Privacy Policy for JobScreener AI

Effective Date: March 26, 2025

1. Introduction

This Privacy Policy outlines how JobScreener Pty Ltd ("JobScreener," "we," "us," or "our") collects, uses, discloses, and protects your personal information when you use our AI-powered recruitment platform and related services (collectively, the "Service"). We are committed to protecting your privacy and handling your data in an open and transparent manner.

By accessing or using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us through various methods, including account creation, profile completion, direct submissions, and communications:

• Account Information: Name, email address, phone number, password, authentication information, and other details provided during registration or account setup
• Client Information: Company details, industry, size, hiring needs, job descriptions, recruitment goals, team structure, and hiring workflows
• Candidate Information: Resume/CV, work history, employment dates, job titles, employers, responsibilities, education history, degrees, institutions, graduation dates, skills, proficiency levels, certifications, licenses, portfolio links, projects, and other professional qualifications
• Job Preferences: Desired roles, industries, company types, work arrangements (remote, hybrid, in-office), salary expectations, location preferences, willingness to relocate, career goals, and availability dates
• Communication Data: Messages, emails, feedback, customer support inquiries, survey responses, testimonials, and other communications with us or other users
• Assessment Responses: Answers to screening questions, technical assessments, situational judgment tests, personality assessments, interview responses, writing samples, and other evaluation materials
• Professional References: Names, contact information, and relationship details for references you provide

2.2 Information We Collect Automatically

When you use our Service, we automatically collect certain information through automated technologies, including:

• Usage Data: Features accessed, pages viewed, actions taken, time spent on platform, click patterns, interaction with platform features, search queries, filter selections, sorting preferences, login times, session duration, and navigation paths
• Device Information: IP address, browser type and version, browser plugins, operating system, device type, model and manufacturer, screen resolution, mobile device identifiers, and hardware settings
• Performance Data: Load times, response times, crash reports, error messages, buffering events, and app or website performance metrics
• Location Information: General location data based on IP address, time zone, and GPS (if permitted)
• Log Data: Server logs, API calls, system events, error reports, authentication attempts, and network activity

2.2.1 Cookies and Tracking Technologies

We use cookies, web beacons, pixels, local storage, and similar technologies to collect information about how you interact with our Service. These technologies help us:

• Authenticate users and remember your preferences
• Maintain your session and security settings
• Analyze usage patterns and traffic
• Optimize and personalize your experience
• Measure the effectiveness of our features and marketing
• Improve our Service based on user behavior

Types of Cookies We Use:

• Essential Cookies: Required for the platform to function properly (cannot be disabled)
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Help us understand how users interact with our platform
• Marketing Cookies: Used to deliver relevant advertisements and track marketing campaign performance

You can manage your cookie preferences through your browser settings or our cookie preference center. However, disabling certain cookies may limit the functionality of our Service.

For more detailed information about the specific cookies we use, please see our [Cookie Policy].

2.3 Information from Third Parties

We may receive information about you from third parties, such as:

• Professional references provided by you or other users
• Public databases, professional directories, and publicly available information from websites and publications
• Social media platforms when you link your accounts, use social sign-in features, or maintain professional profiles that are publicly accessible
• Background check providers (with your consent and in accordance with applicable law)
• Educational and certification verification services
• Our business partners, service providers, data providers, and affiliates
• Recruitment agencies, talent pools, and job boards
• Former employers and educational institutions (for verification purposes)
• Other candidates or clients who may recommend you or share information about you

The categories of information we receive from these third parties may include professional history, qualifications, skills assessments, performance evaluations, recommendations, and verification of information you have provided.

3. How We Use Your Information

We use the information we collect for various purposes, including to:

3.1 Provide and Improve Our Service

• Create and maintain your account
• Deliver the features and functionality of our Service
• Match candidates with job opportunities based on qualifications and preferences
• Process and respond to your inquiries and requests
• Improve and optimize our Service, including our AI algorithms and matching technology
• Develop new features, products, and services

3.2 AI-Powered Analysis and Assessment

• Analyze resumes and candidate qualifications
• Conduct automated skills assessments
• Perform voice analysis during AI interviews (with your consent)
• Generate candidate recommendations and insights for clients
• Identify skill gaps and development opportunities

3.3 Communications

• Send administrative messages, updates, and security alerts
• Provide information about features, updates, and changes to our Service
• Send marketing communications (subject to your preferences)
• Facilitate communication between candidates and clients

3.4 Legal and Operational Purposes

• Ensure compliance with applicable laws and regulations
• Enforce our Terms of Service and other legal rights
• Detect, investigate, and prevent fraudulent or harmful activities
• Process payments and maintain financial records
• Respond to legal requests and prevent harm

