Grafana Labs

Applicant and Candidate Privacy Policy

Grafana Labs Candidate Privacy Notice

Effective: 4/2/2026

Grafana Labs and all the companies in the Grafana Labs family are committed to respecting the privacy of our employment candidates. Our Candidate Privacy Notice is designed to provide you with an overview of our practices regarding the personal information we collect, use, store and, when necessary, transfer, in connection with our recruiting and hiring functions. It also provides information about how to access your personal information and exercise other privacy rights that you may have.

By applying for a position with Grafana Labs, you acknowledge the processing of your personal information as described herein.

1. Sources of Personal Information

In many cases, we collect personal information directly from you (including via your application and your interview). We may also obtain information about you from third parties, such as recruiters, background screening companies, and platforms, such as online platforms like LinkedIn. We may collect information about you automatically (such as your IP address and device information) when you apply for a job online.

When we collect information from you about other individuals, such as people you list as references and former employers, you confirm that where required by law you have obtained consent from them for the disclosures to us.

If you are based in the European Economic Area, further information on why and how we process your personal data is contained at Appendix 1.

2. General Purposes for Processing Personal Information

We process your personal information as needed to evaluate your job application and for other related human resources purposes. We generally collect, use, and disclose personal information from job applicants for the recruitment process, such as for example:

To review your application, evaluate your skills, job placement,
To provide you with any disability-related accommodations needed during the hiring process,
If necessary, to facilitate any travel arrangements during the hiring process,
Hiring decisions, including in relation to compensation, benefits, facilitate the hiring process, and other terms and conditions of employment etc.,
Determining an individual’s eligibility to work and assisting with work permits or visas,
Risk management, including background checks, vetting and verification, and
Our operational business purposes, such as

Identity and credential management, including identity verification and authentication, issuing badges
Security, loss prevention, including physical security, information security and cybersecurity
Legal and regulatory compliance, including all uses and disclosures of information that are required by law
To enforce our contracts and to protect Grafana Labs, our workers, our clients and their employees and the public against injury, theft, legal liability, fraud or abuse, to people or property,
As needed to de-identify the data or create aggregated datasets, such as for reporting or analytics,
Making back-up copies for business continuity and disaster recovery purposes, and
As needed to facilitate corporate governance, including audit, analysis and consolidated reporting, mergers, acquisitions and divestitures.

3. Specific Categories of Personal Information

In addition to the information provided in this notice, this chart describes the categories of personal information that we process about candidates in connection with our recruiting functions.

