Aidefinitive.com ("Aidefinitive," "we," "us," or "our") is committed to protecting the privacy and security of the personal information of our clients and job candidates. This Privacy Policy describes how we collect, use, disclose, and protect your information when you visit our website, utilize our AI services, or apply for job opportunities through our platform.
By accessing or using our services, you agree to the terms of this Privacy Policy.
1. Information We Collect
We collect various types of information to provide and improve our services, including:
A. For AI Service Clients:
- Contact Information: Name, email address, phone number, company name, job title.
- Billing and Payment Information: Financial details necessary for processing payments (though we typically use secure third-party payment processors and do not store sensitive payment card information on our servers).
- Service Usage Data: Information about how you use our AI services, including interaction logs, input data (anonymized or pseudonymized where feasible and appropriate), output data, service configurations, and performance metrics. This data is crucial for service delivery, improvement, and troubleshooting.
- Technical Data: IP address, browser type, operating system, device identifiers, website usage (pages visited, time spent), and referral sources.
- Communication Data: Information you provide when you communicate with us via email, chat, or other channels.
B. For Job Candidates:
- Contact Information: Name, email address, phone number, address.
- Professional Information: Resume/CV, cover letter, work history, educational background, skills, certifications, professional references (with their consent).
- Application-Related Information: Information provided in application forms, interview notes, assessment results.
- Voluntary Demographic Information: (Where permitted by law and provided voluntarily) gender, race/ethnicity, disability status. This information is used for diversity and inclusion initiatives and anonymized for reporting, and will not impact hiring decisions.
- Communication Data: Information you provide when you communicate with us regarding job applications.
C. General Website Visitors:
- Technical Data: IP address, browser type, operating system, device identifiers, website usage (pages visited, time spent), and referral sources collected through cookies and similar technologies.
2. How We Collect Your Information
We collect information in several ways:
We collect information:
Directly from you:When you register for an account, subscribe to our services, complete forms, apply for a job, communicate with us, or provide information through our website.
Automatically:Through cookies, web beacons, and similar technologies as you navigate our website.
- From third parties:
For clients: Potentially from partners or integrators if you access our services through their platforms (with your consent).
For candidates:From recruitment platforms, professional networking sites (e.g., LinkedIn), or references you provide, where permitted by law.
3. How We Use Your Information
We use your information for the following purposes:
A. For AI Service Clients:
- To Provide and Manage Services: To deliver our AI services, process transactions, manage your account, and provide customer support.
- To Improve Services: To analyze service usage, identify trends, debug issues, and enhance the functionality and performance of our AI models and platform.
- To Personalize Your Experience: To tailor service offerings and communications to your needs.
- For Billing and Payments: To process invoices and manage financial transactions.
- For Communication: To send service-related announcements, updates, security alerts, and administrative messages.
B. For Job Candidates:
- Contact Information: Name, email address, phone number, address.
- Professional and Employment-Related Information: Resume/CV, cover letter, work history, educational background, skills, certifications, professional references (with their consent).
- Application-Related Information: Information provided in application forms, interview notes, assessment results.
- Social Security Number (SSN): We collect your Social Security Number (SSN) only upon extending a full-time job offer and prior to employment contract signing. This information is collected solely for the purposes of legally required background checks, payroll processing, tax reporting, and employment verification. We do not collect your SSN during the initial application or interview stages.
C. For All Users:
- Website Operation and Improvement: To ensure the proper functioning of our website, analyze website traffic, and improve user experience.
- Marketing and Promotions: To send you marketing communications about our services, promotions, and news that may be of interest to you (you can opt-out at any time).
- Compliance with Legal Obligations: To comply with applicable laws, regulations, legal processes, or governmental requests.
- To Protect Our Rights: To enforce our terms of service, protect our rights, privacy, safety, or property, and that of our affiliates, you, or others.
4. How We Share Your Information
We do not sell your personal information. We may share your information with the following categories of recipients:
- Service Providers: Third-party vendors and service providers who perform services on our behalf, such as payment processing, data hosting, analytics, customer support, and email delivery. These providers are obligated to protect your information and use it only for the purposes for which we disclose it to them.
- Affiliates: Companies within the Aidefinitive corporate family for purposes consistent with this Privacy Policy.
- Business Transfers: In connection with a merger, acquisition, sale of assets, or other corporate transaction, your information may be transferred to the acquiring entity.
- Legal Requirements: When required by law, court order, or governmental regulation, or if we believe it's necessary to protect our rights, safety, or property.
5. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
- For Clients: We retain data related to your account and service usage for the duration of your active account and for a reasonable period thereafter to comply with legal obligations and facilitate service re-engagement.
- For Job Candidates: We retain application data for a reasonable period after the application process is complete, typically to consider you for future roles, unless you request earlier deletion.
6. Your Data Protection Rights
Depending on your location and applicable laws, you may have the following rights regarding your personal information:
- Right to Access: To request a copy of the personal information we hold about you.
- Right to Rectification: To request correction of inaccurate or incomplete information.
- Right to Erasure (Right to be Forgotten):To request the deletion of your personal information, subject to certain legal exceptions.
- Right to Restrict Processing: To request that we limit the way we use your information.
- Right to Data Portability: To receive your information in a structured, commonly used, and machine-readable format.
To exercise any of these rights, please contact us using the contact details provided below. We may need to verify youridentity before fulfilling your request.
7. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track the activity on our website and hold certain information.Cookies are small files placed on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
8. Data Security
We implement appropriate technical and organizational measures to protect your personal information from unauthorizedaccess, disclosure, alteration, and destruction. These measures include encryption, access controls, secure coding practices, and regular security assessments. However, no method of transmission over the Internet or electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
9. Children's Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us, and we will take steps to remove that information from our systems.
10. International Data Transfers
As a global company, your information may be transferred to and processed in countries other than your own. These countries may have data protection laws that are different from those in your jurisdiction. When we transfer your information internationally, we will take appropriate safeguards to ensure your data is protected in accordance with this Privacy Policy and applicable laws.
11. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically for any changes. Your continued use of our services after any modifications to this Privacy Policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.
