HireTrackEZ PRIVACY POLICY

Last Updated: May 15, 2025

1. INTRODUCTION

HireTrackEZ ("we," "our," or "us") is committed to protecting the privacy of your information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI-powered candidate tracking website, mobile applications, and related services (collectively, the "Service").

This Privacy Policy applies to:

• Customers: Organizations and individuals who register for and use our Service
• End Users: Employees and representatives of our Customers who use the Service
• Candidates: Individuals whose information is uploaded to or processed through our Service

By using our Service, you agree to this Privacy Policy. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to this Privacy Policy.

2. INFORMATION WE COLLECT

2.1 Information You Provide to Us

As a Customer or End User:

• Account Information: When you register for an account, we collect information such as your name, email address, telephone number, company name, job title, and password.
• Billing Information: We collect payment information as necessary to process your subscription, though full payment card details may be collected directly by our payment processors.
• Communications: We collect information when you communicate with us via email, chat, or other channels.
• Preferences: We collect information about your preferences and settings when using the Service.

Candidate Information:

• Resumes and Applications: Information contained in resumes, cover letters, job applications, and other documents uploaded to the Service.
• Candidate Profiles: Information used to create and maintain candidate profiles, including contact details, work history, education, skills, certifications, and other relevant information.
• Assessment Information: Responses to assessments, interview notes, and evaluation metrics.
• Communication Records: Records of communications with candidates, including email correspondence and interview feedback.

2.2 Information We Collect Automatically

• Usage Information: Information about how you interact with our Service, including features you use, pages you visit, and actions you take.
• Device Information: Information about the devices you use to access our Service, including device type, operating system, browser type, IP address, and mobile device identifiers.
• Log Data: Information logged when you interact with our Service, including access times, pages viewed, and system activity.
• Cookies and Similar Technologies: We use cookies, pixels, and similar technologies to collect information about your use of our Service. For more information, see our "Cookies and Similar Technologies" section below.

2.3 Information from Third Parties

• Integration Partners: We may receive information about you when you or our Customers integrate third-party services with our Service.
• Service Providers: We may receive information from service providers who help us provide, improve, and promote our Service.
• Publicly Available Sources: We may collect information about you from publicly available sources to supplement the information we collect directly.

3. HOW WE USE INFORMATION

We use the information we collect for the following purposes:

3.1 To Provide and Maintain the Service

• Create and manage your account
• Process payments and billing
• Provide customer support
• Communicate with you about the Service
• Facilitate the candidate tracking and hiring process

3.2 To Improve and Develop the Service

• Analyze usage patterns and trends
• Diagnose technical issues
• Conduct research and development
• Enhance existing features and develop new features

3.3 For AI-Powered Features

• Parse resumes and extract relevant information
• Generate candidate assessments and recommendations
• Train and improve our AI algorithms to enhance performance
• Monitor and mitigate bias in AI-generated assessments

3.4 For Marketing and Communication

• Send you updates, newsletters, and promotional materials
• Inform you about new features, products, or services
• Respond to your inquiries or requests
• Conduct surveys and collect feedback

3.5 For Legal and Security Purposes

• Comply with legal obligations
• Enforce our Terms of Use and other policies
• Protect against, investigate, and prevent fraudulent, harmful, unauthorized, or illegal activity
• Protect the rights, property, or safety of HireTrackEZ, our users, or the public

4. HOW WE SHARE INFORMATION

4.1 With Customers and End Users

• Customers and their authorized End Users have access to candidate information uploaded to or processed through their account.
• Access to information is controlled by permission settings configured by the Customer's account administrator.

4.2 With Service Providers

We share information with third-party service providers who help us operate, provide, improve, and promote our Service, including:

• Cloud hosting providers
• Payment processors
• Customer support services
• Analytics providers
• Email and communication services
• Marketing and advertising partners

4.3 With Integration Partners

If you or our Customers choose to integrate third-party services with our Service, we may share information with those third parties to facilitate the integration.

4.4 In Business Transactions

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, information we hold may be transferred as part of that transaction.

4.5 For Legal Reasons

We may share information if we believe in good faith that disclosure is necessary to:

• Comply with applicable laws, regulations, legal processes, or governmental requests
• Enforce our Terms of Use and other agreements
• Detect, prevent, or address fraud, security, or technical issues
• Protect the rights, property, or safety of HireTrackEZ, our users, or the public

4.6 With Your Consent

We may share information with third parties when you give us consent to do so.

5. DATA RETENTION

We retain your information for as long as necessary to provide you with the Service and fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

For Customers and End Users, we retain account information for as long as your account is active or as needed to provide you with the Service. You may request deletion of your account by contacting us, and we will delete or anonymize your information within 30 days, unless we are required to retain it for legal purposes.

For Candidate information:

• We retain candidate information for as long as the Customer's account is active or as needed to provide the Service.
• Customers may delete candidate information at any time through the Service interface.
• Upon termination of a Customer's account, we provide a 30-day period during which the Customer may export their data, after which all candidate information will be deleted or anonymized.

6. DATA SECURITY

We implement reasonable technical, administrative, and physical security measures designed to protect the information we collect from unauthorized access, disclosure, alteration, or destruction. However, no internet or email transmission is ever fully secure or error-free. Therefore, you should take special care in deciding what information you send to us via the Service or email.