Contact Information
Representative Data Elements	Name, previous names and preferred names Mailing address Email address Home or mobile telephone numbers
Sources	We collect this information from you, third parties and from recruiters. We may also obtain your information from publicly available sources, such as LinkedIn. We may use a service provider to update or standardize mailing addresses.
Primary Purposes for Processing	We use contact information to communicate with you by mail, email, telephone or text, such as to schedule interviews or provide status of your application. Contact information is also used to help us identify you and personalize our communications, such as by using your preferred name, as well as to take notes or operationalize our communications.
Categories of Recipients	We disclose contact information to our affiliates, service providers, contractors and others, such as couriers, information technology and telecommunications providers.
Professional Information
Representative Data Elements		Biographical data, resume or CV Data from LinkedIn profiles and similar platforms Education and degree information Professional licenses, certifications and memberships and affiliations Skills and talents summaries (e.g., languages spoken, community service participation), interests and hobbies Professional goals and interests
Sources		We collect this type of information from you and from publicly available sources, such as LinkedIn, background screening companies, former employers and third parties that verify your credentials. We may receive information from individuals that provide you with professional references. In some cases, we may infer or derive information, such as a “success score” or “potential score.” We create inferred and derived data elements by analyzing information from your resume. These scores can help us predict which candidates will be successful in our company or are a good match with our job descriptions.
Primary Purposes for Processing		We use this information to help us understand you and your skills, to determine if you would be a good fit for the job that you applied for or other job opportunities that we may have.
Categories of Recipients		We disclose professional information to our affiliates, and third parties such as service providers, contractors and others, such as travel agencies, if applicable.
Application Information
Representative Data Elements	Position applied for, with date of application and related data Results of any pre-employment assessments or tests Correspondence with you and others, such as recruiters, references Interview details and notes, including audio and video recordings of meetings and automatically generated meeting transcripts where applicable Travel arrangement details where applicable
Sources	We collect this type of information from you and from others, such as recruiters or professional references. We may collect this information automatically, such as if you apply for a job online.
Primary Purposes for Processing	We use this information to manage our recruiting activities, to assess your qualifications for the job and for internal business purposes, such as assessing overall response to our job postings.
Categories of Recipients	We disclose application information to our affiliates, service providers, contractors and others, such as recruiters.
Online & Technical Information Please read our statement about Cookies & Privacy Policy for additional information.
Representative Data Elements	IP address Data from devices that connect to our networks System logs, including access logs Records from technology monitoring programs, such as suspicious activity alerts
Sources	We collect these data elements when you interact with us online.
Primary Purposes for Processing	We use the online and technical information for system administration, technology and asset management, anti-fraud, information security and cybersecurity purposes.
Categories of Recipients	We disclose this information to our affiliates, service providers, contractors and others, such as IT and security consultants. Because some of our web pages use cookies and other third party tracking tools it is also possible that your data may be shared with third parties for cross-contextual behavioral advertising or targeting online advertising (if you consent to the use of such tools where applicable).
Sensitive Personal Information
Representative Data Elements	Health or disability information Financial information, such as bank account information Race or ethnicity information
Sources	We collect these data elements from you.
Primary Purpose for Processing	These data elements are collected when needed to facilitate the recruiting process. For example, we may collect health information if we need to accommodate you during the interview process. We may collect financial information to reimburse you for any authorized expenses. We may also collect certain sensitive data elements, such as your race or ethnicity, gender and disabilities for the purposes of equal opportunities monitoring, to comply with anti-discrimination laws and for government reporting obligations. For EEA, where we are not obliged to process this data for compliance with applicable law, we will rely on your consent to process this data. We may automatically process data, such as voice data, in order to general transcripts from interviews and anti-fraud purposes; the biometric data is not used for identification or profiling.
Categories of Recipients	We disclose this information to our affiliates, third parties such as service providers, contractors and others, such as needed for the specific purpose for which it was collected and related everyday business purposes.

If we make you an offer of employment, we will also collect information needed for background screening and legal compliance, including your government issued identification number as needed for background screening (verification and/or vetting) and to document your eligibility to work. In this case, we will handle your personal information in accordance with our Privacy Policy for Employees and Contractors.

4. Sensitive Personal Information

We process sensitive personal information as needed for the purposes listed above. We use or disclose sensitive personal information about our workers as necessary for our human resources and compliance functions and for other legally authorized purposes.

5. Collection of Personal Information by Third Parties

In some cases, we use third parties to collect personal information. When those third parties are acting as a service provider or a contractor to us our contracts with the third parties require that they retain, use and disclose your personal information in accordance with applicable laws. We may also receive personal information from third parties that we hire to identify candidates for us. These recruiters may collect personal information from you directly or from platforms where you have posted your biographic data such as job boards, professional organizations or platforms such as LinkedIn.

6. California Do Not Sell Information, Disclosures to Service Providers, Contractors and Other Entities

We do not sell personal information pertaining to our candidates or share it with third parties for cross-contextual behavioral targeting. We may disclose your personal information to the categories of recipients described in this notice in the following circumstances:

Your personal information is shared within Grafana Labs (among our affiliates) as needed to achieve the purposes described in this notice.
We may disclose your personal information with our data processors, service providers and contractors. These companies are contractually bound to only use the data only as permitted by our contracts with them.
We may also disclose your personal information as permitted by law, including (i) with your consent, such as to screening companies, (ii) as reasonably needed to protect your vital interests, such as in the event of a medical emergency or natural disaster, (iii) to our auditors and advisors, such as in connection with any internal investigations or for legal matters, and (iv) to an acquiring organization if we are involved in a sale or a transfer of some or all of our business. We disclose personal information when required by law, including to law enforcement agencies and courts in the countries where we operate.

