Privacy

Privacy Policy

Last updated: January 1, 2024

1. Information We Collect

We collect information you provide directly to us, such as when you create an account, use our services, or contact us for support.

Personal Information

  • Name and contact information (email, phone number)
  • Company information and job title
  • Account credentials and preferences
  • Payment information (processed securely through third-party providers)

Resume and Job Data

  • Resume files and content uploaded to our platform (up to 10 for Starter tier, 100 for Pro tier)
  • Leadership role descriptions and requirements you provide
  • Custom evaluation criteria and screening filters (Pro tier)
  • Matching results, rankings, and suitability scores generated by our AI
  • Executive summaries and hiring insights (Pro tier)
  • Candidate scorecards (Pro tier)

Usage Information

  • How you interact with our service
  • Features you use and time spent on the platform
  • Device information and IP addresses
  • Cookies and similar tracking technologies

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Process resume matching and generate rankings
  • Communicate with you about your account and our services
  • Provide customer support and respond to inquiries
  • Analyze usage patterns to enhance user experience
  • Comply with legal obligations and protect our rights
  • Generate leadership-specific candidate rankings and suitability scores
  • Identify promising outlier candidates and provide executive hiring insights (Pro tier)
  • Apply custom evaluation criteria for strategic role matching (Pro tier)
  • Provide tier-appropriate features based on your subscription level

3. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties, except in the following circumstances:

Service Providers

We may share information with trusted third-party service providers who assist us in operating our platform, such as cloud hosting, payment processing, and analytics services.

Legal Requirements

We may disclose information if required by law, court order, or government request, or to protect our rights and safety.

Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction.

4. Data Security

We implement appropriate technical and organizational measures to protect your information:

  • Encryption of data in transit and at rest
  • Regular security assessments and updates
  • Access controls and authentication measures
  • Employee training on data protection practices

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. Specifically:

  • Account information:Until account deletion or 3 years of inactivity
  • Resume data:Until manually deleted by user or account closure (subject to tier limits)
  • Job analyses and reports:Retained according to your subscription tier
  • Usage logs and analytics:Up to 2 years for service improvement and security
  • Custom evaluation criteria (Pro tier):Until account deletion or modification

6. Your Rights and Choices

You have the following rights regarding your personal information:

Access and Portability

You can access and download your data through your account dashboard. Pro tier users have access to additional export formats (PDF and DOCX) and comprehensive candidate scorecards.

Correction

You can update your account information at any time through your profile settings.

Deletion

You can delete your account and associated data by contacting our support team.

Opt-out

You can opt out of marketing communications by following unsubscribe links in emails.

7. Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyze usage, and provide personalized content. You can control cookie settings through your browser preferences.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data during such transfers.

9. Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through our service. Your continued use of our service after such changes constitutes acceptance of the updated policy.

11. Contact Us

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

12. Data Protection Officer

For EU residents, you can contact our Data Protection Officer at info@needlematch.com for any privacy-related inquiries or to exercise your rights under GDPR.