Privacy Policy

Last updated September 17, 2019

Thank you for choosing to be part of our community at RecruitBot Inc. (“Company”, “we”, “us”, or “our”). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our policy, or our practices with regards to your personal information, please contact us at support@therecruitbot.com. 

When you visit our website therecruitbot.com, our mobile application and use our services, you trust us with your personal information. We take your privacy very seriously. In this privacy policy, we describe our privacy policy. We seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy policy that you do not agree with, please discontinue use of our site, application and our services. 

This privacy policy applies to all information collected through our website (such as therecruitbot.com), our RecruitBot mobile application and/or any related services, sales, marketing or events (we refer to them collectively in this privacy policy as the “Services“). 

Please read this privacy policy carefully as it will help you make informed decisions about sharing your personal information with us. By continuing to use our Services, you agree to the terms of this privacy policy and you expressly consent to the collection, use and disclosure of your personal information in accordance with this privacy policy.

TABLE OF CONTENTS

  1. WHAT INFORMATION DO WE COLLECT? 1
  2. HOW DO WE USE YOUR INFORMATION? 2
  3. WILL YOUR INFORMATION BE SHARED WITH ANYONE? 2
  4. WHO WILL YOUR INFORMATION BE SHARED WITH? 4
  5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES? 4
  6. HOW DO WE HANDLE YOUR SOCIAL LOGINS? 4
  7. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY? 4
  8. HOW LONG DO WE KEEP YOUR INFORMATION? 5
  9. DO WE COLLECT INFORMATION FROM MINORS? 5
  10. WHAT ARE YOUR PRIVACY RIGHTS? 5
  11. CONTROLS FOR DO-NOT-TRACK FEATURES 6
  12. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS? 6
  13. DO WE MAKE UPDATES TO THIS POLICY? 7
  14. HOW CAN YOU CONTACT US ABOUT THIS POLICY? 7

 

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us 

In Short: We collect personal information that you provide to us such as name, address, contact information, employment and education history and other information on your resume, passwords and security data, payment information, and social media login data. 

We collect personal information that you voluntarily provide to us when registering at the Services expressing an interest in obtaining information about us or our products and services, when participating in activities on the Services or otherwise contacting us.

The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make and the products and features you use. The personal information we collect can include the following:

Name and Contact Data. We collect your first and last name, email address, date of birth, postal address, phone number, and other similar contact data. 

Employment and education history: We collect any employment and education history that you include in resumes that you upload to the Services.

Communications: If you have opted into the Gmail and Microsoft Outlook APIs as part of the Service, through automated means unless permissible in accordance with the third-party platforms’ terms, we collect sender and recipient information, subject headings and email content. 

Credentials. We collect passwords, password hints, and similar security information used for authentication and account access.

Recruitment Information.  We collect information about you in connection with any recruitment process pursued through the Services via applicant tracking system software, including job requirements and specifications, interview feedback, employment decisions and email correspondence with us or other users (such as prospective employers).  

Social Media Login Data. We provide you with the option to register using social media account details, like your Facebook, Twitter or other social media account. If you choose to register in this way, we will collect the Information described in the section called “HOW DO WE HANDLE YOUR SOCIAL LOGINS” below. 

All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information. 

 

Information automatically collected 

In Short: Some information – such as IP address and/or browser and device characteristics – is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

Information collected from others

We may supplement the information we collect about you with information from other sources. This may include information from publicly available sources (such as other published content) and data providers, as well as information from business partners.

2. HOW DO WE USE YOUR INFORMATION? 

In Short: We process your information for purposes based on legitimate business interests, the fulfillment of our contract with you, compliance with our legal obligations, and/or your consent. 

We use personal information collected via our Services for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations. 

