Privacy Policy

Introduction & General Information

This Privacy Policy governs the collection, processing, and use of personal data by RecruitEase Pro ("the Platform," "we," "us," or "our") through our website, services, and applications. The purpose of this document is to inform users, including job seekers ("Candidates") and our business customers ("Customers" or "Recruiters"), about how their information is handled. This policy is subject to our Terms of Use, which is incorporated by reference. The policy is structured into three distinct parts to enhance clarity. The first part details the information we collect and control, the second addresses the data we process on behalf of our customers, and the third covers general provisions applicable to all users.

I. What Information We Collect

RecruitEase Pro collects Personal Data and other information to provide and improve its services.

Personally Identifiable Information (PII)

For Candidates:

Name, email address, phone number, mailing address
Resume data, educational background, employment history, job qualifications
Professional skills and certifications
ID Proof

For Recruiters:

Company name, business type, contact details, and Company Locations
Staff Details
Billing Information

Media and Biometric Data

Our platform supports:

Candidate video and audio interviews
Photo uploads
ID Proof

Video interviews and photo uploads may contain potential biometric data, such as facial geometry. We obtain explicit consent before processing such sensitive media data.

AI-Related Data

To provide our AI-based services, we process data related to user interactions and usage patterns. This includes information input by Candidates and Recruiters that is used to inform AI scoring, screening, and shortlisting. The purpose of this processing is to help our Customers make more informed hiring decisions.

Automatically Collected Information

We automatically collect certain information from your browser, device, and server when you access our platform. This includes IP addresses, browser type, device information, and website usage patterns for purposes of security, site improvement, and analytics.

Sources of Personal Data

We obtain personal information from various sources to provide our services and improve our platform. The sources of data include:

Directly from you: When you create an account, register for a demo, fill out forms, or communicate with us.
From our Customers: When our Customers provide us with information on Candidates they wish to process on our platform.
From third parties: We may obtain information from third-party services and publicly available sources to supplement and enhance our data. This can include service providers, business partners, and advertising networks.

II. How We Use Your Information

The information collected by RecruitEase Pro is used solely for legitimate business purposes.

Providing Services

We use personal data to deliver the recruitment services for which our platform was designed. This includes:

Identifying and evaluating candidates for employment.
Facilitating recruitment processes between Recruiters and Candidates.
Maintaining records related to recruiting and hiring.
Powering our AI-based screening and shortlisting features.

Business Operations

We also use information for internal business operations, which includes:

Managing accounts and billing.
Providing customer support.
Improving our services and platform performance.
Ensuring legal compliance.

Legal Basis for Processing

We rely on several legal grounds to process your personal information.

Performance of a Contract: We process your information when it is necessary to fulfill our contractual obligations to you or our Customers.
Legitimate Interests: We rely on legitimate interests for certain business operations, such as service improvement, administration, and marketing, as long as these activities are not overridden by your data protection interests.
Consent: We obtain explicit consent for the processing of sensitive data, such as video interviews, photos, and potential biometric data, to ensure legal compliance.
Legal Obligations: We may process or disclose information when we are legally required to do so, such as in response to a court order or other regulatory requests.

III. Information Sharing and Disclosure

We do not sell personal information for advertising or commercial purposes. We share information as necessary to provide our services, which includes sharing data with service providers and third-party integrations as instructed by our Customers. These service providers are legally bound to uphold equivalent data protection standards. We also reserve the right to disclose information when legally required to do so.

IV. Data Controller vs. Data Processor

The clear distinction between our role as a Data Controller and a Data Processor is a fundamental legal and risk-mitigation strategy. By explicitly defining these roles, the policy ensures that RecruitEase Pro's legal responsibilities are clearly separated from those of its Customers. This is crucial for a platform that processes vast amounts of user data on behalf of its business clients. We have stated that we process Candidate data only in accordance with our Customers' instructions, placing the legal accountability for that data with the Customer. This legal separation is a key component of modern data protection frameworks and is a best practice for business-to-business platforms.

V. Data Security and Retention

We are committed to protecting the confidentiality and integrity of all data. We implement industry-standard security practices to safeguard personal data from unauthorized access, accidental loss, or destruction. We limit access to your personal information to only those employees, contractors, and third parties who have a business need to know and are subject to a duty of confidentiality. We also employ data encryption and access controls to secure information.

