Privacy notice

NewEra Inc. decides how your personal data is used, as the data controller under Vietnam’s Law on Personal Data Protection (No. 91/2025/QH15) and Decree 356/2025/ND-CP. Address: Lim Tower 3, 29A Nguyễn Đình Chiểu, Phường Đa Kao, Quận 1, TP. Hồ Chí Minh. For anything about your data, write to recruitment@newera.inc.

• When you apply: your name, email address and phone number, a LinkedIn or portfolio link if you give one, the name of whoever referred you if you give it, your CV and what is in it, and your answers to the application questions.
• When you send us your CV without applying for a position ("Nothing fits? Send us your CV"): the same details, kept in our talent pool with your agreement. If we already have your details, we first email you at the address we have and keep your CV for other roles only if you confirm there.
• When you sign up for job alerts: only your email address, the team you chose, your language, and when you signed up, confirmed and last got an alert.
• During recruitment: interview times, notes and assessments from the people who interview you, and the emails and messages we exchange.
• After your application closes, if you answer our short survey about your experience: your score and comment. They are stored anonymously, without your name, your application or the position: only the month, the team and whether you were hired are kept with them, and we look at the results only in groups of at least 5 answers.
• If you join us: date of birth, gender, ID card number with its date and place of issue, addresses, personal tax code, social insurance number, number of dependants, the bank account for your salary, an emergency contact, a portrait photo, and copies of your diplomas and social insurance book.

We do not ask for sensitive personal data. Images of your ID card and your health certificate are not collected online: HR sees the originals in person on your first day. Please leave health, religion, ethnicity, political views and criminal records out of your CV. If they are there anyway, we do not use them.

• To assess your application, contact you, arrange interviews and decide on hiring. We do this with the consent you give when you apply.
• Only if you agree separately: to keep your CV on file and consider you for other roles. Sending us your CV without applying for a position means agreeing to this.
• Only while you are on file with your agreement: when a new position opens that matches your profile well, we may email you to invite you to apply. You get at most one such email in 30 days, only in the daytime, and each has a link that stops them for good. If you agreed to stay on file before this notice described these emails, we first email you once to ask you to confirm, and send them only if you do.
• Only if you ask and then confirm from the link we email you: to tell you when a position opens in the team you chose. Each alert has a link that stops them at once.
• If you join us: to prepare your labour contract, pay your salary and register your tax and social insurance, as the contract and the law require.
• To improve how we hire: when you are hired, or after we tell you that your application was not successful, we may email you once to ask how your experience was. Answering is optional, and answers are stored anonymously, so we cannot tell who gave them.

We do not sell your data, use it for advertising, or let it be used to train AI models.

The recruitment team and the hiring managers and interviewers for the role can see your application. A new hire’s ID, tax, insurance and bank details are visible only to HR administrators.

If you applied through a link a NewEra colleague shared with you, that colleague can see which stage your application has reached (received, in interviews, hired or closed), never notes or scores. We keep nothing about you from their referral until you apply.

If you join us: when you accept an offer, our recruitment system creates your card in HQ People with your name, job title, team, manager, start date and office; it never sends your pay, ID, tax, insurance or bank details. Your name, job title, level, team, division, manager, office, work email and start date are kept in NewEra HQ, our company intranet and staff directory, where all our staff can see them, and NewEra HR takes these details from it. Nothing else about you is shared with it. When you leave NewEra, HR removes your entry.

We use AI to read CVs, pick out details such as experience and skills, and compare them with the requirements of the job. Our staff can also ask the AI assistant in our system to look things up. AI also ranks applications and writes a short summary of each for the hiring manager. People on our team make the hiring decisions. If a hiring manager does not answer about a shortlist in time, the system may invite the highest-ranked applicant to book an interview; it never rejects anyone that way. For some roles we may let the system decline applications that clearly do not meet the stated requirements. Those decisions wait before you are told, so our team can overrule them, and you can always ask for a person to review your application.

