Privacy 

This Privacy Policy (“Policy”) describes how careerforce pro, Inc. (“careerforce pro,” “CFP,” “we,” “us,” or “our”) collects, uses, discloses, and otherwise processes personal information in connection with our recruiting and hiring software platform, websites, applications, APIs, and related services (collectively, the “Services”).

 

This Policy is intended to align with and be read in conjunction with the careerforce pro Master Subscription Agreement (“MSA”), any applicable Data Processing Addendum (“DPA”), Service Level Agreement (“SLA”), and other governing documents. In the event of a conflict, the DPA and MSA will control with respect to data protection obligations.

 

1. Scope and Roles

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1.1 Scope
This Policy applies to personal information we process: - Through the careerforce pro website(s) and marketing activities; - When customers, authorized users, candidates, and other individuals use the Services; and - In connection with sales, support, professional services, and business operations.

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1.2 Our Role: Processor vs. Controller

Customer Data / Candidate Data: When we process personal information on behalf of a customer as part of providing the Services (e.g., candidate profiles, resumes, interview notes, communications), careerforce pro acts as a data processor or service provider, and the customer is the data controller (or business).

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Business and Marketing Data: When we process personal information for our own business purposes (e.g., account administration, billing, marketing), careerforce pro acts as a data controller.

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2. Definitions

Capitalized terms not defined in this Policy have the meanings given in the MSA. Key terms include: - “Personal Information” or “Personal Data”: Information that identifies, relates to, describes, or could reasonably be linked to an identifiable individual. - “Customer Content”: As defined in the MSA, including candidate and applicant data uploaded to the Services. - “Authorized Users”: Individuals authorized by a customer to access the Services.

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3. Information We Collect

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3.1 Information Collected Through the Services (Customer Content)

• Depending on how customers configure and use the Services, we may process: - Candidate and applicant identifiers (e.g., name, email address, phone number, postal address); - Employment and education history, resumes, CVs, cover letters, portfolios, and certifications; - Screening responses, assessments, interview notes, scores, and evaluations; - Communications data (emails, text messages, chat logs, call metadata, and recordings where enabled); - User-generated content such as templates, workflows, prompts, and configurations; and - Metadata and usage data related to recruiting activity. 

• Information retrieved from third-party integrations enabled by customers (e.g., calendar metadata or basic profile details from services such as Google Workspace), limited to data necessary for integration functionality.

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3.2 Information Collected from Customers and Authorized Users

• Account registration details (name, company, job title, email address, login credentials);

• Billing and payment information (processed via third-party payment processors);

• Support requests and professional services communications; and

• Configuration, usage limits, and subscription details.

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3.3 Website and Marketing Information

When you visit our websites or interact with marketing communications, we may collect: - Contact details (e.g., name, email address, company); - Device and browser information (e.g., IP address, operating system, referral URLs); - Usage data via cookies, pixels, and similar technologies; and - Preferences and engagement metrics.

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3.4 Sensitive Data

Customers are prohibited under the MSA from uploading protected health information (PHI) or other highly sensitive data unless expressly agreed in writing. The Services are not designed for HIPAA-regulated data.

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4. How We Use Personal Information

We use personal information for the following purposes:

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​4.1 To Provide and Operate the Services

• Hosting, processing, and displaying Customer Content;

• Enabling recruiting workflows, screening, scorecards, and communications;

• Providing customer support and professional services;

• Maintaining security, availability, and performance of the Services

• Enabling integrations with third-party platforms (such as Google Workspace via authorized providers like Nylas) to support features like calendar synchronization and interview scheduling.

• Sending SMS/text notifications to candidates who have opted in.

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4.2 To Improve and Develop the Services

• Monitoring usage and performance;

• Debugging, testing, and optimizing features;

• Creating aggregated or de-identified analytics, consistent with the MSA.

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4.3 Business Operations

• Account management, billing, and collections;

• Internal reporting, forecasting, and compliance;

• Enforcing agreements and acceptable use policies.

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​4.4 Marketing and Communications

• Responding to inquiries and demo requests;

• Sending product updates, newsletters, and event information (subject to applicable opt-out rights);

• Conducting surveys and market research.

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4.5 Legal and Compliance

• Complying with applicable laws and regulations;

• Responding to lawful requests from authorities;

• Protecting the rights, safety, and property of Careerforce Pro, customers, candidates, and others.

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5. Legal Bases for Processing (EEA/UK): Where required by applicable law, our legal bases for processing personal data include: - Performance of a contract (e.g., providing the Services under the MSA); - Compliance with legal obligations; - Legitimate interests (e.g., security, fraud prevention, product improvement); - Consent, where required (e.g., marketing communications).
Customers are responsible for identifying and documenting the lawful bases for processing candidate and employee data.

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6. Cookies and Tracking Technologies: We use cookies and similar technologies to: - Enable core website functionality; - Analyze traffic and usage trends; - Personalize content and communications. ​You can manage cookie preferences through browser settings or consent tools where available. 

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7. How We Share Personal Information: We may disclose personal information to:

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7.1 Service Providers and Subprocessors

Third parties that provide services on our behalf, such as: - Cloud hosting and infrastructure providers; - Customer support and ticketing tools; - Analytics, monitoring, and security vendors; - Payment processors. These providers are bound by contractual obligations consistent with this Policy and the DPA.

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7.2 Integrations Enabled by Customers: When a customer enables third-party integrations (such as Google Workspace via providers like Nylas), Careerforce Pro accesses and processes only the data necessary to deliver the requested functionality and solely in accordance with customer instructions and applicable data protection requirements.

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7.3 Affiliates: Our affiliates, consistent with this Policy and internal access controls.

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7.4 Legal and Safety Reasons: Where required to comply with law, enforce agreements, or protect rights and safety.

