Privacy Policy

Job-Sharing Information Use & Privacy Policy - ApplicantPro

Effective Date: December 22, 2022

Congratulations on sharing a job for one of our clients! ApplicantPro is committed to the privacy and security of your personal information. The goal of this policy is to provide you with a clear understanding on how the information that you submit on this site will be used, who this information is shared with and your choices for how to access and update your personal information.

By accessing or using this site, you agree to this Information Use and Privacy Policy.

Your Job-Sharing Information:

By sharing a job on our system, you are advertising a position with a specific company that is a client of ApplicantPro and are giving consent to process the personal data included in your profile. The information within your profile that you provide to ApplicantPro will only be shared to the company you are employed by. Your ApplicantPro employee referral account (that includes your name and selected sharing location) is used to link your various application shares across multiple sources connected to ApplicantPro. The company users are able to see the specific shares and applications that are submitted to them by an individual candidate via those shared job listings.

How your information will be used:

It is up to each individual company to decide how they will use the information that you submit. Generally, they will encourage employees to share open positions and consider your referral candidates for a position. Your information may also be used during an employee referral contest to view engagement with our system.

We do not maintain complete control over access to our Employee Referral portal and what our clients will do with the information submitted. Each of our clients has the ability to grant access to your information to their employees and representatives. Those representatives have the ability to print off or download your name, chosen location and number of shared job listings to their individual computers or devices.

History has clearly shown that no system is completely and utterly safe from breaches or abuse. If you are concerned about the security of your information after it's stored in our Employee Referral portal, we suggest that you follow these general guidelines:

• If at any time you are uncomfortable with the information being asked of you, we advise you to research the company by locating their website, and contact the company directly.
• If you are concerned about the questions being asked by one of our clients, please email us at privacy@applicantpro.com

Information Collected Automatically:

We automatically collect information when you use the site such as IP Address, browser types, operating system and device types. This information is used to improve our services and when providing support to our users. Your IP Address may be also used to determine a geolocation that will be used to improve services. Cookies and other tracking technologies may also be used by ApplicantPro on our Employee Referral portal. If you wish to disable cookies, you may do so by visiting your browser's cookie settings. Doing so could result in some services not working correctly.

By using our site, you are automatically opted-in to share applicant Disposition Data with Indeed. Disposition Data is considered information about the status of job applications and the decision made by you, the employer, such as whether an application progressed to the interview stage or whether you accepted or declined the applicant for the position. This Disposition Data is received by Indeed in connection with the provision of services to you, and Indeed uses this information to improve and enhance the Indeed Site and its functionality in order to better serve you. The use of Indeed Integration is at all times governed by Indeed's ("Indeed Integration Information") including Indeed's terms of service (https://www.indeed.com/legal), Indeed's cookie policy (https://hrtechprivacy.com/brands/indeed#Cookies) and Indeed's privacy policy (https://hrtechprivacy.com/brands/indeed#privacypolicy). Disposition Data will be transferred to Indeed as data controller in accordance with Indeed's privacy policy (https://hrtechprivacy.com/brands/indeed#privacypolicy).

Agreement for Communication:

As our clients have open positions posted within their portal, they will be communicating with their employee base via email, meeting agendas, and other methods as their contests progress.

Although we may facilitate this communication through our software platform, it is up to each of our individual clients to abide by local, state, and federal laws when it comes to engaging in communication with you.

We can't promise to stop a company that you are employed with from communicating with you directly, as they can conduct this communication outside of our platform. If at any time you would like to stop receiving communication from one of our clients, you may email us at privacy@applicantpro.com and request that your employer be contacted to stop sending communications to you via their chosen method. See Managing your Data below for more information on your choices for data privacy and your right to erasure.

Protecting your Information:

We are committed to the protection of your personal information, which includes your contact information, employment status and any other details provided by your employer. We do this by following industry standards on encryption, firewalls, and various other security protocols.

Data collected by our site is stored at the DataBank data center, located in the US. DataBank uses multiple layers of security to protect every data center as well as all critical infrastructures supporting the facility. All entrances into secure areas include dual-factor authentication with biometrics and video monitoring captures and stores all entries. DataBank also maintains on-site dedicated security staff to manage surveillance and monitor the secure areas parking and building perimeter. Their site security is managed, maintained and certified in SSAE-16 audits, performed annually at all sites, which confirm their strict adherence to the controls and processes consistently throughout the data center footprint.

Data Retention:

We will retain the information associated with your user profile as long as your employer requires the data. Specific details about jobs you have shared to various sources will be retained by the employers based on their own data retention policies. We do not maintain complete control over the length of time a company keeps your job sharing history on file and this may vary from company to company. Our clients may choose to keep your job sharing history on file as they deem reasonably necessary.

Children's Privacy:

We do not knowingly collect personal information from children under the age of 13. If we become aware of data collected from or about children under the age of 13, we will take steps to delete that data from our servers within a reasonable timeframe. Please email privacy@applicantpro.com if you have information about data being collected for children under the age of 13.