4. AI Processing and Algorithmic Decision-Making

4.1 Nature of AI Processing

Our Service utilizes artificial intelligence to analyze candidate qualifications, conduct automated screening, and provide recommendations. This processing is probabilistic in nature and is designed to assist human decision-making, not replace it. Our AI systems analyze various data points including but not limited to:

• Resume content and structure
• Work experience and qualifications
• Skills and competencies
• Education and certifications
• Communication patterns and language usage
• Job-relevant behavioral indicators
• Performance in skills assessments

4.2 Explicit Consent for AI Processing

Before using our AI-powered features, we obtain your explicit consent. This consent is specific to:

• Resume analysis and parsing
• Skills matching and assessment
• Automated initial screening
• Voice analysis (if applicable)
• Behavioral pattern recognition
• Predicted success indicators

You may withdraw this consent at any time, though this may limit your ability to use certain features of our Service. To withdraw consent, visit your privacy settings in your account or contact us directly.

4.3 Automated Decision-Making

Where we use automated decision-making, including profiling:

• It is necessary for entering into or performance of a contract between you and us
• It is authorized by law
• It is based on your explicit consent

The automated processes we use may include:

• Initial candidate screening based on minimum qualifications
• Skills matching algorithms
• Preliminary candidate ranking
• Behavioral and communication pattern analysis

You have the right to request human intervention, express your point of view, and contest any automated decision made about you. Our AI systems are designed to supplement human judgment, not replace it entirely.

4.4 Voice Analysis

If you participate in AI-powered interviews, we may analyze speech patterns, tone, pace, clarity, and other vocal characteristics to assess communication skills. This analysis:

• Does not evaluate protected characteristics such as accent, ethnicity, or gender
• Is performed solely for the purpose of assessing job-relevant communication abilities
• Focuses on factors like clarity, articulation, vocabulary usage, and response structure
• Measures objective communication metrics rather than subjective qualities
• Is conducted with your explicit consent, which you can withdraw at any time
• Is supplemented by text transcription for enhanced accuracy

Voice recordings are processed using specialized algorithms and may be retained according to our retention policies, but you may request their deletion at any time.

4.5 Algorithmic Fairness and Transparency

We design our AI systems with fairness in mind and regularly audit them for potential biases. Our approach includes:

• Regular algorithmic audits by internal and external experts
• Testing for disparate impact across protected groups
• Continuous monitoring of outcomes and adjustment of algorithms
• Development of transparent AI processes where possible
• Maintaining human oversight of all critical decisions

While we strive for transparency in our AI processes, the complex nature of machine learning algorithms means we cannot provide complete explanations of all factors contributing to specific outcomes. However, we can provide general information about the main factors considered in our AI analysis upon request.

We are committed to continuous improvement of our AI systems and addressing any identified biases through regular testing, validation, and updating of our models.

5. Data Sharing and Disclosure

5.1 Sharing with Clients and Candidates

• For Clients: We share candidate profiles, assessment results, and interview data with clients when candidates apply to their job openings
• For Candidates: We share job descriptions, company information, and client communications relating to positions you have applied for

5.2 Service Providers and Third-Party Integrations

We share information with third-party service providers who perform services on our behalf, including:

• Cloud hosting and storage providers (e.g., AWS, Google Cloud)
• Payment processors (e.g., Stripe, PayPal)
• Analytics providers (e.g., Google Analytics, Mixpanel)
• Customer support services (e.g., Zendesk, Intercom)
• Email and communication platforms (e.g., SendGrid, Twilio)
• Security and fraud prevention services (e.g., reCAPTCHA, Sift)
• CRM and marketing automation tools (e.g., HubSpot, Salesforce)
• Video interview platforms (e.g., Zoom, Microsoft Teams)
• AI and machine learning providers for resume parsing and analysis
• Background check providers (where applicable and with consent)
• Professional skills assessment providers

These service providers are contractually obligated to use your information only as directed by us and for no other purposes. We implement due diligence procedures for all service providers and establish data processing agreements that comply with applicable privacy laws.

Our platform may also integrate with third-party services that you choose to connect with, such as:

• Applicant Tracking Systems (ATS)
• Calendar applications
• Professional networking platforms
• Single sign-on (SSO) providers

When you connect these services, you may be subject to their respective privacy policies. We recommend reviewing the privacy policies of these third parties before connecting them to our Service.

5.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court order, government request). We may also disclose information when we believe disclosure is necessary to:

• Comply with applicable laws, regulations, or legal process
• Protect our rights, property, or safety
• Protect the rights, property, or safety of our users or others
• Prevent and detect fraud, security, or technical issues
• Respond to an emergency

When legally permitted, we will attempt to notify you of such legal demands.