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7.5 Business Transfers: In connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality and data protection safeguards.

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7.6 Third-Party API Data Usage

Careerforce Pro integrates with third-party platforms such as Google and Microsoft to enable features like authentication, calendar synchronization, and interview scheduling. The following sections describe how we access, use, and protect data obtained through these integrations.

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7.6.1 Google API Services Data Usage

Careerforce Pro may access, process, and store certain user data obtained through Google APIs when users enable integrations (such as calendar synchronization, authentication, or scheduling functionality, including via third-party providers such as Nylas).

Careerforce Pro’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

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This may include limited data such as:

- User basic profile information (e.g., name, email address);

- Calendar metadata (e.g., event timing, participants, availability);

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Such data is accessed only to the extent necessary to enable the requested features.

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Limited Use Compliance

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Specifically:

- We only use Google user data to provide and improve user-facing features within the Services, such as scheduling interviews, calendar synchronization, and authentication.

- We do not use Google user data for advertising, marketing, or profiling purposes.

- We do not sell, rent, or transfer Google user data to third parties, except as necessary to provide the core functionality of the Services.

- We do not use Google user data to train generalized artificial intelligence or machine learning models.

- We only request access to data that is strictly necessary for the functionality of the Services.

- We do not use Google user data for any purposes unrelated to the user-facing functionality for which it was collected.

 

Data Sharing and Processing

 

Google user data may be shared with authorized subprocessors or integration partners (such as scheduling infrastructure providers) solely to provide the requested functionality and in accordance with contractual data protection obligations.

 

User Control and Revocation

 

Users may revoke Careerforce Pro’s access to their Google data at any time through:

- Google Account security settings (https://myaccount.google.com/permissions), or

- Application settings within the Services where applicable.

 

We do not retain Google user data longer than necessary to provide the requested functionality, unless required by applicable law.

 

7.6.2 Microsoft API Services Data Usage

Careerforce Pro may access, process, and store certain user data obtained through Microsoft APIs (including Microsoft Graph) when users enable integrations (such as Outlook calendar synchronization, authentication, or scheduling functionality, including via third-party providers such as Nylas).

 

Data Access and Usage

This may include limited data such as:

- Basic user profile information (e.g., name, email address);

- Calendar metadata (e.g., event time, participants, availability).

 

Such data is accessed only to the extent necessary to enable user-requested features within the Services, including interview scheduling

and calendar synchronization.

 

Purpose Limitation

We use Microsoft user data solely to provide and improve user-facing functionality explicitly requested by the user. We do not use such data for any unrelated or secondary purposes. We do not use Microsoft user data for advertising, marketing, or profiling purposes.

 

Data Sharing and Processing

Microsoft user data may be shared with authorized subprocessors or integration partners (such as scheduling infrastructure providers including Nylas) solely to provide the requested functionality and in accordance with applicable data protection obligations.

Data Protection and Security

We implement appropriate administrative, technical, and organizational measures to protect Microsoft user data from unauthorized access, disclosure, alteration, or destruction.

 

User Control and Revocation

Users may revoke Careerforce Pro’s access to their Microsoft data at any time through:

- Microsoft account or organizational account security settings, or

- Application settings within the Services where applicable.

 

We do not retain Microsoft user data longer than necessary to provide the requested functionality, unless required by applicable law.

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7.7 SMS/Mobile Opt-In Data

No mobile information collected through SMS opt-in will be shared with third parties or affiliates for marketing or promotional purposes. SMS consent and phone numbers are used solely to deliver job application updates, interview notifications, and related messaging. All other sharing is governed by the categories described above.
 

8. Data Retention

We retain personal information: - For the duration of the customer’s subscription and any post-termination export period specified in the MSA; - As necessary to comply with legal obligations, resolve disputes, and enforce agreements; and - In backup or archival systems in accordance with our retention policies. Customers control retention of Customer Content within the Services, subject to contractual and legal requirements.

 

9. Data Security

We maintain commercially reasonable administrative, technical, and physical safeguards designed to protect personal information, including: - Access controls and authentication measures; - Encryption in transit and at rest (where applicable); - Monitoring, logging, and incident response procedures.No system is completely secure, and we cannot guarantee absolute security.

 

10. International Data Transfers

careerforce pro may process personal information in the United States and other countries where we or our service providers operate. Where required by law, we rely on appropriate safeguards such as standard contractual clauses or equivalent mechanisms.

 

11. Individual Rights

Depending on applicable law, individuals may have rights to: - Access, correct, or delete personal information; - Object to or restrict processing; - Request data portability; and - Withdraw consent. For Customer Content, requests should generally be directed to the relevant customer (the data controller). We will assist customers in responding to verified requests as required by law and the DPA.

 

12. U.S. State Privacy Rights

Residents of certain U.S. states (e.g., California, Colorado, Virginia) may have additional rights regarding their personal information, including the right to know, delete, or opt out of certain processing. Additional disclosures may be provided in a supplemental notice. careerforce pro does not sell personal information as defined under applicable state laws. Careerforce Pro does not use personal information obtained from Third-Party APIs (Google and Microsoft integrations) for targeted advertising or commercial data resale purposes.

 

13. Children's Information

The Services are not directed to children under [13/16] years of age, and we do not knowingly collect personal information from children.

 

14. Changes to This Policy

We may update this Policy from time to time. Material changes will be communicated through the Services or by other appropriate means. The “Last Updated” date reflects the effective date of the current version.

 

15. Contact Us​

If you have questions or concerns about this Privacy Policy or our data practices, please contact:

careerforce pro, Inc.

1875 Olympic Blvd, Suite 215
Walnut Creek, California, 94596
privacy@careerforcepro.com