Privacy Policy

1. Introduction

Welcome to HireFirst. This Privacy Policy explains how HireFirst Inc. ("HireFirst," "we," "us," or "our") collects, uses, discloses, and protects your personal information when you use our applicant tracking system platform and related services (the "Services").

By accessing or using our Services, you agree to this Privacy Policy. If you do not agree, please do not use our Services.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, company name, phone number
• Billing Information: Payment card details, billing address (processed securely through third-party payment processors)
• Profile Information: Job title, department, profile photo, preferences
• Applicant Data: Resumes, applications, interview notes, candidate communications
• Job Posting Data: Job descriptions, requirements, salary information, posting status

2.2 Information Automatically Collected

• Usage Data: Pages viewed, features used, time spent, clicks
• Device Information: IP address, browser type, operating system, device identifiers
• Cookies: Session cookies, preference cookies, analytics cookies
• Log Data: Access times, error logs, API calls

3. How We Use Your Information

We use collected information for the following purposes:

• Service Delivery: To provide, maintain, and improve our ATS platform
• Communication: To send service updates, support responses, and important notices
• Analytics: To understand usage patterns and optimize user experience
• Security: To detect fraud, prevent abuse, and protect our systems
• Compliance: To comply with legal obligations and enforce our Terms of Service
• Marketing: To send promotional content (with your consent, opt-out available)

4. Data Sharing and Disclosure

We never sell your personal information. We may share data in limited circumstances:

4.1 With Your Consent

We share information when you explicitly authorize us to do so (e.g., posting jobs to third-party job boards).

4.2 Service Providers

We work with trusted third parties who help us operate our Services:

• Cloud hosting providers (AWS, Google Cloud)
• Payment processors (Stripe)
• Email service providers (SendGrid)
• Analytics providers (Google Analytics)
• Customer support tools (Zendesk)

These providers are contractually obligated to protect your data and use it only for specified purposes.

4.3 Legal Requirements

We may disclose information when required by law, court order, or legal process, or to protect our rights, property, or safety.

4.4 Business Transfers

If HireFirst is involved in a merger, acquisition, or asset sale, your information may be transferred. We'll notify you before your data is transferred and becomes subject to a different privacy policy.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication
• Infrastructure: Secure cloud infrastructure with regular security audits
• Monitoring: 24/7 security monitoring and incident response
• Backups: Regular encrypted backups with secure storage

However, no system is 100% secure. We cannot guarantee absolute security but commit to promptly addressing any security incidents.

6. Your Rights and Choices

6.1 Access and Portability

You can access, download, and export your data at any time through your account settings.

6.2 Correction

You can update or correct your information through your account settings.

6.3 Deletion

You can request deletion of your account and associated data. We'll retain some information as required by law or for legitimate business purposes.

6.4 Marketing Opt-Out

You can unsubscribe from marketing emails using the unsubscribe link in any email or through your account settings.

6.5 Cookie Controls

You can control cookies through your browser settings. Note that disabling cookies may affect functionality.

7. Data Retention

We retain your information as long as:

• Your account is active
• Needed to provide Services
• Required by law or regulation
• Necessary for legitimate business purposes (e.g., fraud prevention, resolving disputes)

After account deletion, we'll delete or anonymize your data within 90 days, except for information we must retain for legal compliance.

8. International Data Transfers

HireFirst is based in the United States. If you access our Services from outside the U.S., your information may be transferred to, stored, and processed in the U.S. where our servers are located and our central database is operated.

We comply with applicable data protection laws regarding international transfers, including using appropriate safeguards such as Standard Contractual Clauses.

9. Children's Privacy

Our Services are not intended for children under 13. We do not knowingly collect information from children. If we learn we've collected information from a child under 13, we'll promptly delete it.

10. Changes to This Policy

We may update this Privacy Policy periodically. We'll notify you of material changes via email or prominent notice on our website. Continued use after changes constitutes acceptance of the updated policy.

11. Contact Us

For questions, concerns, or to exercise your privacy rights, contact us:

• Email: privacy@hirefirst.com
• Phone: 1-800-555-1234
• Mail: HireFirst Inc., Privacy Team, 123 Innovation Drive, San Francisco, CA 94105

12. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect, use, and disclose
• Right to request deletion of your personal information
• Right to opt-out of the sale of personal information (we don't sell your information)
• Right to non-discrimination for exercising your CCPA rights

To exercise these rights, email privacy@hirefirst.com or call 1-800-555-1234.

13. European Data Protection Rights (GDPR)

If you're in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to access, rectify, or erase your personal data
• Right to restrict or object to processing
• Right to data portability
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

Our lawful basis for processing is typically: contract performance, consent, legitimate interests, or legal obligation.