Employee Communication Policy:

By agreeing to this policy, you are providing express written consent to receive communications, including text messages, that may be generated by automatic telephone dialing systems by or on behalf of ApplicantPro in relation to any employee-specific contests initiated by the company with whom you are employed; at the cellular telephone number you provided in connection with your employee profile. You understand and agree that these communications may concern promotions, advertisements, or marketing for services or products of ApplicantPro. You do need to consent to receive these communications as a condition of using ApplicantPro's services. It is up to each of our individual clients to abide by local, state, and federal laws in communicating with you. ApplicantPro assumes no responsibility, and disclaims any and all liability, for communications sent to you by ApplicantPro's clients. If you wish to withdraw your consent and to unsubscribe from receiving communications through ApplicantPro's software platform, please text "STOP" in response or call 888-633-9269.

Terms of Service

If you are engaging in this Service on behalf of a company, you consent that you are accordingly authorized to represent the company and accept the terms and conditions of this Agreement on behalf of a company. Upon acceptance, the following binding contract is configured between ApplicantPro and the company (client) in accordance with the terms and conditions of this Agreement. You agree not to commit or hearten any violation of the Agreement between ApplicantPro and the company.

If you are entering into this Agreement on behalf of your company, the term “Client” represents your company including all of its employees.

If you are entering into this agreement on your own behalf, or if you are not authorized to represent the company, you agree that you are personally obliged by the terms detailed in this Agreement and the term “Client” refers to you.

Please read through the following conditions carefully before committing to its terms by signing below.

Term of Agreement and Reinstatement

ApplicantPro is provided in monthly or annual increments determined by the client. If client is participating in ApplicantPro's free 30-Day Trial, this Agreement lasts 30 days from date of Service Authorization. If after the 30-Day trial, client chooses not to purchase the ApplicantPro system, all uses of the Software Service will cease immediately including documentation.

Termination of Agreement

Either ApplicantPro or client may terminate this Agreement via written notice at anytime. Upon termination the following conditions apply:

• Client may retrieve a copy of the data hosted by ApplicantPro,
• Client must cease all use of the Software excluding the retrieval of data collected as denoted previously, and
• ApplicantPro may disable all other sections of the Software for which the Client's rights have expired or which have been terminated.

This agreement, after execution, shall remain in force for 1 year, and it shall be renewed upon expiration in 1-year increments, unless cancelled by action of either party, by submitting a request in writing 30 days before expiration, requesting termination of the agreement.

Software User Management Rights

Throughout the term of this Contract, ApplicantPro grants this client with a limited, non- exclusive, and non-transferrable right to access and use its trademark ApplicantPro hosted software products and corresponding documentation via web browser for client's internal business use ONLY. ApplicantPro is made available to client as a secure, hosted service. ApplicantPro hosts and maintains physical control over the Software and makes accessible and operational by client via Internet Web-browser. ApplicantPro is not obligated to provide or make available any Software computer code to client at any time. Client may not lease, distribute, rent, or resell ApplicantPro software, or use the Software as the foundation of for creating a competitive solution, or remove or modify any of the logos, trademark, confidentiality or any other denotations that appear in the software.

ApplicantPro utilizes C7 virtual hosting with an enterprise-grade hardware firewall to protect the integrity of data hosted constructing a PCI compliant environment.

Pricing Proposal

Client will adhere to all pricing arrangements assembled and agreed upon by Client and ApplicantPro. Client will select appropriate pre-paid annual or pre-paid monthly licensing fees. Payment is due from the Client upon receipt of the invoice from ApplicantPro. If payment is not received in a timely and appropriate manner, ApplicantPro reserves the right to disable Client's account at any time until payment has been received in full. Payment can be made via active corporate credit card (utilizing a secure SSL server) or via check, mailed to ApplicantPro directly. ApplicantPro will cancel or process a refund for any unused portion of your service upon request.

Intellectual Property

Client owns all right, title and interest to all data collected via employees or job applicants. ApplicantPro retains all right, title and interest in and to:

• Software, documentation for the software as well as any adaptations or Software upgrades, regardless of the source of motivation for modification regardless of input from Client.
• Any and all performance data collected used to enhance ApplicantPro for business purposes assuming that the information used doesn't reveal Client's identity or any personal/identity candidate information that belongs to Client.

Limitation of Liability

This Agreement constitutes the entire agreement of the parties. The parties agree any actions brought to enforce this Agreement will be pursuant to the laws of the State of Utah.

Policy Updates:

This policy may be updated on occasion as we continue to evolve our best practices in securing and protecting your information. Information collected is subject to the Applicant Information Use & Privacy Policy in place at the time it is collected. If you have any questions or concerns about any of the information contained in this policy, please reach out to our support team by emailing privacy@applicantpro.com.