PRIVACY POLICY

Last Updated: May 13, 2025

INTRODUCTION

CIVIC HIRE LLC doing business as CivicHire ("CivicHire," "we," "our," or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, share, and protect personal information in connection with our recruitment software-as-a-service platform and related services (collectively, the "Services").

This Privacy Policy applies to:

  • Customers who use our Services (typically government agencies and public sector organizations)

  • End users who access our Services through a Customer account (such as Customer employees and administrators)

  • Job applicants who apply for positions through our platform

  • Website visitors and other individuals who interact with CivicHire

We operate as both a data controller (when we determine the purposes and means of processing personal information) and as a data processor (when we process personal information on behalf of our Customers). This Privacy Policy describes our practices in both capacities.

INFORMATION WE COLLECT

Information Provided by Customers and End Users

When you create an account or use our Services as a Customer or End User, we collect information such as:

  • Account information (name, email address, password, organization information)

  • Profile information (job title, department, profile picture)

  • Contact information (phone number, address)

  • Payment and billing information (credit card details, billing address)

  • Communications and feedback you provide to us

  • Any other information you choose to provide to us through the Services

Information Provided by Job Applicants

When job applicants apply for positions through our platform, we collect information such as:

  • Contact information (name, email address, phone number, address)

  • Resume/CV information (work history, education, skills, certifications)

  • Job application information (cover letters, answers to screening questions)

  • Demographic information (to the extent permitted by applicable law and as required for government compliance reporting)

  • Background check information (where applicable and with explicit consent)

  • References and prior employment verification information

  • Any other information provided by applicants during the application or recruitment process

Special Note for Job Applicants: CivicHire processes job applicant information on behalf of our Customers. Our Customers determine what information to collect from applicants and how to use that information. If you are a job applicant and have questions about the personal information collected from you or how it is being used, you should contact the employer to whom you applied.

Automatically Collected Information

We automatically collect certain information when you use our Services, including:

  • Device information (IP address, browser type, operating system)

  • Usage information (pages visited, features used, time spent, links clicked)

  • Log data (access times, error logs, hardware and software information)

  • Cookies and similar tracking technologies (as described in our Cookie Policy)

  • Location information (derived from IP address or if you choose to share precise location data)

Information from Third Parties

We may receive information about you from third parties, including:

  • Customers who provide end user or applicant information

  • Service providers who help us provide our Services

  • Identity verification services (for background checks, where applicable)

  • Public sources (such as publicly available government records or professional networking sites)

  • Partners with whom we offer co-branded services or engage in joint marketing activities

HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

Providing and Improving Our Services

  • To provide, maintain, and improve our Services

  • To create and manage your account

  • To process payments and fulfill orders

  • To respond to your requests, comments, and questions

  • To develop new features, products, and services

  • To prevent, identify, and address technical issues

  • To monitor and analyze trends, usage, and activities in connection with our Services

Facilitating the Recruitment Process

  • To enable Customers to post job listings

  • To enable job applicants to search and apply for jobs

  • To facilitate the application review and selection process

  • To help Customers manage the hiring and onboarding processes

  • To generate anonymized analytics and reports for Customers

Communications

  • To send administrative messages about your account or the Services

  • To provide customer support and send related communications

  • To send you technical notices, updates, security alerts, and other support and administrative messages

  • To send you marketing communications about our products, services, and events (subject to your consent where required by law)

  • To respond to your inquiries and requests

Legal and Safety Purposes

  • To comply with applicable laws, regulations, and legal processes

  • To protect our rights, privacy, safety, or property

  • To protect against fraudulent, harmful, unauthorized, unethical, or illegal activity

  • To enforce our Terms of Service and other agreements

LEGAL BASIS FOR PROCESSING (FOR EEA, UK, AND OTHER APPLICABLE JURISDICTIONS)

If you are located in the European Economic Area (EEA), United Kingdom, or other jurisdictions with similar data protection laws, we rely on the following legal bases to process your personal information:

  • Performance of a Contract: When we need to process your personal information to perform our obligations under a contract with you or to take steps at your request before entering into a contract.

  • Legitimate Interests: When processing is necessary for our legitimate interests or those of a third party, and where your interests and fundamental rights do not override those interests.

  • Compliance with Legal Obligations: When we need to process your personal information to comply with a legal obligation.

  • Consent: When you have given us your consent to process your personal information for a specific purpose.

