EMPLOYMENT CANDIDATE PRIVACY NOTICE CONCERNING PERSONAL DATA PROCESSING

Last Reviewed: August 9, 2024
Last Updated: March 14, 2023

1. Introduction

We are committed to the protection and promotion of your privacy. In connection with your
application for employment with us at PowerPlan, it is necessary for us to collect, store and use
information about you (“Personal Data”) to administer and evaluate your application. We are the
“controller” of the Personal Data you provide us and will process any such Personal Data in
accordance with applicable law and the statements contained in this Employment Candidate Privacy
Notice.

2. Scope
In order to promote the coordinated and secure processing of your data for purposes of
administering the application process, we rely on one or more services and/or centralized human
resource information systems that may be operated or administered either by us, by our parent
company, Roper Technologies, or by one of its affiliates (collectively, the “Roper Group”). We also
may share information about your application with other members of the Roper Group if they have
openings that may be a fit for your skillset. This notice (“Notice”) provides relevant information
about the Personal Data that is processed using those systems.

3. Categories of Personal Data We Collect
We collect Personal Data to manage and administer our relationship with you beginning when you
apply for a role with us and through the start of employment, if applicable. For a partial list of
Personal Data we collect about you, see Annex 1. If you receive an offer of employment and accept
employment with us, your information is processed pursuant to our Employee Privacy Notice.

4. Sources of Information
We may collect personal data about you from the following sources:

• you, in the form of your application, resume, and other materials submitted to the company;
• your named references;
• from publicly accessible sources, such as LinkedIn, Facebook, etc.; and
• from background check service providers (if we extend a conditional offer of employment).

If you fail to provide Personal Data when requested and the Personal Data is necessary for us to
evaluate your application (e.g., work history), we may not be able to process your application
further.

5. Purposes for Processing Personal Data

We process Personal Data relating to you for the following purposes:

• assessing your skills, qualifications, and interests against our job opening requirements;
• verifying the information you provide us during the application process and conducting
reference checks and background checks (where applicable) if you are offered a job;

• communicating with you about your applications and the recruitment process;
• informing you about other potential job opportunities within the Roper Group;
• when necessary and requested by you, providing you with assistance obtaining an immigration visa
or work permit;
• complying with applicable laws, regulations, or legal requirements including the completion of
any reports required by law; and
• other legitimate purposes which are consistent with the management of the job application, the
evaluation of your qualifications for the role, and COMPANY’s obligations to you as a job
applicant, or as may be relevant, such obligations which are the responsibility of the Roper Group.

We have not sold and do not sell Personal Data you provide to us through the job application
process.

6. Sensitive Personal Data That We Process

We collect and use certain types of sensitive information (e.g., health, race, or religion) in
limited circumstances where it is necessary for us to protect your interests (e.g., to provide
certain job-related accommodations), where we need to do so to comply with specific legal
obligations (e.g., equal opportunity or anti-discrimination legislation or employment law), or
where we have your explicit consent to use it.

The purposes for which Sensitive Personal Data may be used include the following:

• compliance with equal opportunity or anti-discrimination legislation or regulations (where
applicable);
• background checks for employment (where permitted by applicable laws); and
• during legal proceedings (including prospective legal proceedings), complying with laws and
regulations, obtaining legal advice, establishing or defending legal claims, or otherwise where
strictly necessary for the administration of justice in accordance with applicable laws.

7. Recipients of Personal Data

PowerPlan shares Personal Data with the Roper Group and certain third parties in furtherance of
processing your application. This includes sharing your Personal Data with the Roper Group so that
you can be considered for other roles within the Roper Group and with third parties when sharing is
necessary for them to perform services for PowerPlan related to processing your application. We
will only share your Personal Data with these third parties in accordance with this policy, when
otherwise required by applicable law, or with your consent. We will obtain assurances from each
third party with whom we share your Personal Data that it will safeguard your Personal Data in a
manner consistent with this policy. If we have knowledge that a third party is using or disclosing
Personal Data in a manner contrary to this Policy, we will take reasonable steps to prevent or stop
the use or disclosure.

Your Personal Data may be also disclosed or transferred to a third party in the event of any
proposed or actual reorganization, sale, merger, or any other type of corporate action involving of
any portion of our company or assets (including insolvency). Should such an event take place, we
will direct the transferee to use Personal Data in a manner that is consistent with this Privacy
Policy.

