Privacy Policy

1. Information We Collect

When you apply for a job or contact us through our website, we collect the following information:

• Personal information: name, email address, phone number, mailing address
• Professional information: resume/CV, work history, education, cover letter, professional certifications
• Application data: responses to screening questions, EEO/compliance questionnaire answers (voluntary)
• Contact form submissions: name, email, company, message content

2. How We Use Your Information

We use the information we collect for the following purposes:

• Evaluating your qualifications for employment opportunities
• Communicating with you about your application status and potential opportunities
• AI-assisted screening to match your qualifications against job requirements
• Compliance with federal equal employment opportunity (EEO) reporting requirements
• Improving our recruitment processes and services
• Responding to your inquiries submitted through our contact form

3. AI-Assisted Screening

We may use artificial intelligence tools to assist in evaluating candidate applications. This includes:

• Automated resume analysis and scoring against job requirements
• Text extraction from uploaded documents (including OCR for scanned documents)
• Generation of candidate assessment summaries

AI screening is used as a supplementary tool only. All hiring decisions are made by human recruiters and hiring managers. You may request a manual review of any AI-generated assessment by contacting us.

4. Data Sharing

We do not sell your personal information. We may share your information with:

• Hiring managers and recruiters within our organization who are involved in the hiring process
• Third-party service providers that assist with our recruitment operations (email services, AI screening tools)
• Legal authorities when required by law or to protect our legal rights

5. Data Retention

We retain your application data for a reasonable period to consider you for current and future opportunities. Specifically:

• Resume files are retained for a configurable period, after which the original file is deleted and only extracted text is kept
• Application records and candidate profiles are retained for the duration needed to fulfill our recruitment purposes
• You may request deletion of your data at any time by contacting us

6. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete information
• Delete your personal data (subject to legal retention requirements)
• Export your data in a portable format
• Withdraw consent for data processing at any time
• Request human review of any automated decision made about your application

To exercise any of these rights, please contact us using the information below.

7. California Privacy Rights — Do Not Sell or Share

We do not sell your personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined by the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). Because we do not sell or share personal information, no opt-out action is required on your part.

If you are a California resident, you may additionally exercise your rights to know, access, correct, or delete your personal information, free from discrimination, by contacting us at the email address in the Contact section below. We will verify and respond to your request as required by law.

8. Website Analytics

On our public pages (home, about, employers, careers, contact, privacy and terms) we measure visits as follows. Our internal tools are never measured.

• Before you choose: while you have not yet chosen Accept or Decline in the analytics notice, each page you view is counted by our own web server, not by your browser. Our server sends Google Analytics only: the page path (without any query or tracking parameters), the page title, the name of the site that referred you if it is a well-known site (for example a search engine, social network or job board), and a synthetic identifier that is the same for every visitor on a given day, plus fixed technical settings and the time of the visit. It contains no IP address, no device or browser information, no cookies and no other identifiers. Your browser does not contact Google.
• The page where you choose has already been counted this way before you clicked. It is not counted again.
• If you Accept: Google Analytics runs in your browser on our public pages. It sets cookies, and Google receives your IP address and information about your device and browser, under Google's own privacy terms.
• If you Decline: nothing further is sent to Google Analytics, by your browser or by our server.
• Your choice is stored in this browser (local storage). If your browser blocks storage, the choice lasts until you reload the page or leave the site. To change your choice later, clear this site's data in your browser; the notice will appear again.
• Server logs: like any website, our web server keeps standard access logs (IP address, browser type, page requested) for security and operations. These logs are not sent to Google Analytics.

9. Data Security

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

• Encrypted data transmission (HTTPS/TLS)
• Role-based access controls limiting who can view candidate information
• Secure authentication with session management
• Regular backups of application data
• HTML sanitization to prevent security vulnerabilities

10. EEO/Compliance Data

Some job applications may include voluntary Equal Employment Opportunity (EEO) questions regarding gender, race/ethnicity, disability status, and veteran status. This information is:

• Collected on a strictly voluntary basis
• Used solely for federal compliance reporting purposes
• Kept confidential and separate from hiring decisions
• Not used in AI screening or candidate evaluation

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the updated policy on our website with a revised "Last updated" date.

12. Contact Us

If you have questions about this privacy policy or wish to exercise your data rights, please contact us at:

Highland Group Professional Services
Email: privacy@company.com