5.4 Business Transfers

If we are involved in a merger, acquisition, financing, or sale of business assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your information through:

• Email notification
• Prominent notice on our website
• In-app notification

If the acquiring entity plans to use your personal information for materially different purposes than described in this policy, they will provide you with notice and choices about the new practices.

5.5 With Your Consent

We may share or disclose your information with your consent or at your direction. When we seek your consent, we will make clear:

• What information will be shared
• With whom it will be shared
• For what purpose
• How long the consent remains valid

You may withdraw your consent at any time by contacting us.

5.6 Aggregate and De-identified Data

We may share aggregated or de-identified information that does not reasonably identify you with third parties for:

• Industry analysis and benchmarking
• Research and academic studies
• Market insights and trends
• Demographic profiling
• Product improvement
• Educational and promotional materials

Before sharing such data, we apply technical safeguards, contractual measures, and organizational processes to prevent re-identification.

6. Data Retention and Deletion

6.1 Retention Periods

We retain your information for as long as necessary to provide our Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Our specific retention periods vary by data type:

These retention periods may be extended:

• If required by law or regulation
• For the establishment, exercise, or defense of legal claims
• Upon your request for legitimate purposes (e.g., future job opportunities)
• With your explicit consent

We periodically review our retention practices to ensure we're only keeping data that's necessary for our stated purposes.

6.2 Account Deletion

You may request deletion of your account at any time through your account settings or by contacting us. When you delete your account, we will:

• Remove your profile from active view within 30 days
• Immediately end active job applications or client engagements
• Delete or de-identify your personal information in accordance with applicable law
• Provide confirmation once the deletion process is complete
• Retain only the minimum information required by law

The full deletion process may take up to 90 days to complete across all systems and backups.

6.3 Retention After Deletion

Even after you delete your account, we may retain certain information:

• As necessary to comply with legal obligations (e.g., tax records, proof of consent, transaction records)
• For fraud prevention, security monitoring, or abuse detection
• To establish, exercise, or defend legal claims
• In aggregated, de-identified, or anonymized form that cannot be associated with an individual

We apply appropriate safeguards to information retained after deletion, including access restrictions and minimization of data retained.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, which may include:

7.1 Access and Portability

• The right to access personal information we hold about you
• The right to receive your personal information in a structured, commonly used, and machine-readable format

7.2 Correction and Deletion

• The right to correct inaccurate or incomplete personal information
• The right to request deletion of your personal information, subject to certain exceptions

7.3 Restriction and Objection

• The right to restrict or object to our processing of your personal information
• The right to object to automated decision-making and profiling

7.4 Consent Withdrawal

• The right to withdraw consent at any time, where our processing is based on your consent

7.5 Complaint

• The right to lodge a complaint with a supervisory authority

7.6 How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided in Section 12. We will respond to your request within the timeframe required by applicable law. We may need to verify your identity before responding to your request.

8. Data Security

8.1 Security Measures

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, and destruction. Our comprehensive security program includes:

Technical Safeguards:

• End-to-end encryption of sensitive information at rest and in transit
• Multi-factor authentication for account access
• Regular security assessments, vulnerability scanning, and penetration testing
• Intrusion detection and prevention systems
• Firewalls and network security controls
• Regular security patches and updates
• Data loss prevention systems
• Secure development practices and code reviews
• Backup and recovery systems

Organizational Safeguards:

• Role-based access controls with least privilege principles
• Background checks for employees with access to sensitive data
• Regular security awareness training for all staff
• Formal security policies and procedures
• Vendor security assessment processes
• Physical security measures for our facilities
• Regular compliance audits
• Designated security team overseeing our security program

8.2 Data Breach Notification

In the event of a data breach that compromises your personal information, we will:

1. Investigate the incident promptly and thoroughly
2. Take measures to contain and mitigate the breach
3. Notify affected individuals without undue delay, typically within 72 hours of discovery, where feasible and required by law
4. Provide information about the nature of the breach, the information affected, likely consequences, measures we've taken, and recommended steps you can take
5. Notify relevant regulatory authorities as required by applicable laws
6. Work to prevent similar breaches in the future

We maintain a detailed incident response plan that is regularly tested and updated to ensure swift and effective response to any security incidents.

8.3 Limitations

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data. You play an important role in protecting your information by maintaining the confidentiality of your account credentials and notifying us of any suspected unauthorized activity.

9. International Data Transfers

9.1 Cross-Border Transfer Mechanisms

Your information may be transferred to and processed in countries other than your country of residence, including countries where our servers and service providers are located. These countries may have different data protection laws than your country.

