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Privacy Policy

Effective Date: 02/02/2024

Last Updated: 20/04/2025

1. Introduction

1.1. Scope and Purpose

This Privacy Policy describes how hireup.pro (hereinafter referred to as "we," "us," or "our") collects, uses, shares, and protects personal data obtained through the website www.hireup.pro and its associated services and subdomains (collectively, the "Platform"). The Platform operates as an affiliate recruitment marketplace designed to connect employers seeking to fill job vacancies ("Employers"), recruitment professionals who source candidates ("Recruiters"), and individuals seeking employment opportunities ("Candidates").

We are committed to safeguarding the privacy of our users and ensuring compliance with applicable data protection laws globally. This includes adherence to the principles and requirements of regulations such as the European Union's General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA). This policy aims to provide transparency regarding our data handling practices, empowering users to understand how their information is managed when they interact with the Platform.

1.2. Acceptance

By accessing or using the Platform, you acknowledge that you have read and understood the terms of this Privacy Policy. In certain jurisdictions or for specific data processing activities, applicable law may require us to obtain your explicit consent separately. For instance, under GDPR, explicit consent might be necessary for processing certain types of data or for purposes like direct marketing. Where such consent is required, we will provide clear mechanisms for you to grant it, and you will have the right to withdraw this consent at any time, as detailed later in this policy.

1.3. Definitions

To ensure clarity and consistency, the following terms are defined as used throughout this policy:

Personal Data / Personal Information: This term encompasses any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household. This broad definition aligns with both GDPR and CCPA/CPRA standards. Examples relevant to the Platform include names, email addresses, phone numbers, physical addresses, professional qualifications detailed in CVs, IP addresses, device identifiers, payment information, and platform usage data.

Sensitive Personal Information (under CCPA/CPRA): A specific subset of Personal Information under California law that receives heightened protection. This includes data such as Social Security and ID numbers, driver's license numbers, precise geolocation, racial or ethnic origin, religious beliefs, union membership, genetic data, biometric data processed for identification purposes, health information, sex life or sexual orientation information, and the contents of private communications (like mail, email, or texts) unless the business is the intended recipient. Users have specific rights regarding the limitation of use and disclosure of this data category.

Special Category Data (under GDPR): Data considered particularly sensitive under EU/UK law, requiring specific processing conditions, typically explicit consent. This includes data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for unique identification, data concerning health, or data concerning a natural person's sex life or sexual orientation.

Processing: Any operation or set of operations performed on Personal Data, whether automated or not. This includes collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.

Controller / Business: For the purposes of GDPR and CCPA/CPRA respectively, hireup.pro acts as the Controller/Business, meaning we determine the purposes and means of processing the Personal Data collected via the Platform.

Processor: A third-party entity that processes Personal Data on behalf of the Controller/Business, based on our instructions (e.g., cloud hosting providers, payment processors).

Data Subject / Consumer: An identified or identifiable natural person whose Personal Data is processed. On this Platform, this includes individuals associated with Employers, Recruiters, and Candidates.

Employer: A user entity (e.g., company, organization) that posts job vacancies on the Platform seeking candidates.

Recruiter: An individual or entity using the Platform to find and refer Candidates for Employer vacancies, operating under an affiliate commission-based model.

Candidate: An individual who uses the Platform to search for job opportunities and apply for vacancies, either directly or via a Recruiter.

Sale / Sharing (under CCPA/CPRA): "Sale" includes selling, renting, releasing, disclosing, disseminating, making available, or transferring Personal Information for monetary or other valuable consideration. "Sharing" specifically refers to disclosing Personal Information for cross-context behavioural advertising. Users have the right to opt out of these activities.

1.4. Applicability to User Types

This Privacy Policy applies universally to all users of the Platform, including Employers, Recruiters, and Candidates. However, specific sections detailing the types of information collected, how it is used, and how it might be shared may be particularly relevant to certain user groups based on their interaction with the Platform.

2. Information We Collect

2.1. General Principles

Our data collection practices adhere to the principle of data minimization. We strive to collect only the Personal Data that is necessary, relevant, and adequate for the specific, explicit, and legitimate purposes outlined in this policy. We do not collect data indiscriminately or retain it without a valid reason aligned with the Platform's function as a recruitment marketplace.

Data is primarily collected directly from users when they register, create profiles, post jobs, apply for positions, or communicate through the Platform. We also collect certain information automatically through the use of cookies and similar technologies as users interact with the Platform. In specific circumstances, we may receive information from third parties, such as referees provided by Candidates.