HOW WE SHARE YOUR INFORMATION

We may share your personal information in the following circumstances:

With Our Customers

  • We share job applicant information with the Customer to whom the applicant applied

  • We provide analytics and reporting to Customers about their job postings and applicants

With Service Providers

We share information with third-party vendors, consultants, and other service providers who perform services on our behalf, such as:

  • Cloud hosting and infrastructure providers

  • Payment processors

  • Analytics providers

  • Customer support services

  • Email and communications providers

  • Security and fraud prevention services

For Legal Reasons

  • To comply with applicable laws, regulations, or legal processes

  • To respond to lawful requests from public authorities, including to meet national security or law enforcement requirements

  • To protect our rights, privacy, safety, or property

  • To investigate potential violations of our Terms of Service or this Privacy Policy

  • To detect, prevent, or address fraud, security, or technical issues

Business Transfers

  • In connection with a merger, acquisition, reorganization, bankruptcy, or other sale of all or a portion of our assets, in which case the acquirer may continue to use your information as set forth in this Privacy Policy

With Your Consent or At Your Direction

  • With third parties when you have given your consent to do so or otherwise directed us to share your information

We do not sell your personal information as that term is commonly understood. However, we may share aggregated or de-identified information that cannot reasonably be used to identify you.

DATA SECURITY

We implement appropriate technical and organizational measures designed to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

  • Encrypting sensitive personal information both in transit and at rest

  • Implementing access controls and authentication mechanisms

  • Regular security assessments and penetration testing

  • Employee training on data security and privacy

  • Physical security controls for our facilities

However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

DATA RETENTION

We retain personal information for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements, or to resolve disputes.

For Customers and End Users, we retain your information for as long as you maintain an account with us and for a reasonable period thereafter to address any issues that may arise.

For job applicants, we retain your information for the duration of the recruitment process and for a reasonable period thereafter, as directed by our Customers and as required by applicable laws. We may retain anonymized or aggregated data indefinitely.

When we no longer need to retain your personal information, we will securely delete or anonymize it. If this is not possible (for example, because your personal information has been stored in backup archives), we will securely store your personal information and isolate it from any further processing until deletion is possible.

YOUR PRIVACY RIGHTS

Depending on your location, you may have certain rights regarding your personal information:

For All Users

  • Access: You have the right to request information about the personal information we have about you.

  • Correction: You have the right to request that we correct inaccurate or incomplete information about you.

  • Deletion: You have the right to request that we delete your personal information in certain circumstances.

  • Opt-out: You have the right to opt-out of marketing communications.

Additional Rights for EEA, UK, and California Residents

  • Data Portability: You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format.

  • Restriction of Processing: You have the right to request that we restrict the processing of your personal information in certain circumstances.

  • Objection to Processing: You have the right to object to the processing of your personal information in certain circumstances.

  • Withdrawal of Consent: Where we rely on your consent to process your personal information, you have the right to withdraw your consent at any time.

  • Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.

To exercise your rights, please contact us using the information provided in the "Contact Us" section below. We may need to verify your identity before responding to your request.

For Job Applicants: If you are a job applicant, certain requests regarding your personal information should be directed to the employer to whom you applied, as they are the data controller for your application information.

INTERNATIONAL DATA TRANSFERS

CivicHire is based in the United States, and we process and store information on servers located in the United States and potentially in other countries. If you are located outside the United States, we may transfer your personal information to jurisdictions that may not provide the same level of data protection as your home jurisdiction.

When we transfer personal information from the EEA, UK, or Switzerland to the United States or other countries that have not been deemed to provide an adequate level of data protection, we use legal mechanisms designed to help ensure your rights and protections, such as:

  • Standard Contractual Clauses approved by the European Commission

  • Where applicable, the EU-U.S. Data Privacy Framework and the UK Extension

  • Data Processing Agreements with our service providers and Customers

CHILDREN'S PRIVACY

Our Services are not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from a child under 16 without parental consent, we will take steps to delete that information.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes to our practices or for other operational, legal, or regulatory reasons. If we make material changes, we will notify you by email (if you have an account with us and have provided your email address) or by posting a notice on our website prior to the changes becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

SPECIAL PROVISIONS FOR GOVERNMENT CUSTOMERS

CivicHire provides Services to government agencies and other public sector organizations. When we process personal information on behalf of these Customers, we do so in accordance with their instructions and applicable laws governing government data handling, including:

  • State and local public records laws

  • Freedom of Information Act (FOIA) and similar state laws

  • Federal, state, and local employment and civil rights laws

  • Government procurement regulations

  • Data security standards applicable to government systems

We recognize that government data may be subject to specific regulatory requirements and public disclosure obligations. Our government Customers maintain control over the personal information they collect through our Services, and we process such information solely for the purpose of providing our Services to them.

YOUR CHOICES

Account Information

You can update your account information by logging into your account or by contacting us. If you are an End User accessing our Services through your employer or organization, you may need to contact your administrator to update certain information.

Marketing Communications

You can opt-out of receiving marketing communications from us by following the unsubscribe instructions included in our emails or by contacting us. Please note that even if you opt-out of marketing communications, we may still send you non-promotional communications, such as those about your account or our ongoing business relations.

Cookies and Similar Technologies

Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove or reject cookies. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Services. For more information, please see our Cookie Policy.

CONTACT US

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

CIVIC HIRE LLC dba CivicHire

110 Wintergreen Road

Branson, MO 65616

United StatesEmail: [email protected]