When we transfer personal information from the Australia to countries that have not been deemed to provide an adequate level of data protection, we employ one or more of the following legal mechanisms:

• Standard Contractual Clauses (SCCs) approved by relevant authorities such as the European Commission or the UK Information Commissioner's Office
• Binding Corporate Rules (BCRs) for transfers among our corporate affiliates
• Derogations provided for in applicable law, such as explicit consent or contractual necessity
• Adequacy decisions where applicable (for countries recognized as providing adequate protection)
• Data Protection Agreements with specific provisions for cross-border transfers
• Additional supplementary measures as recommended by regulatory authorities

9.2 Primary Data Locations

Our primary data processing activities take place in:

• Australia (our headquarters)
• United States (cloud service providers)
• European Union (backup and redundancy systems)
• Singapore (Asia-Pacific operations)

9.3 Safeguards for International Transfers

For international transfers, we implement additional safeguards including:

• Encryption of data in transit and at rest
• Pseudonymization and minimization of personal data transferred
• Transparency about the countries where your data will be processed
• Contractual commitments from our service providers regarding data protection
• Regular assessments of data protection laws in recipient countries
• Data processing agreements with specific provisions for international transfers

9.4 Consent for International Transfers

By using our Service, you consent to the transfer of your information to countries outside your country of residence, including to Australia, where our headquarters are located. You can withdraw this consent by closing your account, but this will affect our ability to provide the Service to you.

If you have questions about our international data transfer mechanisms or would like to request more information, please contact us using the details provided in Section 12.

10. Children's Privacy

10.1 Age Restrictions

Our Service is not directed to children under the age of 18, and we do not knowingly collect personal information from children. Users of our Service must be:

• At least 18 years of age; or
• Of the legal age to provide consent to data processing in their jurisdiction, if that age is higher

10.2 Inadvertent Collection of Children's Data

If we learn that we have collected personal information from a child under 18, we will:

1. Immediately suspend the associated account
2. Promptly delete all personal information collected from that individual
3. Implement measures to prevent further collection
4. Notify parents or guardians if required by applicable law
5. Review our processes to prevent recurrence

10.3 Reporting Underage Users

If you believe we have inadvertently collected information from a child under 18, please contact us immediately using the contact information in Section 12. Please provide any relevant details that might help us identify and address the situation.

10.4 Verification Measures

We may implement age verification measures as part of our registration process. This may include:

• Self-declaration of age
• Verification through payment methods (for paid services)
• Other reasonable age verification methods

However, if we have reason to believe a user is under 18 despite having declared otherwise, we reserve the right to request additional verification or to suspend or terminate the account.

11. Changes to This Privacy Policy

11.1 Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, service offerings, technologies, legal requirements, or for other operational, legal, or regulatory reasons.

11.2 Notification of Changes

We will notify you of any material changes by:

• Posting the new Privacy Policy on this page with a prominent notice
• Updating the "Effective Date" at the top of this Privacy Policy
• Sending an email to the address associated with your account
• Providing a notification through our Service (such as a banner or pop-up)
• Requiring acknowledgment or re-consent for significant changes

The method of notification will depend on the nature of the changes and requirements of applicable law.

11.3 Definition of Material Changes

Material changes include:

• Changes to the types of personal information we collect
• New purposes for processing your personal information
• New categories of third parties with whom we share information
• Changes to your rights regarding your personal information
• Changes that significantly affect your privacy rights

11.4 Review and Acceptance

For significant changes, we may require your explicit consent before continuing to use our Service. For other changes, your continued use of the Service after we post changes to the Privacy Policy means you accept those changes.

We encourage you to review this Privacy Policy periodically for any changes. Historical versions of our Privacy Policy are available upon request.

11.5 Notice Period

When possible, we will provide notice at least 30 days before implementing material changes to give you time to review the changes and determine whether you wish to continue using our Service.

12. Contact Us

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

JobScreener Pty Ltd
81-83 Campbell St
Surry Hills NSW 2010
Australia
Email: hello@jobscreener.ai
Privacy Portal: https://jobscreener.ai/privacy-policy

13. Additional Information for Specific Jurisdictions

13.1 For Australian Users

In accordance with the Australian Privacy Act 1988 (Cth), you have the right to:

• Access and correct your personal information
• Make a privacy complaint
• Opt out of receiving direct marketing communications

13.2 For European Economic Area (EEA), United Kingdom, and Swiss Users

If you are located in the EEA, United Kingdom, or Switzerland, our processing of your personal information is governed by the General Data Protection Regulation (GDPR) or equivalent legislation. In addition to the rights outlined in Section 7, you have the right to:

• Lodge a complaint with your local data protection authority
• Obtain information about the safeguards we use for international transfers

Our legal bases for processing your information include:

• Performance of our contract with you
• Compliance with legal obligations
• Our legitimate interests (which do not override your fundamental rights and freedoms)
• Your consent

13.3 For California Residents

Under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), California residents have specific rights regarding their personal information. Please refer to our California Privacy Notice for more information.

By using our Service, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.