Our security practices include:

• Encryption of data in transit and at rest
• Access controls and authentication mechanisms
• Regular security assessments and audits
• Employee training on security and privacy best practices
• Incident response procedures

7. YOUR RIGHTS AND CHOICES

7.1 Account Information

If you are a Customer or End User, you can update your account information through your account settings or by contacting us.

7.2 Marketing Communications

You can opt out of receiving promotional communications from us by following the unsubscribe instructions included in each communication or by contacting us.

7.3 Cookies and Similar Technologies

Most web browsers are set to accept cookies by default. You can usually choose to set your browser to remove or reject cookies. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Service.

7.4 Data Subject Rights

Depending on your location, you may have certain rights regarding your personal information, such as:

• Access: The right to request access to the personal information we hold about you.
• Correction: The right to request that we correct incomplete or inaccurate personal information.
• Deletion: The right to request that we delete your personal information.
• Restriction: The right to request that we restrict the processing of your personal information.
• Portability: The right to request a copy of your personal information in a structured, machine-readable format.
• Objection: The right to object to our processing of your personal information.

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

7.5 Candidate Rights

If you are a Candidate whose information has been uploaded to our Service by one of our Customers:

• The Customer is responsible for providing you with notice about their collection and use of your information.
• To exercise your rights regarding your personal information, please contact the Customer directly.
• If you contact us to exercise your rights, we may redirect you to the relevant Customer or forward your request to them.

8. CALIFORNIA PRIVACY RIGHTS

If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA). Please see the "California Privacy Rights" section in our Terms of Use for more information about these rights and how to exercise them.

8.1 Notice of Collection

We collect the categories of personal information listed in the "Information We Collect" section above. For specific details about the categories of personal information we collect and the purposes for which we collect them, please refer to that section.

8.2 No Sale or Sharing of Personal Information

HireTrackEZ does not sell or share personal information as defined by the CCPA/CPRA.

8.3 Sensitive Personal Information

We limit our use and disclosure of sensitive personal information to purposes authorized under the CCPA/CPRA.

8.4 Service Provider Relationship

When processing Candidate information on behalf of our Customers, we act as a "service provider" under the CCPA/CPRA. Customers are responsible for fulfilling CCPA/CPRA obligations to Candidates, including providing privacy notices and responding to rights requests.

9. INTERNATIONAL DATA TRANSFERS

HireTrackEZ is based in the United States, and we may transfer, store, and process your information in countries other than your country of residence. These countries may have data protection laws that are different from the laws in your country.

When we transfer information across borders, we take steps to comply with applicable data protection laws, including implementing appropriate safeguards for cross-border transfers of information. These safeguards may include:

• Standard Contractual Clauses approved by the European Commission
• Binding Corporate Rules
• Participation in recognized frameworks for lawful data transfers
• Obtaining your consent for the transfer

10. CHILDREN'S PRIVACY

Our Service is not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will promptly delete that information.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes to this Privacy Policy, we will notify you by email (if you have provided an email address) or by posting a notice on our website prior to the changes becoming effective. We encourage you to review this Privacy Policy periodically to stay informed about our information practices.

12. CONTACT US

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

HireTrackEZ Data Privacy Team Email: privacy@HireTrackEZ.com

13. AI TECHNOLOGIES AND DATA PROCESSING

13.1 AI Resume Parsing and Assessment

HireTrackEZ uses artificial intelligence and machine learning technologies to parse resumes and provide candidate assessments. Our AI systems are designed to:

• Extract relevant information from resumes and other candidate documents
• Analyze candidate qualifications in relation to job requirements
• Generate insights to assist in hiring decisions
• Streamline the candidate review process

13.2 Training Data

Our AI systems are trained using diverse datasets to minimize bias. These training datasets include:

• Anonymized resume samples
• Industry-standard job descriptions
• Historical hiring data (anonymized)
• Structured evaluation criteria

We do not use Customer-specific data to train our general AI models without explicit consent.

13.3 Bias Monitoring and Mitigation

We implement measures to monitor and mitigate potential bias in our AI systems, including:

• Regular testing across different demographic groups
• Ongoing evaluation of assessment outcomes
• Periodic third-party audits of our AI systems
• Continuous improvement of our algorithms based on findings

13.4 Transparency and Explainability

We strive to make our AI processes transparent and explainable. Upon request, we can provide Customers with information about:

• The types of data used in our AI assessments
• The general factors considered in candidate evaluations
• The limitations of our AI technologies
• Recommendations for human oversight and review

13.5 Human Oversight

Our AI technologies are designed to assist human decision-makers, not replace them. We recommend that all AI-generated assessments be reviewed by human hiring managers before making employment decisions.

14. DATA PROCESSORS AND SUB-PROCESSORS

HireTrackEZ may use third-party data processors and sub-processors to provide and improve the Service. We maintain a list of these processors, the services they provide, and their locations. Customers may request this list by contacting us.

We enter into data processing agreements with our processors that require them to:

• Process personal information only as instructed by HireTrackEZ
• Implement appropriate security measures
• Assist HireTrackEZ in fulfilling our obligations under applicable data protection laws
• Delete or return personal information when their services conclude