Privacy Policy

At QubitHire, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how our enterprise AI-powered recruitment platform collects, uses, discloses, and safeguards your information across all our portals.

1. Information We Collect

1.1 Information You Provide

When you use QubitHire, we collect information that you provide directly to us, including:

• Account Information: Name, email address, phone number, password, company name, job title, and department
• Candidate Information: Resumes/CVs, work history, education, skills, certifications, portfolio links, LinkedIn profiles, and application materials
• Recruiter Information: Job descriptions, hiring criteria, interview notes, feedback, and evaluation data
• Communication Data: Messages, emails, support inquiries, and any correspondence with our team
• Payment Information: Billing address, payment method details (processed securely by third-party payment processors)

1.2 Information Collected Automatically

When you access QubitHire, we automatically collect:

• Usage Data: Pages viewed, features used, time spent, click patterns, and navigation paths
• Device Information: IP address, browser type, operating system, device identifiers, and screen resolution
• Log Data: Access times, error logs, API calls, and system performance metrics
• Cookies and Tracking: Session cookies, authentication tokens, preferences, and analytics data

1.3 Information from Third Parties

• Authentication Providers: Information from OAuth providers (Google, Microsoft, LinkedIn)
• Integration Partners: Data from connected ATS systems, calendar services, and communication tools
• Data Enrichment: Publicly available professional information to enhance candidate profiles

2. How We Use Your Information

2.1 Platform Operations

• Provide, maintain, and improve QubitHire services across all portals
• Process job applications and facilitate recruitment workflows
• Match candidates with relevant job opportunities using AI algorithms
• Enable communication between recruiters, hiring managers, and candidates
• Manage user accounts, authentication, and access control

2.2 AI and Machine Learning

• Resume Parsing: Extract structured data from resumes using natural language processing
• Candidate Matching: Analyze skills, experience, and qualifications to match candidates with jobs
• Recommendation Systems: Suggest relevant jobs to candidates and candidates to recruiters
• Screening Automation: Assist in initial candidate evaluation and ranking
• Model Training: Improve AI models using anonymized, aggregated data

2.3 Analytics and Improvement

• Analyze platform usage to improve user experience and performance
• Generate insights and reports for recruiters and administrators
• Conduct A/B testing for feature optimization
• Monitor system health, security threats, and error rates

2.4 Communication

• Send transactional emails (application confirmations, interview invitations)
• Deliver system notifications and important updates
• Provide customer support and respond to inquiries
• Send marketing communications (with your consent, opt-out available)

3. Multi-Tenant Data Isolation

QubitHire operates as a multi-tenant SaaS platform with strict data isolation:

• Tenant Segregation: Each organization (tenant) has isolated data that is not accessible by other tenants
• Row-Level Security: Database queries are automatically scoped to your tenant ID
• Access Controls: Role-based permissions ensure users only access authorized data
• Subdomain Isolation: Each tenant operates on a unique subdomain with isolated authentication
• Data Residency: Data is stored in your selected geographic region when applicable

4. Data Sharing and Disclosure

4.1 Within the Platform

• Candidate-to-Recruiter: Candidate profiles and applications are shared with recruiters at companies they apply to
• Within Organizations: Authorized team members can access shared recruitment data based on permissions
• Cross-Portal: Data flows between QubitHire Careers, Enterprise, Platform, and Insights as needed for operations

4.2 Third-Party Service Providers

We share data with trusted service providers who assist in:

• Cloud infrastructure and hosting (AWS, Azure, GCP)
• Email delivery and communication services
• Payment processing and subscription management
• Analytics and monitoring tools
• AI/ML model training and inference services
• Customer support platforms

All service providers are contractually bound to protect your data and use it only for specified purposes.

4.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Enforce our Terms of Service and protect our rights
• Prevent fraud, security threats, or illegal activities
• Protect the safety of users or the public

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to this Privacy Policy.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: Data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Authentication: Multi-factor authentication (MFA), OAuth 2.0, and secure password policies
• Access Controls: Role-based access control (RBAC) and principle of least privilege
• Monitoring: 24/7 security monitoring, intrusion detection, and audit logging
• Compliance: Regular security audits, penetration testing, and vulnerability assessments
• Backup and Recovery: Automated backups with disaster recovery procedures

However, no system is 100% secure. We cannot guarantee absolute security but continuously work to enhance protections.

6. Data Retention

• Active Accounts: We retain your data while your account is active and for the duration needed to provide services
• Inactive Accounts: Data may be retained for up to 2 years after account closure for legal and operational purposes
• Application Data: Candidate applications and related data are retained based on tenant settings and legal requirements
• Audit Logs: Security and audit logs are retained for 7 years for compliance
• Anonymized Data: De-identified data may be retained indefinitely for analytics and research

7. Your Rights and Choices

7.1 Access and Portability

• Request a copy of your personal data in a structured, machine-readable format
• Export your data from the platform at any time

7.2 Correction and Update

• Update your profile information directly in the platform
• Request correction of inaccurate or incomplete data

7.3 Deletion

• Delete your account and associated data (subject to legal retention requirements)
• Request removal from marketing communications
• Withdraw applications and associated data

7.4 Consent Management

• Control cookie preferences and tracking settings
• Opt-out of marketing communications
• Withdraw consent for data processing where applicable

7.5 Objection and Restriction

• Object to processing of your data for certain purposes
• Request restriction of processing under certain circumstances

8. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication, security, and core platform functionality
• Performance Cookies: Monitor platform performance and user experience
• Analytics Cookies: Understand usage patterns and improve services
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling essential cookies may affect platform functionality.

9. International Data Transfers

QubitHire operates globally, and your data may be transferred to and processed in countries outside your residence. We ensure appropriate safeguards are in place:

• Standard Contractual Clauses (SCCs) for EU data transfers
• Data Processing Agreements (DPAs) with all processors
• Compliance with regional data protection laws
• Data residency options for regulated industries

10. Compliance with Privacy Laws

10.1 GDPR (European Union)

For EU/EEA users, we comply with GDPR, including:

• Lawful basis for processing (consent, contract, legitimate interest)
• Data subject rights (access, rectification, erasure, portability)
• Data Protection Officer (DPO) designation
• Data breach notification procedures

10.2 CCPA (California)

For California residents, we comply with CCPA, including:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale of personal information (we do not sell data)
• Non-discrimination for exercising privacy rights

10.3 Other Regulations

We also comply with applicable data protection laws in other jurisdictions where we operate.

11. Children's Privacy

QubitHire is not intended for individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware of such collection, we will delete the information promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email or in-app notification
• Request your acceptance of the updated policy upon your next login
• Maintain a version history for reference

Continued use of QubitHire after changes indicates acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: