Privacy Policy

1. Introduction

At Proofiled ("we", "our", or "us"), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our recruiter and hiring manager collaboration platform.

This policy applies to our website (proofiled.com) and our software service. By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information

We collect information you provide directly to us:

• Account information (name, email address, company information)
• Profile information and preferences
• Payment information (processed securely through third-party providers)
• Communications with us (support requests, feedback)

2.2 Candidate Data

As part of our service, you may upload candidate information:

• Resumes and cover letters
• Interview recordings and notes
• LinkedIn profiles and other professional information
• Assessment results and feedback

2.3 Usage Information

We automatically collect certain information:

• Device information (IP address, browser type, operating system)
• Usage data (features used, time spent, click patterns)
• Log files and analytics data
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the collected information for various purposes:

• To provide, maintain, and improve our Service
• To process transactions and manage your account
• To facilitate collaboration between recruiters and hiring managers
• To generate AI-powered candidate profiles and insights
• To communicate with you about your account and our services
• To provide customer support and respond to your inquiries
• To analyze usage patterns and improve user experience
• To comply with legal obligations and protect our rights

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:

• Within your organization: With team members you've authorized to collaborate on hiring
• Service providers: With trusted third-party vendors who assist in providing our service
• Legal compliance: When required by law or to protect our rights and safety
• Business transfers: In connection with mergers, acquisitions, or asset sales
• With consent: When you explicitly consent to sharing your information

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption of data in transit and at rest
• Secure cloud infrastructure with regular security audits
• Access controls and authentication mechanisms
• Regular security training for our team
• Incident response procedures

While we strive to protect your personal information, no method of transmission over the internet is 100% secure. We encourage you to use strong passwords and secure practices when using our Service.

6. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

• Account information: Until you delete your account
• Candidate data: As directed by you or until account deletion
• Usage data: Typically for 2-3 years for analytics purposes
• Legal compliance: As required by applicable laws

You can request deletion of your data at any time by contacting us. We will respond to your request within 30 days.

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Opt-out: Unsubscribe from marketing communications
• Restrict processing: Request limitation of how we use your data

To exercise these rights, please contact us using the information provided below.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential cookies: Required for basic functionality
• Analytics cookies: Help us understand how you use our service
• Functional cookies: Remember your preferences and settings
• Marketing cookies: Used to deliver relevant advertisements (with consent)

You can control cookie preferences through your browser settings or our cookie consent banner.

9. Third-Party Services

Our Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these external services. We encourage you to review their privacy policies.

We may use the following types of third-party services: cloud hosting providers, analytics services, payment processors, and AI/machine learning services.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure adequate protection through:

• Standard contractual clauses approved by regulatory authorities
• Adequacy decisions by relevant data protection authorities
• Other appropriate safeguards as required by law

11. Children's Privacy

Our Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last updated" date
• Sending you an email notification (for material changes)

Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy, your data, or your rights, please contact us:

We will respond to your inquiry within 30 days and work with you to resolve any concerns about your privacy.