2.2. Information Provided Directly by Users

The specific information we collect varies depending on your role as an Employer, Recruiter, or Candidate:

Employers:

  • Account Registration: To create an Employer account, we collect information such as the company's name, the name and contact details (email address, phone number) of the designated contact person and hiring managers, the company's physical address, and necessary billing information such as credit card details, bank account details for debit orders, VAT number and company registration information.
  • Job Postings: When posting a vacancy, Employers provide details including the job title, a comprehensive description of the role and responsibilities, required skills, qualifications, and experience levels, job location, compensation range or details, and other relevant company information pertinent to the position.
  • Communications: We retain records of communications conducted through the Platform between Employers and Candidates, and Employers and our support team.

Recruiters:

  • Account Registration: Recruiters provide their name, business name (if applicable), email address, phone number, social media profiles, physical address, and details about their areas of recruitment specialization or network focus.
  • Payment Information: To facilitate commission payments, Recruiters must provide necessary payment details, such as bank account information or identifiers for third-party payment processors. This includes payment information for EFT's, Wise, Payoneer and PayPal account information.
  • Communications: We store records of communications exchanged via the Platform between Recruiters and Candidates, and Recruiters and our support team.

Candidates:

  • Account Registration/Profile Creation: Candidates typically provide their full name, email address, phone number, general location (e.g., city, country), and a professional headline or summary.
  • Application Data: When applying for jobs, Candidates submit information typically contained within a Curriculum Vitae (CV) or Resume, such as educational background, detailed work history, current salary, salary expectations, skills, certifications, and contact information for professional references. They may also submit cover letters, answers to specific application questions posed by Employers, links to professional portfolios, or work samples relevant to the role.
  • Background Checks: If background checks are part of the recruitment process for certain roles, we may collect additional Personal Data necessary to facilitate these checks. This may include, but is not limited to, ID and Social Security numbers, passport numbers, and copies of identification documents. This process is initiated only with the Candidate's explicit prior consent.
  • Communications: We maintain records of communications between Candidates and potential Employers or Recruiters facilitated through the Platform, as well as interactions with our support services.
  • Optional Information: In some cases, Candidates might be given the option to provide additional information, such as demographic data for diversity and inclusion initiatives (e.g., Equal Employment Opportunity surveys). Providing such information is strictly voluntary. Processing this type of data, which may fall under Special Category Data (GDPR) or Sensitive Personal Information (CCPA/CPRA), requires explicit consent and specific handling procedures. Similarly, information about disabilities, if relevant for accommodations, requires explicit consent.

2.3. Information Collected Automatically

When users interact with the Platform, we automatically collect certain technical and usage information:

  • Usage Data: This includes the user's IP address, the type of browser and operating system used, information about the device accessing the Platform, pages visited, features used, time spent on specific pages, actions taken (such as jobs viewed, applications submitted, messages sent), and the referring URL (the webpage visited before accessing the Platform). This data helps us understand user behavior and improve the Platform.
  • Cookies and Tracking Technologies: We utilize cookies and similar technologies (e.g., pixels, web beacons) to enable functionality, analyze performance, and potentially personalize content or advertising. Further details are provided in Section 5 (Cookies and Tracking Technologies).

2.4. Information from Third Parties

We may occasionally receive Personal Data from third-party sources:

  • Referees: If a Candidate provides contact details for referees in their application materials, we may collect information from those referees when contacted by an Employer or Recruiter as part of the vetting process. Candidates are expected to have informed their referees prior to providing their contact details.
  • Background Checks: If background checks are part of the recruitment process for certain roles, we may receive information from designated third-party background check providers. This process is initiated only with the Candidate's explicit prior consent.
  • Public Sources: We may potentially collect publicly available professional information (e.g., from professional networking sites like LinkedIn) to supplement Recruiter profiles or assist in identifying potential Candidates for specific roles. Under GDPR, sourcing data this way requires a careful legitimate interest assessment, and individuals must be notified about the data collection and its purpose, typically within 30 days of obtaining the data.

12. Contact Information

12.1. How to Contact

If you have any questions, concerns, or complaints about this Privacy Policy or our data handling practices, or if you wish to exercise your privacy rights, please contact us using the following details:

Full Legal Entity Name: HireUp AI (Pty) Ltd

Physical Address: 216, 8th Street, Voelklip, Hermanus, 7200, South Africa

Privacy Email Address: support@hireup.pro

12.2. Data Protection Officer (DPO)

We have appointed a Data Protection Officer (DPO) whom you can contact regarding any privacy matters using the details above or directly at:

Name: Reino Jonker

Phone: +27665223970

Email: reino@hireup.pro

Data Request

Request deletion of your personal data. You'll receive an email to verify your identity.

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