PRIVACY NOTICE

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Website, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Website, or otherwise when you contact us.

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

• Personal Information Provided by You: We collect names; phone numbers; email addresses; mailing addresses; job titles; contact preferences; contact or authentication data; billing addresses; usernames; passwords; and other similar information.
• Social Media Login Data: We may provide you the option to register with us using your existing social media account details (such as Facebook or Twitter). 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 your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Website.

We automatically collect certain information when you visit, use, or navigate the Website. 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 Website, and other technical information. This information is primarily needed to maintain the security and operation of our Website, and for our internal analytics and reporting purposes.

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

• Log and Usage Data: Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Website. Depending on how you interact with us, this log data may include your IP address, device information, browser type and settings, and information about your activity in the Website (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take).
• Device Data: We collect device data such as information about your computer, phone, tablet, or other device you use to access the Website. Depending on the device used, this device data may include IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data: We collect location data such as information about your device's location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Website. You can opt out of allowing us to collect this information either by refusing access or by disabling your Location setting on your device. Note that if you choose to opt out, some aspects of the Services may not be available.

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 Website 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.

• To facilitate account creation and logon process. For example, if you choose to link your account with us to a third-party account (such as Google or Facebook), 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.
• To post testimonials. We post testimonials on our Website that may contain personal information. Prior to posting a testimonial, we will obtain your consent to use your name and the content of the testimonial.
• Request feedback. We may use your information to request feedback and to contact you about your use of our Website.
• To enable user-to-user communications. We may use your information in order to enable user-to-user communications with each user's consent.
• To manage user accounts. We may use your information for the purposes of managing our account and keeping it in working order.
• 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.
• To protect our Services. We may use your information as part of our efforts to keep our Website safe and secure (for example, for fraud monitoring and prevention).
• To enforce our terms, conditions and policies for business purposes, to comply with legal and regulatory requirements, or in connection with our contract.
• 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.
• Fulfill and manage your orders. We may use your information to fulfill and manage your orders, payments, returns, and exchanges made through the Website.
• Administer prize draws and competitions. We may use your information to administer prize draws and competitions when you elect to participate.
• To deliver and facilitate delivery of services to the user. We may use your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may use your information to respond to your inquiries and solve any potential issues you might have with the use of our Services.
• 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.
• Deliver targeted advertising to you. We may use your information to develop and display personalized content and advertising (and work with third parties who do so) tailored to your interests and/or location and to measure its effectiveness.
• For other business purposes. We may use your information for other business purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns, and to evaluate and improve our Website, products, marketing, and your experience.

AI Data Processing

In Short: By using our Services, you acknowledge and agree that we may send your content (including personal information) to a third-party AI provider for processing.

Our AI-powered features (e.g., resume rewriting, cover-letter suggestions, interview feedback) require sending certain user-provided data to an external AI service. This data may include personally identifiable information (PII). Our third-party AI provider states it does not use API data to train its generalized models but may retain it temporarily for abuse monitoring. We cannot control or guarantee the AI provider’s internal policies. If you do not consent to AI-based data processing, do not use HiringCoach.ai, as these features are integral to 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 with services, to protect your rights, or to fulfill business obligations.

We may process or share your data that we hold based on the following legal basis:

• Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.
• 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.
• 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:

• 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.
• 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 for us or on our behalf and require access to such information to do that work.
• Affiliates: We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy notice.
• Business Partners: We may share your information with our business partners to offer you certain products, services, or promotions.

4. WHO WILL YOUR INFORMATION BE SHARED WITH?

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

Examples of third parties we may share your data with include:

• Cloud Computing Services: (e.g., Google Cloud Platform)
• Data Backup and Security: (e.g., Google Drive Backup)
• Functionality and Infrastructure Optimization: (Google App Engine, Google Cloud Storage)
• Social Media Sharing and Advertising: (Facebook, LinkedIn, Twitter plugins)
• Web and Mobile Analytics: (Google Analytics, Firebase, Google Tag Manager)
• Website Performance Monitoring: (Firebase Crash Reporting, Firebase Performance Monitoring)
• Website Testing: (Firebase Remote Config, Google Website Optimizer)
• Third-Party AI Providers: (for text processing, etc.)

If you have provided consent for us to process your data, you can revoke that consent by contacting us at [email protected]. Please note that revoking consent may mean you cannot use certain features or Services (including the AI-driven aspects of HiringCoach.ai).

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: Yes, we use cookies and similar tracking technologies to collect and store information, which helps us provide and protect our Services.

What are cookies?

Cookies are small text files stored on your device (computer, smartphone, tablet) when you visit a website. They do not typically contain personal information but may be linked to personal information you provide. Cookies help us recognize you, remember your preferences, and enhance your user experience.

Types of Cookies We Use

• Essential Cookies: Strictly necessary for the Website to function. Without these, the Services you have asked for (like account access) cannot be provided.
• Analytics/Performance Cookies: Collect information about how users interact with the Website (e.g., pages visited, time spent) to improve site functionality and user experience.
• Functionality Cookies: Allow the Website to remember choices you make (like language preferences) to personalize your experience.
• Advertising/Marketing Cookies: Track your online activity to help us deliver relevant advertising or limit the number of times you see an ad.

How We Use Cookies and Similar Technologies

We use cookies to:

• Maintain your session and prevent you from re-entering information.
• Track and analyze usage to understand how users interact with the Website.
• Deliver targeted ads and measure advertising effectiveness.
• Enhance security and detect fraudulent activities.

Your Choices

By continuing to use our Website, you consent to the placement of cookies on your device. If you prefer to avoid cookies, you may set your browser to refuse them or to alert you when cookies are being sent. However, blocking or deleting cookies may impact your user experience and some Website features may not function properly.

If you have any questions about our use of cookies, please contact us at [email protected].

6. HOW DO WE HANDLE YOUR SOCIAL LOGINS?

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

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

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Website. 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.

7. 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 notice 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 notice, unless a longer retention period is required or permitted by law. When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible, then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure. Transmission of personal information to and from our Website is at your own risk.

9. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: In some regions, 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.

Depending on where you reside (e.g., EEA, UK, California), you may have certain rights under applicable data protection laws, including the right to request access, correction, or deletion of your personal data. To exercise these rights, please email us at [email protected].

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

If you have questions or comments about your privacy rights, you may email us at [email protected].

Account Information

• If you would like to review or change the information in your account or terminate your account, you can contact us using the contact information provided.
• Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use, and/or comply with applicable 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 or reject cookies. If you choose to do so, this could affect certain features of our Website.
• 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 we send or by contacting us at [email protected]. You will then be removed from the marketing email list, but we may still communicate with you for non-marketing purposes.

10. CONTROLS FOR DO-NOT-TRACK FEATURES

In Short: We do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.

Most web browsers and some mobile operating systems include a Do-Not-Track (“DNT”) feature or setting. No uniform technology standard for recognizing and implementing DNT signals is finalized, so we do not currently respond to them.

11. 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 (the “Shine The Light” law) permits our users who are California residents to request information once a year about categories of personal information (if any) we disclosed to third parties for direct marketing purposes. If you are under 18, reside in California, and have a registered account with the Website, you have the right to request removal of unwanted data you publicly post. To request removal, please contact us at [email protected].

12. DO WE MAKE UPDATES TO THIS NOTICE?

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

We may update this privacy notice from time to time. The updated version will be indicated by an updated “Last updated” date and the updated version will be effective as soon as it is accessible. If we make material changes, we may notify you either by posting a notice or by sending you a direct notification.

13. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at [email protected].

14. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To make a request, please email us at [email protected].