Privacy Policy

1. Information We Collect

When you apply for a job or contact us through our website, we collect the following information:

• Personal information: name, email address, phone number, mailing address
• Professional information: resume/CV, work history, education, cover letter, professional certifications
• Application data: responses to screening questions, EEO/compliance questionnaire answers (voluntary)
• Contact form submissions: name, email, company, message content

2. How We Use Your Information

We use the information we collect for the following purposes:

• Evaluating your qualifications for employment opportunities
• Communicating with you about your application status and potential opportunities
• AI-assisted screening to match your qualifications against job requirements
• Compliance with federal equal employment opportunity (EEO) reporting requirements
• Improving our recruitment processes and services
• Responding to your inquiries submitted through our contact form

3. AI-Assisted Screening

We may use artificial intelligence tools to assist in evaluating candidate applications. This includes:

• Automated resume analysis and scoring against job requirements
• Text extraction from uploaded documents (including OCR for scanned documents)
• Generation of candidate assessment summaries

AI screening is used as a supplementary tool only. All hiring decisions are made by human recruiters and hiring managers. You may request a manual review of any AI-generated assessment by contacting us.

4. Data Sharing

We do not sell your personal information. We may share your information with:

• Hiring managers and recruiters within our organization who are involved in the hiring process
• Third-party service providers that assist with our recruitment operations (email services, AI screening tools)
• Legal authorities when required by law or to protect our legal rights

5. Data Retention

We retain your application data for a reasonable period to consider you for current and future opportunities. Specifically:

• Resume files are retained for a configurable period, after which the original file is deleted and only extracted text is kept
• Application records and candidate profiles are retained for the duration needed to fulfill our recruitment purposes
• You may request deletion of your data at any time by contacting us

6. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete information
• Delete your personal data (subject to legal retention requirements)
• Export your data in a portable format
• Withdraw consent for data processing at any time
• Request human review of any automated decision made about your application

To exercise any of these rights, please contact us using the information below.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encrypted data transmission (HTTPS/TLS)
• Role-based access controls limiting who can view candidate information
• Secure authentication with session management
• Regular backups of application data
• HTML sanitization to prevent security vulnerabilities

8. EEO/Compliance Data

Some job applications may include voluntary Equal Employment Opportunity (EEO) questions regarding gender, race/ethnicity, disability status, and veteran status. This information is:

• Collected on a strictly voluntary basis
• Used solely for federal compliance reporting purposes
• Kept confidential and separate from hiring decisions
• Not used in AI screening or candidate evaluation

9. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the updated policy on our website with a revised "Last updated" date.

10. Contact Us

If you have questions about this privacy policy or wish to exercise your data rights, please contact us at:

Highland Professional Group Services
Email: ats@highlandgroupservices.com