by notifying the Chief Privacy Officer at chiefprivacyofficer@idexx.com or at an address or telephone number specified below (WHO TO CONTACT). If you withdraw your consent, this will not affect the lawfulness of our use of your personal information before your withdrawal.  

  • If you reside elsewhere, you may have similar rights. Please contact a member of the IDEXX Human Resources Department or send an email to chiefprivacyofficer@idexx.com.
  • No matter where in the world you reside, if you have any concerns about our handling of your personal information, please contact a member of the IDEXX Human Resources Department or send an email to chiefprivacyofficer@idexx.com. We will investigate and attempt to resolve all concerns by reference to the principles contained in this Applicant Notice.

LEGAL DISCLOSURE OF INFORMATION
We may disclose your personal information to any local or international institution, government, court, agency or authority (including law enforcement agencies) to whom we are required to disclose it by law or necessary to protect our legal rights or the rights of others, or to prevent harm, or in accordance with your instructions.

SECURITY
We use commercially reasonable physical, procedural, and technical safeguards to deter unauthorized access, destruction, use, modification, or disclosure of your personal information. We instruct our employees that information must be handled in accordance with this Applicant Notice, and any misuse by employees may be subject to disciplinary action.

CHANGES TO THIS APPLICANT NOTICE
It may be necessary from time to time for us to modify this Applicant Notice to reflect changes in the way we collect and use personal information or changes in privacy-related laws, regulations and industry standards. We will provide reasonable notice of material changes to the Applicant Notice, including via links posted on the IDEXX recruiting platform.

WHO TO CONTACT
Please feel free to contact a member of the IDEXX Human Resources Department if you have any questions regarding our Applicant Notice or about the use of your personal information.

You may also contact our Chief Privacy Officer at the following numbers and addresses:
  • Email: chiefprivacyofficer@idexx.com
  • Phone: 1-888-557-6518
  • Mail: IDEXX Laboratories, Inc., Attention: Chief Privacy Officer, One IDEXX Drive, Westbrook, Maine 04092, U.S.A.

If you reside in the European Union, European Economic Area, UK or Switzerland:
  • Email: chiefprivacyofficer@idexx.com
  • Mail: IDEXX Europe B.V., Attention: Chief Privacy Officer, Scorpius 60, Building F, 2132 LR Hoofddorp, The Netherlands

IDEXX has also appointed a ‘Data Protection Officer – Germany’ for our German entities: Vet Med Labor GmbH (Kornwestheim, Leipzig) and IDEXX GmbH (Kornwestheim).
  • Email: GermanyDPO@idexx.com
  • Mail: IDEXX Europe B.V., Attention: Data Protection Officer – Germany, Scorpius 60, Building F, 2132 LR Hoofddorp, The Netherlands

Our Chief Privacy Officer currently acts as the ‘Brazil Data Protection Officer’.
  • Email: chiefprivacyofficer@idexx.com
  • Mail: IDEXX Brasil Laboratórios Ltda., Attention: Chief Privacy Officer/Brazil DPO – Avenida Brigadeiro Faria Lima 4300 1º andar - Itaim Bibi - São Paulo, Brasil - CEP 04538-133

IDEXX has also appointed an ‘Information Officer’ and ‘Deputy Information Officers’ for our South African entity: IDEXX Laboratories (Proprietary) Limited
  • Email: chiefprivacyofficer@idexx.com
  • Postal address: Postnet Suite 465, Private bag X29, Gallo Manor Johannesburg, Gauteng, 2052, Attention: Deputy Information Officer-South Africa