7. European Economic Area (EEA) and United Kingdom Information

The relevant Grafana Labs entity you have applied for a position with is the controller and responsible for your personal data (collectively referred to as “Grafana Labs”, “we”, “us” or “our” in this notice). See Appendix 1 for additional information.

The withdrawal of your consent will not affect the lawfulness of any processing carried out before you withdrew your consent.

If you are based in the European Economic Area or the United Kingdom, you have the right to ask us to restrict processing of your personal information, to object to the processing of your personal information and to port your data in certain circumstances.

You have the right to lodge complaints about our data processing activities by filing a complaint with our Data Protection Officer, who can be reached at privacy@grafana.com (please include in the subject “Data Protection Officer - Candidate Privacy Notice - Europe”), or with your local supervisory authority or, where applicable, our lead EU supervisory authority, the Irish Data Protection Commission. We would appreciate the opportunity to address your concerns before you approach a supervisory authority and would encourage you to contact us in the first instance.

8. Your Privacy Choices and Rights

Grafana Labs respects your rights to access, correct and request erasure or restriction of your personal data as required by law. Depending on your country or state or residence, these rights may include:

The right to be informed about our collection, use and disclosure of your personal information.
The right to know if we maintain your personal information, and if we do, to access that information (subject to the rights of others) and to request that we provide your information in a portable format.
The right to ask us to correct your information if it is incomplete or incorrect.
The right to object to our processing of your personal information, and if we are processing your personal information based on your consent, to withdraw your consent at any time.
The right to ask that we delete your personal information.
California residents also have the right to opt-out of the sale of their personal information or sharing of their personal information for cross-contextual behavior advertising, and the secondary use and disclosure of sensitive personal information. Grafana Labs does not sell your personal information, and we do not use or disclose your sensitive personal information other than for the purposes described.

To exercise your rights, please contact the Grafana Labs Privacy Office at dsr-privacy@grafana.com with the subject “Grafana Candidate Privacy DSR Request”. Please include your state of residence, country of residence and name in your request.

Please understand that these rights are subject to some limitations. For example, we may require documentation to support certain corrections to your information, and we generally cannot restrict or delete personal information in those situations where our retention is required to comply with law.

9. AI Tools

We use various AI tools to support our hiring and recruiting processes. For example, we use AI tools to help identify potential candidates and to assess how closely applications and resumes align with open positions or to flag potential fraudulent applications. These AI tools allow us to evaluate applications more quickly and to ensure that all applications are processed fairly. The AI tools allow us to prioritize those candidates who are most qualified for the position for interviews.

10. Use of Tools, Automated Decision-Making and Profiling

Where permitted by law, we may use AI or automated tools in the recruitment process, such as to reject job applications where the information you provide indicates that you do not meet the minimum qualifications for the job, or have the right level of experience or that the application may be fraudulent. Our tools do not automatically reject or advance candidates and our staff are responsible for such hiring decisions. We do not conduct any solely automated decision making which results in legal or similarly significant effects for you.

11. Financial Incentives

Grafana Labs does not offer financial incentives for the collection or sale of personal information from job applicants.

12. Information Security

We have implemented an information security program that is reasonably designed to protect the confidentiality and security of the personal information that is entrusted to us. Our security safeguards aim to protect against unauthorised access, improper use, alteration, destruction or accidental loss. Our service providers and data processors are contractually required to implement appropriate security controls.

We have also implemented procedures to action any actual or suspected data security breach.

13. Data Retention

We generally retain job applicant data for as long as necessary for the purposes outlined above, unless a longer retention period is required by applicable law. This retention period allows us to analyze the response to our job posting over time. We may also identify other opportunities within Grafana Labs that might be of interest to you. You can request that we delete your personal information.