We use the information we collect or receive: 

  • To facilitate account creation and logon process. If you choose to link your account with us to a third party account *(such as your Google or Facebook account), we use the information you allowed us to collect from those third parties to facilitate account creation and logon process for the performance of the contract. See the section below headed “HOW DO WE HANDLE YOUR SOCIAL LOGINS” for further information.
  • To provide our Services to our customers, including using machine learning to process your information to match and rank you against other candidates to specific employment positions for prospective employers.  
  • To send you marketing and promotional communications. We and/or our third party marketing partners may use the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. Our use of your personal information for marketing and promotional communications does not include personal information that we obtain through any integration that you may enable through Gmail or Microsoft Outlook as part of the Service.  You can opt-out of our marketing emails at any time (see the “WHAT ARE YOUR PRIVACY RIGHTS” below).   
  • To send administrative information to you. We may use your personal information to send you product, service and new feature information and/or information about changes to our terms, conditions, and policies. 
  • Request Feedback. We may use your information to request feedback and to contact you about your use of our Services. 
  • If you have authorized access to your Gmail or Microsoft Outlook as part of the Services, to send emails on your behalf and to review and track your emails for the purposes of tracking recruitment processes as part of the Services. 
  • To enforce our terms, conditions and policies for business purposes, legal reasons and contractual. 
  • To respond to legal requests and prevent harm. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond. We may use and store this information in aggregated and anonymized form so that it is not associated with individual end users and does not include personal information. We will not use identifiable personal information without your consent.
  • We may create anonymous data records from your personal information by excluding information (such as your name) that makes the information personally identifiable to you.  We may use this anonymous information for various purposes, including to analyze usage patterns and other performance metrics of the Service, so that we may enhance the content of and improve our Services.

3. WILL YOUR INFORMATION BE SHARED WITH ANYONE? 

In Short: We only share information with your consent, to comply with laws, to provide you and other users with the Services, to protect your rights, or to fulfill business obligations. 

We may process or share data based on the following legal basis:

  • Consent: We may process your data if you have given us specific consent to use your personal information in a specific purpose. For example, when you provide your employment and educational history to the Services, you are consenting to such information being shared with prospective employers for their recruitment purposes. 
  • Legitimate Interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests. 
  • Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfill the terms of our contract. 
  • Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements). 
  • Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.

More specifically, we may need to process your data or share your personal information in the following situations: 

  • Third Parties Designated by You.  When you use the Services, the personal information you provide (such as your contact details, employment and educational history) will be shared with the third parties that you designate to receive such information.  Depending on the type of access you grant to such third parties, they may also be permitted to edit the information you have provided to us and to designate others to access and edit such information. However, we will not share your personal information with customers or prospective employers to which you have not given your express consent.  
  • Vendors, Consultants and Other Third-Party Service Providers. We may share your data with third party vendors, service providers, contractors or agents who perform services on our behalf or help us operate the Services and require access to such information to do that work. Examples include: payment processing, data analysis, email delivery, hosting services, customer service and marketing efforts. 
  • Partners.  Excluding personal information that we may collect from any integration with Gmail or Microsoft Outlook, we may sometimes share your personal information with partners or enable partners to collect information directly via our Services.  We may allow selected third parties to use tracking technology on the Services, which will enable them to collect data about how you interact with the Services over time. This information may be used to, among other things, analyze and track data, determine the popularity of certain content and better understand online activity.
  • Third party platforms and social media networks.  If you have enabled features or functionality that connect the Service to a third-party platform (such as Gmail and Microsoft Outlook) or social media network (such as by logging in to the Service using your account with the third-party, providing your API key or similar access token for the Service to a third-party, or otherwise linking your account with the Service to a third-party’s services), we may disclose the personal information that you authorized us to share. We do not control the third party’s use of your personal information.
  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. 
  • Other Users. When you share personal information (for example, by posting comments, contributions or other content to the Services) or otherwise interact with public areas of the Services, such personal information may be viewed by all users and may be publicly distributed outside the Services in perpetuity. If you interact with other users of our Services and register through a social network (such as Facebook), your contacts on the social network will see your name, profile photo, and descriptions of your activity. Similarly, other users will be able to view descriptions of your activity, communicate with you within our Services, and view your profile. 

