Privacy Policy
Last updated: January 8, 2025
Table of Contents
1. Introduction
Welcome to our AI/ML Job Portal ("Platform", "Service", "we", "us", or "our"). We are committed to protecting your privacy and ensuring the security of your personal information.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Platform. By accessing or using our Services, you agree to the collection and use of information in accordance with this policy.
This policy applies to all users of our Platform, including job seekers (candidates), employers, and visitors to our website.
Quick Summary: We collect information to help match candidates with jobs, verify skills, and improve our Platform. We never sell your personal information to third parties.
2. Information We Collect
We collect various types of information to provide and improve our Services:
Personal Information
Information you provide directly to us:
- Account Information: Name, email address, phone number, password
- Candidate Profile Data:
- Resume/CV (work history, education, skills)
- Current role and years of experience
- Salary expectations and preferences
- Portfolio links and GitHub profiles
- Profile photo (optional)
- Employer Information:
- Company name and website
- Company logo and description
- Industry and company size
- Job postings and requirements
- Billing and payment information
- Skills Assessment Data:
- Test results and scores
- Proctoring recordings (webcam, screen)
- Code submissions and answers
- Time spent on assessments
Usage Data
Information collected automatically when you use our Platform:
- IP address and geolocation data
- Browser type, version, and language
- Device information (type, OS, screen resolution)
- Pages visited, time spent, and navigation paths
- Search queries and filters applied
- Job applications submitted and interview activity
- Referral source (how you found our Platform)
Cookies and Tracking Technologies
We use cookies, web beacons, and similar technologies to:
- Remember your login and preferences
- Analyze Platform usage and performance
- Personalize content and job recommendations
- Track conversions and advertising effectiveness
Communication Data
- Messages sent through our Platform messaging system
- Email communications with our support team
- Feedback, reviews, and survey responses
3. How We Use Information
We use the collected information for the following purposes:
Job Matching and Recommendations
- Match candidates with relevant job opportunities based on skills and experience
- Provide personalized job recommendations using AI algorithms
- Recommend qualified candidates to employers
- Improve matching accuracy over time
Skills Assessment and Verification
- Conduct proctored technical assessments
- Verify candidate competencies and skill levels
- Issue skill badges (Pro, Advanced, Intermediate)
- Detect and prevent cheating or fraudulent activity
Communication and Notifications
- Send job alerts and application status updates
- Facilitate messaging between candidates and employers
- Notify about interview requests and offers
- Send service-related emails (password resets, account updates)
- Send marketing emails (with your consent - you can opt out)
Platform Improvement and Analytics
- Analyze usage patterns to improve features
- Conduct A/B testing for new functionality
- Generate aggregate statistics and insights
- Optimize search and recommendation algorithms
Security and Fraud Prevention
- Detect and prevent fraudulent accounts and activity
- Monitor for security threats and vulnerabilities
- Enforce our Terms of Service
- Investigate violations and respond to support requests
Legal and Compliance
- Comply with legal obligations and regulations
- Respond to lawful requests from authorities
- Process payments and manage billing
- Resolve disputes and enforce agreements
4. Information Sharing
We do NOT sell your personal information to third parties.
We may share your information in the following circumstances:
With Employers (For Candidates)
When you apply to a job or grant profile access, we share:
- Your profile information, resume, and skills
- Skills assessment results and badges
- Application materials (cover letter, availability)
- Communication history related to the application
Note: Employers can only see candidates who have applied to their jobs or whose profiles match their searches.
With Candidates (For Employers)
Candidates can see:
- Company name, logo, and description
- Job details and requirements
- Company website and social links
- Verification status (verified employer badge)
With Service Providers
We share data with trusted third-party providers who help us operate our Platform:
- Skills Assessment Partners: iMocha, HackerRank (proctoring and testing)
- Cloud Infrastructure: AWS, Vercel (hosting and storage)
- Analytics Services: Google Analytics, Mixpanel (usage tracking)
- Email Services: SendGrid, Mailgun (transactional emails)
- Payment Processors: Stripe (payment processing for employers)
- Authentication: Auth0, Google OAuth, LinkedIn OAuth
These providers are contractually bound to protect your data and may only use it for specified purposes.
Business Transfers
If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your data is transferred and becomes subject to a different privacy policy.
