Privacy Policy – Genie Hiring

How does Genie Hiring protect your privacy?

Introduction

Welcome to Genie Hiring (“Company”, “we”, “our”, “us”). This Data and Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Applicant Tracking System (ATS) and Customer Relationship Management (CRM) software. We comply with the General Data Protection Regulation (GDPR) (EU) 2016/679. Please read this policy carefully to understand our practices regarding your personal data.

Who We Are

Genie is an ATS and CRM software company dedicated to providing innovative solutions for recruitment and client management. Our services are designed to streamline your processes while ensuring the security and confidentiality of your data.

Data Controller and Data Processor

Data Controller: Genie, located at Palo Alto, California.

Data Processor: Genie acts as a Data Processor when handling personal data on behalf of our clients.

Data Collected

We collect the following types of data:

Personal Identification Data: Name, email address, phone number, postal address, job title.
Professional Data: Employment history, qualifications, skills, references.
Technical Data: IP address, browser type, operating system, device information.
Usage Data: Details on how you use our software, interaction logs, and preferences.
Sensitive Data: Only if explicitly provided by the user, such as diversity information or health data related to employment.
Communications Data: Any communications you have with us, including emails and chat logs.

How We Collect Data:

Directly from You: When you register for our services, fill out forms, or communicate with us.
Automatically: Through cookies and similar tracking technologies when you use our software.
Third-Party Sources: From partners and publicly available sources.

Legal Basis for Data Processing

We process your personal data under the following legal bases:

Consent: When you have given clear consent for us to process your personal data for a specific purpose.
Contractual Necessity: To fulfil our contract with you or to take steps at your request before entering into a contract.
Legal Obligation: To comply with legal requirements.
Legitimate Interests: For our legitimate interests in providing and improving our services, provided these interests are not overridden by your data protection rights.

Purpose of Data Collection

We collect and process your data for the following purposes:

To Provide and Improve Our Services: To deliver our ATS and CRM solutions, enhance user experience, and develop new features.
To Manage Client Relationships: To communicate with you, provide customer support, and manage your account.
Personalization: To tailor our services to your preferences.
Analysis: To improve and analyse our services and user experience.
Compliance: To comply with legal obligations and resolve disputes.
For Marketing and Research: To send you information about our products and services, conduct market research, and analyse usage patterns.

Data Processing

How Your Data is Processed:

Data Entry and Storage: Personal data is entered into our secure systems and stored in databases managed by Genie.
Usage Analysis: We analyse usage data to improve our services and user experience.
Communication: We use your contact information to send important updates and marketing materials, subject to your consent.

Who Has Access to Your Data:

Genie Employees: Authorized personnel who need access to perform their job duties.
Service Providers: Third-party companies that provide services on our behalf, such as hosting and analytics, under strict data protection agreements.
Legal Authorities: When required by law or to protect our rights.

Data Sharing and Disclosure

We do not sell or rent your personal data. We may share your data with third parties only in the following circumstances:

Service Providers: With third-party vendors who perform services on our behalf (e.g., cloud storage, analytics).
Legal Compliance: To comply with legal obligations or respond to lawful requests.
Business Transfers: If we are involved in a merger, acquisition, or sale of assets.

Data Retention

We retain personal data for as long as necessary to fulfil the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce agreements. Specific retention periods are:

Personal Identification Data: Up to 5 years after last contact.
Professional Data: For the duration of the employment or recruitment process plus 5 years.
Technical Data: Up to 5 years
Usage Data: Up to 5 years

Data Security

We take the security of your data seriously and implement the following measures to protect it:

Encryption: Data is encrypted both in transit and at rest.
Access Controls: Strict access controls ensure that only authorized personnel have access to personal data.
Regular Security Audits: We conduct regular audits and assessments to identify and mitigate security risks.
Data Anonymization: Where possible, personal data is anonymized to protect your privacy.

Data Subject Rights

You have the following rights regarding your personal data:

Right to Access: You can request a copy of your personal data and information about how it is processed.
Right to Rectification: You can request correction of any inaccurate or incomplete data.
Right to Erasure: You can request deletion of your personal data under certain conditions.
Right to Restrict Processing: You can request limitation of data processing under certain conditions.
Right to Data Portability: You can request to receive your data in a structured, commonly used, and machine-readable format.
Right to Object: You can object to the processing of your data under certain conditions.
Right to Withdraw Consent: The right to withdraw consent at any time.

To exercise these rights, contact us at privacy@geniehiring.com

International Data Transfers

We may transfer your personal data outside the country of operation to countries that provide an adequate level of data protection or where we have implemented appropriate safeguards (e.g., standard contractual clauses).

Cookies and Tracking Technologies

Our software uses cookies and similar technologies to collect data on user interactions. You can manage your cookie preferences through your browser settings.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically to stay informed about how we are protecting your data.