4. WHO WILL YOUR INFORMATION BE SHARED WITH? 

In Short: We only share information with the following third parties. 

  • We only share and disclose your information with the following third parties. We have categorized each party so that you may be easily understand the purpose of our data collection and processing practices. If we have processed your data based on your consent and you wish to revoke your consent, please contact us. Allow Users to Connect to their Third-Party Accounts
  • Google account
  • Microsoft Office account
  • Functionality and Infrastructure Optimization 
  • Amazon Web Services
  • Invoice and Billing 
  • Stripe
  • User Account Registration and Authentication 
  • Google OAuth 2.0 and Google Sign-In
  • Web and Mobile Analytics 
  • Google Analytics

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES? 

In Short: We may use cookies and other tracking technologies to collect and store your information. 

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy. 

6. HOW DO WE HANDLE YOUR SOCIAL LOGINS? 

In Short: If you choose to register or log in to our services using a social media account, we may have access to certain information about you. 

Our Services offer you the ability to register and login using your third party social media account details (like your Facebook or Twitter logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile Information we receive may vary depending on the social media provider concerned, but will often include your name, e-mail address, friends list, profile picture as well as other information you choose to make public. 

We will use the information we receive only for the purposes that are described in this privacy policy or that are otherwise made clear to you on the Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third party social media provider. We recommend that you review their privacy policy to understand how they collect, use and share your personal information, and how you can set your privacy preferences on their sites and apps. 

7. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY? 

In Short: We may transfer, store, and process your information in countries other than your own. 

Our servers are located in United States. If you are accessing our Services from outside United States, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information (see “WILL YOUR INFORMATION BE SHARED WITH ANYONE?” above), in United States, and other countries.  You acknowledge that your personal information may be processed in these countries where laws regarding processing of personal information may be less stringent than the laws in your country.  By visiting the Services and providing us with your information, you acknowledge and agree that your personal information may be processed for the purposes identified in this privacy policy in accordance with applicable law.

8. HOW LONG DO WE KEEP YOUR INFORMATION? 

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy policy unless otherwise required by law. 

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this policy will require us keeping your personal information for longer than 1 year past the termination of the user’s account. 

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible. 

9. DO WE COLLECT INFORMATION FROM MINORS? 

In Short: We do not knowingly collect data from or market to children under 18 years of age. 

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we have collected from children under age 18, please contact us at support@therecruitbot.com. 

10. WHAT ARE YOUR PRIVACY RIGHTS? 

In Short: In some regions, such as the European Economic Area, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time. 

In some regions (like the European Economic Area), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below. We will consider and act upon any request in accordance with applicable data protection laws. 

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal. 

If you are resident in the European Economic Area and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://edpb.europa.eu/about-edpb/board/members_en. 

  • Account Information 

If you would at any time like to review or change the information in your account or terminate your account, you can:

  • Log into your account settings and update your user account. 

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, some information may be retained in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Service and/or comply with legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. To opt-out of interest-based advertising by advertisers on our Services visit http://www.aboutads.info/choices/. 

Opting out of email marketing: You can unsubscribe from our marketing email list at any time by clicking on the unsubscribe link in the emails that we send or by contacting us using the details provided below. You will then be removed from the marketing email list – however, we will still need to send you service-related emails that are necessary for the administration and use of your account. To otherwise opt-out, you may:

  • Access your account settings and update preferences. 

11. CONTROLS FOR DO-NOT-TRACK FEATURES 

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. No uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy policy.

12. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS? 

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information. 

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below. 

If you are under 18 years of age, reside in California, and have a registered account with the Services, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below, and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from our systems.

13. DO WE MAKE UPDATES TO THIS POLICY? 

In Short: Yes, we will update this policy as necessary to stay compliant with relevant laws. 

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information. 

14. HOW CAN YOU CONTACT US ABOUT THIS POLICY? 

If you have questions or comments about this policy, you may email us at support@therecruitbot.com or by post to:

RecruitBot Inc.
5125 Louise Ave
Encino, CA 91316
United States