Legal Requirements
We may disclose your information if required to:
- Comply with legal obligations or court orders
- Respond to lawful requests from law enforcement
- Protect our rights, property, or safety
- Prevent fraud, security threats, or illegal activity
With Your Consent
We may share your information for other purposes with your explicit consent, such as featuring your success story in our marketing materials.
5. Data Storage and Security
Data Storage
Your data is stored on secure servers provided by Amazon Web Services (AWS) in the United States. We use industry-leading cloud infrastructure with built-in redundancy and backup systems.
Security Measures
We implement multiple layers of security to protect your information:
Encryption
- • SSL/TLS encryption for all data transmission
- • AES-256 encryption for data at rest
- • Encrypted database backups
- • Hashed and salted passwords
Access Controls
- • Multi-factor authentication (MFA)
- • Role-based access control (RBAC)
- • Least privilege principle
- • Regular access audits
Monitoring
- • 24/7 security monitoring
- • Intrusion detection systems
- • Real-time threat alerts
- • Activity logging and auditing
Compliance
- • Annual security audits
- • Penetration testing
- • SOC 2 compliance (in progress)
- • GDPR and CCPA compliance
Employee Training
All employees with access to personal data receive regular training on data protection, security best practices, and privacy regulations.
Data Retention
- Active accounts: Data retained as long as your account is active
- Deleted accounts: Data retained for 90 days, then permanently deleted
- Legal obligations: Some data may be retained longer if required by law (e.g., payment records for tax purposes)
- Backups: Backup copies deleted within 90 days of account deletion
Important: While we implement industry-standard security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but continuously work to improve our protections.
6. User Rights
Under applicable data protection laws (GDPR, CCPA, and others), you have the following rights regarding your personal data:
Right to Access
Request a copy of all personal data we hold about you. We will provide this in a portable, machine-readable format within 30 days.
Right to Correction
Update or correct inaccurate or incomplete information. You can do this directly in your profile settings or by contacting us.
Right to Deletion ("Right to be Forgotten")
Request deletion of your personal data. We will delete your data within 90 days unless we have a legal obligation to retain it.
Right to Data Portability
Export your data in JSON or CSV format to use with another service. Available in account settings.
Right to Object
Object to processing of your data for direct marketing, profiling, or other purposes. We will stop processing unless we have legitimate grounds.
Right to Restriction
Request limitation of how we process your data while you contest accuracy or legitimacy of processing.
Right to Withdraw Consent
Opt out of marketing communications or withdraw consent for data processing at any time. Click "Unsubscribe" in emails or update preferences in settings.
Right to Lodge a Complaint
File a complaint with your local data protection authority if you believe we have violated your privacy rights.
How to Exercise Your Rights
- Through your account settings: Many actions can be performed directly in your profile
- Email us: Send requests to privacy@example.com
- Submit a request form: Use our data rights request form (link in contact section)
We will verify your identity before processing requests to prevent unauthorized access to your data. We will respond to valid requests within 30 days (or as required by local law).
8. GDPR Compliance (European Users)
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, the General Data Protection Regulation (GDPR) provides additional protections for your personal data.
Legal Basis for Processing
We process your personal data under the following legal bases:
- Contract Performance: To provide services you've requested (job matching, assessments)
- Legitimate Interests: To improve our Platform, prevent fraud, and conduct analytics
- Consent: For marketing communications and optional cookies
- Legal Obligations: To comply with applicable laws and regulations
International Data Transfers
Your data may be transferred to and processed in the United States or other countries where our service providers operate. We ensure adequate protection through:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Data Processing Agreements (DPAs) with all processors
- Adequacy decisions where applicable
Your GDPR Rights
In addition to the rights listed in Section 6, GDPR provides:
- Right to lodge a complaint: Contact your local supervisory authority
- Right to object to automated decision-making: Request human review of automated decisions that significantly affect you
- Right to data portability: Receive your data in a structured, machine-readable format
Data Protection Officer
For GDPR-related inquiries, contact our Data Protection Officer at:
Email: dpo@example.com
EU Representative
If required, we will appoint an EU representative in accordance with Article 27 of the GDPR. Contact details will be provided here when applicable.
9. CCPA Compliance (California Residents)
If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information.