Each application gets one score from 0 to 100, built from how your CV matches the job, your answers to the application questions and, later, the interviewers’ feedback and the hiring manager’s decision. The score never uses your expected salary, age, gender, photo, family status, nationality, the name of your school or university, gaps between jobs, or how you found the role; a referral is never worth points. An application question about your age, gender, marital or family status, children, pregnancy, nationality, religion, ethnicity, health, disability, school or gaps between jobs never counts towards the score and is never a requirement that declines you. Neither is your expected salary: we may ask it, but it never declines you. A language is asked as a level (basic, intermediate or fluent), never as being a native speaker. The system may also mark a CV whose combination of skills is rare among the applications we receive, using the AI’s read of the CV and counts of the skills listed. That mark never counts against you: an application with it is never declined automatically for a low score; a requirement the job states as a must-have still applies, and a person can overrule it within a day. We also use the mark to consider you for our other open roles.

The system also acts on the score by itself, so nobody waits for a click: it can send the hiring manager a shortlist of the highest-scoring applications, move a strong application on to the next step, and prepare an offer for our team to approve after the interviews went well. It does this only when it could read your CV. It never declines anyone on the score: people on our team decide every rejection and every offer.

If your application closes, your skills are rare here and you have not agreed to stay on file, we may email you once to ask whether we may keep your CV for other roles. We keep it only if you agree on your application page; otherwise it is deleted on the usual schedule.

These companies process data for us, only on our instructions and under data processing agreements:

• Railway Corporation (USA): hosts our recruitment system. Your data is stored on its servers in Singapore.
• AI service providers (outside Vietnam): read CVs and answer our staff’s questions in the system. They process the data only to return results to us and do not use it to train AI models.
• Google LLC (Google Workspace): our company email. The emails this system sends you go out from our recruitment mailbox through Google (Gmail). Emails, including CVs sent to us, may be stored outside Vietnam. For an online interview, the invitation (your name, email address and the interview time) is put on our recruitment calendar in Google Calendar, and Google sends it to you and the interviewers; the video call link is a Google Meet link. When your data is deleted, those calendar events are deleted too.

This means your data is transferred outside Vietnam, which we do as the Law on Personal Data Protection allows. We share data with government agencies only when the law requires it, for example to register a new hire for tax and social insurance.

If you email us your CV, our system copies it into the recruitment system and deletes the email from our mailbox.

• If you are not hired: we delete your CV and personal details 30 days after the recruitment ends for you (when your application is closed or you withdraw it). What remains are anonymous numbers, such as how many people applied, that no longer identify you.
• If you agreed to stay on file: we keep your details for 12 months from when you agreed, then delete them. You can change your mind at any time.
• Job alerts: a sign-up you do not confirm is deleted after 7 days. When you unsubscribe, your address is deleted at once; otherwise we delete it 12 months after you confirmed. Sign up again any time to keep getting alerts.
• Experience survey: the link in the email works for 30 days. When you answer, or when the link expires, we delete what connected the survey to your application, so your answer is anonymous. Written comments are deleted within 12 months; the anonymous scores stay as statistics.
• If you join us: your application becomes part of your employee file. 60 days after you leave, we delete your ID, tax, insurance and bank details, emergency contact and documents from this system. Records the law requires us to keep, such as labour contracts and tax and social insurance records, are kept for as long as it requires and no longer.
• Our system’s copies of the emails and messages we send are deleted after 12 months. Backup copies are replaced within 14 days.

You have the right to know how your data is used; to give or withdraw consent; to see your data and get a copy; to have it corrected; to have it deleted; to restrict or object to its use; and to complain or claim compensation if your rights are breached.

Your application page (the link in our emails) lets you withdraw, join or leave our talent pool, and delete your data yourself. For anything else, write to recruitment@newera.inc. We confirm within 2 working days and act within the legal deadlines: 10 days to show or correct your data, 15 days to stop using it, 20 days to delete it.

If you withdraw your consent while your application is open, we stop considering it. If you are unhappy with how we handled your data, you can complain to the personal data protection authority: the Department of Cybersecurity and High-tech Crime Prevention (A05), Ministry of Public Security.

Encrypted connections, access limited by role, staff sign-in, an activity log, storage encrypted by our hosting provider, and nightly backups. If a breach puts your data at risk, we tell you and the authorities as the law requires.

We cannot consider an application without your contact details and CV. A new hire’s details are needed for the labour contract, salary, tax and social insurance.

When our process changes, we update this notice and the date at the top. If a change affects how we use data you already gave us, we ask for your consent again.