We retain personal data for as long as necessary to provide our services and for a reasonable period thereafter to comply with legal obligations. Candidate data is retained as instructed by our Customers, who are the data controllers. Upon the termination of a Customer's account, associated data is deleted within a defined timeframe.

VI. Your Rights as a Data Subject

You have the right to control how your personal data is collected and used. Under applicable data protection laws, you have the following rights:

Right to Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request the correction of inaccurate or incomplete data.
Right to Erasure: You can request the deletion of your personal data.
Right to Data Portability: You can receive your data in a structured, machine-readable format to transmit it to another controller.
Right to Object to Processing: You can object to the processing of your personal data for certain purposes.
Right to Object to Automated Decision-Making: You have the right to object to decisions based solely on automated processing and to request a human review of AI-generated evaluations.

VII. AI Transparency and Automated Decision-Making

Our AI systems are used to assist in the candidate evaluation and screening process. Human oversight is maintained throughout the process, and decisions are not made solely by automated means. You can request information about the AI's decision-making process and request a human review of AI-generated evaluations.

VIII. International Data Transfers

Our operations are global, and data may be transferred to and stored in jurisdictions outside of your country of residence. When we transfer data internationally, we implement appropriate safeguards to ensure that personal data remains protected and that the transfer complies with all applicable legal requirements. We use legally approved mechanisms such as standard contractual clauses to manage these transfers.

IX. Geographic Specific Privacy Rights

This section provides additional information on your rights and how we handle your data based on your geographic location.

For Residents of the European Economic Area (EEA) and the United Kingdom (GDPR)

If you are a resident of the EEA or the UK, our processing of your personal data is governed by the General Data Protection Regulation (GDPR). In addition to the rights listed above, you have the right to lodge a complaint with a supervisory authority. Our legal bases for processing your data are as described in the "Legal Basis for Processing" section.

For Residents of California (CCPA)

If you are a resident of California, you have specific rights under the California Consumer Privacy Act (CCPA). In addition to the rights listed above, you have the:

Right to Know: You have the right to request a disclosure of the personal data we have collected about you over the past 12 months, including the categories of information, the sources from which it was collected, the purpose of collection, and the categories of third parties with whom it was shared.
Right to Opt-Out: You have the right to direct a business that sells or shares your personal information to stop doing so. While RecruitEase Pro does not sell personal data, we provide a "Do Not Sell or Share My Personal Information" link on our website to ensure compliance with this right.
Right to Non-Discrimination: You have the right not to be discriminated against for exercising any of your privacy rights under the CCPA.

For Residents of Canada (PIPEDA)

If you are a resident of Canada, our processing of your personal information is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA). We are accountable for the information we collect and process, and we obtain your consent before collecting, using, or disclosing your personal information.

X. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Enhance user experience
Save user preferences
Analyze website usage
Improve platform functionality

You can manage cookie preferences through browser settings.

XI. Policy Updates and Contact Information

We may update this Privacy Policy periodically to reflect changes in our data practices or legal requirements. We will communicate material changes through our platform or by email. The last updated date is provided at the bottom of this policy.

For questions about this Privacy Policy or to exercise your data subject rights, contact our Privacy Team:

Email: info@recruiteasepro.com
Address: Dibon Building, Ground Floor, Plot No ITC-2, Sector 67 Mohali, Punjab (160062)
Phone: +91-998-869-9972

XII. Data Controller vs. Processor: A Defining Distinction

XIII.Handling of Sensitive Data and AI: A Commitment to Transparency

The policy addresses the collection of sensitive information, such as from video interviews and photo uploads, which may contain potential biometric data. Instead of providing a technical description of how we handle this data, the policy states that we obtain explicit, affirmative consent for processing this type of information. This approach fulfills a critical legal requirement for handling sensitive data without disclosing proprietary security details.

Similarly, the section on AI transparency is designed to build user trust without revealing proprietary algorithms. The policy states what the AI is used for—to assist in candidate evaluation—and, most importantly, provides a mechanism for a Candidate to object to the automated process and request human review. This is an essential step to address concerns about algorithmic bias and to demonstrate a commitment to fairness in the recruitment process.

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