California Privacy Rights
Right to Know
Request disclosure of the categories and specific pieces of personal information we've collected about you in the past 12 months.
Right to Delete
Request deletion of personal information we've collected from you, subject to certain exceptions.
Right to Opt-Out of Sale
We do NOT sell your personal information. We never have and never will sell your data to third parties.
Right to Non-Discrimination
We will not discriminate against you for exercising your CCPA rights. You will receive the same level of service regardless.
Categories of Personal Information Collected
In the past 12 months, we have collected the following categories:
- Identifiers: Name, email, phone, IP address
- Professional Information: Resume, work history, skills, education
- Commercial Information: Application history, job preferences
- Internet Activity: Browsing history, search queries, interactions
- Geolocation Data: Approximate location from IP address
- Audio/Visual Information: Profile photos, proctoring recordings
- Inferences: Profiles reflecting preferences and characteristics
Business Purposes for Collection
We collect and use personal information for:
- Providing job matching and placement services
- Skills assessment and verification
- Platform improvement and analytics
- Security and fraud prevention
- Marketing and communications (with consent)
Third Parties We Share With
We share personal information with:
- Employers (when you apply to jobs)
- Service providers (cloud hosting, email, analytics)
- Payment processors (for billing)
- Skills assessment partners (for testing)
How to Exercise Your CCPA Rights
- Submit a request: Email privacy@example.com or use our online form
- Verify your identity: We'll ask for information to confirm your identity
- Receive a response: We'll respond within 45 days (may extend to 90 days for complex requests)
You may designate an authorized agent to make requests on your behalf. The agent must provide proof of authorization.
Shine the Light Law: California residents may request information about disclosure of personal information to third parties for direct marketing purposes. Since we do not share personal information for direct marketing, this request will receive a "no disclosure" response.
10. Children's Privacy
Our Platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18 years of age.
Age Restrictions
- You must be at least 18 years old to create an account
- By using our Platform, you represent that you are 18 or older
- We reserve the right to verify age and terminate accounts of users under 18
Parental Notice
If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@example.com. We will take steps to delete such information from our systems.
COPPA Compliance
We comply with the Children's Online Privacy Protection Act (COPPA). If we discover that we have inadvertently collected information from a child under 13, we will:
- Delete the information as quickly as possible
- Terminate the account
- Not use the information for any purpose
- Not disclose the information to third parties
Important: If you are under 18, please do not use our Platform or provide any information to us. Contact your parent or guardian if you have questions.
11. Changes to Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
How We Notify You of Changes
When we make changes, we will:
- Update the "Last updated" date at the top of this policy
- Post a notice on our Platform homepage for 30 days
- Send an email notification to your registered email address for material changes
- Display a prominent banner when you next log in
Material Changes
We consider the following to be material changes:
- Changes to the types of personal data we collect
- Changes to how we use or share personal data
- Changes to data retention periods
- Changes to your rights or how to exercise them
- Changes to international data transfers
For material changes, we will provide at least 30 days' notice before the changes take effect. You will have the opportunity to review the changes and decide whether to continue using our Platform.
Your Continued Use
By continuing to use our Platform after changes become effective, you acknowledge that you accept the updated Privacy Policy. If you do not agree to the changes, you must stop using the Platform and may delete your account.
Version History
We maintain a history of previous versions of this Privacy Policy. You can request access to previous versions by contacting privacy@example.com.
12. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Privacy Inquiries:
Email: privacy@example.com
Data Protection Officer (DPO):
Email: dpo@example.com
CCPA Requests (California Residents):
Email: ccpa@example.com
Security Issues:
Email: security@example.com
Mailing Address:
AI/ML Job Portal
Privacy Team
[Street Address]
[City, State ZIP]
[Country]
Response Time
We strive to respond to all privacy inquiries within 2-3 business days. For formal data requests (access, deletion, portability), we will respond within 30 days as required by law (or notify you if we need additional time).
Data Rights Request Form
For streamlined processing of data access, deletion, or portability requests, use our online form:
Submit Data Rights Request
Document Information:
Privacy Policy Version 1.0
Last Updated: January 8, 2025
Effective Date: January 8, 2025
By using our Platform, you acknowledge that you have read and understood this Privacy Policy.