Privacy Policy – Recruiting Module

Effective Date: May 05, 2025

Last Updated: May 05, 2025

1. Scope of This Policy

This policy applies to all users of the Recruiting Module, including:

- Job applicants

- Internal hiring managers

- External recruiters or agencies

- Any integrated third-party tools or services

2. Information We Collect

We may collect the following categories of personal data:

a. Candidate Information

- Name, contact information (email, phone number)

- Resume, cover letter, portfolio, and employment history

- Educational background and qualifications

- Job preferences and expectations

- Interview recordings and feedback

- Assessment results

- Social media and professional profile links

b. Technical Data

- IP address, browser type, and device details

- Interaction logs within the recruiting module

- Cookies and tracking technologies

c. Third-party Data

- Background checks (where applicable)

- Referrals and references

- Verification from integrated platforms

3. How We Use the Data

We use the data to:

- Evaluate applications and match candidates to open roles

- Schedule interviews and facilitate communication

- Assess qualifications and culture fit

- Generate insights through AI-powered screening (if enabled)

- Improve the efficiency and fairness of our hiring process

- Maintain compliance with employment and data protection laws

4. Legal Basis for Processing

Depending on your jurisdiction, we rely on one or more of the following:

- Consent

- Legitimate interests

- Contractual necessity

- Legal obligations

5. Data Retention

Candidate data is retained only for as long as necessary:

- Successful applicants: Retained as part of employee records

- Unsuccessful applicants: Retained for up to [X months/years] unless opted out

You may request deletion or access at any time (see Section 9).

6. Data Sharing

We do not sell your data. However, we may share data with:

- Authorized HR personnel and hiring managers

- Verified third-party service providers

- Legal authorities

- Integrated tools

All third parties are bound by confidentiality and data processing agreements.

7. Cookies and Tracking

Our platform uses cookies and similar technologies to:

- Track user behavior

- Enable secure logins

- Analyze recruiting campaign performance

You can manage cookie preferences through your browser or our consent manager.

8. Data Security

We implement industry-standard safeguards including:

- End-to-end encryption

- Role-based access control

- Regular audits

- Secure infrastructure

9. Your Rights

You may have the right to:

- Access or correct your personal data

- Request deletion

- Object to automated decision-making

- Withdraw consent

- File a complaint

Requests can be sent to: Privacy@YourCompany.com

10. International Transfers

If we transfer your data outside your jurisdiction, we will:

- Ensure appropriate safeguards

- Use compliant service providers

11. Updates to This Policy

We may update this policy to reflect changes. All updates will be posted here with a revised date.

12. Contact Us

For questions or concerns:

Privacy Officer

Palm Payroll

217 Colorado Drive Cedar Creek, TX 78612

Email: Privacy@palmpayroll.net.com