8. UK/EU-Specific Data Subject Rights

If you live or are applying for work in the United Kingdom or the European Union, you may have
certain additional rights in relation to your Personal Data. These include the following:

• You may request information on how your Personal Data is handled by PowerPlan and request a copy
of your Personal Data processed by PowerPlan. You may also request to correct or update the
Personal Data held by PowerPlan.
• You may request to obtain the rectification or erasure of, or to object to the processing of,
Personal Data which are incomplete, inaccurate or are processed in a way which is incompatible with
the legitimate purposes pursued by the controller.
• If we process your Personal Data based on a contract with you or based on your consent, you may
request to receive your Personal Data in a structured, commonly used, and machine-readable format,
and to have us transfer your Personal Data to another data controller, where technically feasible.
• Where the processing of your Personal Data is based on consent, contract or legitimate
interests as described in Annex 1, you may restrict or object to the processing of your Personal
Data as permitted by applicable law. PowerPlan may continue to process your Personal Data if it is
necessary for the defense of legal claims, or for any other exceptions permitted by applicable law.

These rights are not absolute and may be subject to certain conditions. Should you wish to exercise
any of these rights, please contact privacy@powerplan.com.

If you are not happy with how PowerPlan handles your Personal Data and we could not provide you
with a satisfactory resolution to your request, you also have the right to lodge a complaint with a
supervisory body for data protection in your jurisdiction. If you wish to pursue any of these
rights, please contact us using the details set out at the end of this Notice below.

9. Transfers to Third Countries

PowerPlan is an affiliate of the Roper Group, with offices located throughout the world. As a
result, your Personal Data may be transferred to other Roper Group offices for the purposes
identified above. Any such transfer shall take place only in accordance with and as permitted by
the law of your jurisdiction, but please be aware that the laws and practices relating to the
protection of Personal Data are likely to be different and, in some cases, may be weaker than those
within your home jurisdiction.

PowerPlan and the Roper Group have executed Standard Contractual Clauses, as approved by the
European Commission and/or by the United Kingdom’s Information Commissioners’ Office. These clauses
permit us (or the Roper Group) to transfer data from the EU and the UK to third countries,
including the United States. Regardless, in all events, we shall apply the provisions of this
Policy to your Personal Data wherever it is located.

10.Protection of Personal Data

We are committed to protecting your Personal Data. We use a variety of security measures and
technologies to protect your Personal Data from unauthorized access. This includes storing the
Personal Data you provide in secure areas or on secure servers and using encryption when
electronically transmitting or storing highly confidential or sensitive information.

11.Retention of Personal Data

We will keep and process your Personal Data only for as long as is necessary for the purposes for
which it was collected unless there is a legal right or obligation to retain the data for a longer
period. Generally, this means that your Personal Data will be retained as documented in our
corporate data retention schedule.

12.Contact Information

If you have any questions, please contact privacy@powerplan.com or PowerPlan’s HR Department.

13.Updates

We reserve the right to update this Employment Candidate Privacy Notice from time to time. When we
do, we will revise the "last updated" date at the top of this Notice. If there are material changes
to this Notice or in how PowerPlan will use your personal data, we will use reasonable efforts to
notify you either by prominently posting a notice of such changes before they take effect or by
directly sending you a notification.

Annex 1: Categories of Personal Data and Grounds for Processing
The Company will process the following categories of data based on legitimate grounds for
processing.

Some examples of data and the legal bases for processing are set out below:
1. Personal Data necessary for the evaluation of your application
a) Personal Identification Details

b) Personal History
• Resume Data
• Previous Salary Information
• Background check information
c) Other Information
• Demographic Information
• Assessment Details
• Expense Data
• Health-related information (only where required by law)
work and home contact details (work e- mail, phone numbers, physical address)

• Previous employment information
• Demographic Information

• Job interview Notes
• Travel Related Records
• Data relating to work preferences and availability
• Screening question responses

2. Personal Details necessary to comply with Company’s legal obligations.

Some examples of the legal obligations include:

• record-keeping and reporting obligations
• physical access policies
• conducting audits, compliance with government inspections and other requests from government or
other public authorities
• responding to legal processes, pursuing legal rights and remedies, defending litigation and
managing any internal complaints or claims, conducting investigations, and
• complying with internal policies and procedures.

The categories of Personal Data collected
include:

• National insurance number
• driver’s license
• health data
• ID card data

• citizenship
• passport data
• details of residency or work permit
• disability status