Please note that if you are hired by us, your application data will become part of your human resources file, and subject to our privacy policy for employees and contractors.

14. International Transfers

Grafana Labs is headquartered in the United States, and there are Grafana Labs legal entities in several countries around the world. Your personal data may be transferred to, stored at or processed in a location outside the country or state of your employment which may not have equivalent privacy or data protection laws. However, regardless of where your personal data is transferred, we will protect it in accordance with our Global Privacy Policy, this Privacy Notice and applicable law. Where required, we rely on the Standard Contractual Clauses approved by the European Commission, and other suitable data transfer mechanisms to assure that personal information is adequately protected.

15. Questions or Complaints

You may contact your local human resources manager or the Grafana Labs Privacy Office if you have any questions or concerns. The Privacy Office can be reached at privacy@grafana.com. Please add the subject “Grafana Labs Candidate Privacy Notice” to your communication.

If you believe that we have processed your personal information in ways that are not consistent with this Privacy Notice or in violation of law, you may file a complaint with Human Resources, the Privacy Office or the Legal Department. Depending on your country of residence, you may also file a complaint with a company data protection officer (DPO).

Appendix 1

European Economic Area and United Kingdom Additional Disclosure

Purpose For Processing	Categories of Data (see Section 3)	Legal Basis
Recruitment and Administration In order to identify candidates, administer the recruitment process and make hiring decisions (including by reviewing your application, evaluate your skills, job placement, facilitating any travel arrangements during the hiring process, and making hiring decisions, including in relation to compensation, benefits, facilitate the hiring process, and other terms and conditions of employment and by conducting risk management assessments such as background checks, vetting and identity verification).	Contact Information, Professional Information, Application Information, Online and Technical Information.	We rely on our legitimate interest in ensuring an effective and efficient recruitment process and in ensuring that Grafana Labs hires suitable and qualified candidates. If we decide to offer you a job, we rely on the steps necessary in order to enter into a contract with you. If you do not provide information when requested, we may not be able to enter into a contract with you.
Accommodation In order to provide disability-related accommodations which are necessary during the hiring process.	Sensitive Personal information about your disability that you provide to us.	We rely on our obligations to comply with applicable law (including equality and disability legislation) as well as your consent where we ask for your consent.
Legal Compliance In order to comply with our obligations under applicable law including to determine an applicant’s eligibility to work and our obligations under disability legislation.	Contact Information, Professional Information, Application Information, Online and Technical Information, Sensitive Personal Information.	We rely on our obligations to comply with applicable law.
Defending Our Legal Rights In order to defend our legal rights in the event of a legal claim or where we wish to assert our legal rights under contract and to protect Grafana Labs, our workers, our clients and their employees against injury, theft, legal liability, fraud or abuse.	Contact Information, Professional Information, Application Information, Online and Technical Information, Sensitive Personal Information.	We rely on our legitimate interests in protecting our business, our employees and our clients and ensuring that we can defend our legal rights or bring a claim (where appropriate).
Information Security In order to take appropriate steps to protect our information and our employees’ information, such as through identity verification and authentication, issuing badges, and making back-ups for business continuity and disaster recovery purposes.	Contact Information, Online and Technical Information.	We rely on our legitimate interests in protecting our business and our employees. We also rely on our legal obligations to protect our systems and our information.
Analytics In order to de-identify and aggregate applicant information for reporting and analytics purposes.	Contact Information, Professional Information, Application Information, Online and Technical Information, Sensitive Personal Information.	We rely on our legitimate interests in monitoring our recruitment processes
Corporate Governance In order to facilitate corporate governance, including audit, analysis and consolidated reporting and where necessary for corporate mergers, acquisitions and divestments.	Contact Information, Professional Information, Application Information, Online and Technical Information, Sensitive Personal Information.	We rely on our legitimate interest in ensuring effective corporate governance and our legitimate interest in taking decisions to engage in corporate transactions.

Applicant and Candidate Privacy Policy

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