Privacy Policy

1. Introduction

ReqSpace Technologies Inc. ("reqspace.ai", "we", "us", or "our") operates the reqspace.ai platform, which includes an applicant tracking system for recruiters and employers ("Recruiter Platform") and a career toolkit for job seekers ("Job Seeker Portal"), collectively referred to as the "Service."

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service, including our website, web applications, browser extensions, and APIs.

By using the Service, you consent to the data practices described in this policy. If you do not agree with our policies, please do not use our Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Name, email address, and profile photo
• Company or organization name (for recruiter accounts)
• Workspace and team configuration data
• Role and permission settings
• Authentication method (email/password, Google SSO, or other SSO providers)

2.2 Recruiter Platform Data

Recruiters and employers may input or generate the following data:

• Job postings, descriptions, requirements, and calibration data
• Candidate profiles, including names, contact information, work history, education, skills, and professional profiles
• Candidate evaluations, scores, interview notes, and pipeline status
• Email communications, campaign content, and outreach sequences
• Interview schedules, calendar events, and meeting details
• Offer letters and compensation details
• Client and company records (for agency mode)
• Hiring analytics and SLA configuration data
• Career page content and branding
• Survey questions and candidate feedback responses

2.3 Job Seeker Portal Data

Job seekers may upload or generate the following data:

• Resumes and curriculum vitae (uploaded files and parsed content)
• Professional information including job titles, skills, experience, education, and certifications
• Job search preferences (desired titles, locations, remote preferences, salary expectations)
• Job match analyses and scoring results
• AI-generated resumes, cover letters, and application materials
• Saved jobs, application status, and tracker data
• Company research reports and market analyses
• Interview preparation notes and mock interview responses
• Networking contacts, interaction history, and follow-up schedules
• Military service information and MOS codes (for MOS Translator)
• Auto-Apply queue data and generated application materials
• AI Job Agent configurations and search results
• Compensation research results and salary benchmarking data
• Job posting risk assessments
• Portfolio screenshots and analysis results

2.4 Payment Information

Payment processing is handled by a PCI-compliant third-party payment processor. We do not directly store your credit card numbers or full payment details. We receive and store transaction metadata including subscription plan, billing dates, payment status, and payment processor customer identifiers.

2.5 Information Collected Automatically

• Device information (browser type, operating system, device type)
• IP address and approximate geographic location
• Usage patterns including features accessed, pages viewed, and actions taken
• Session duration and interaction timestamps
• Referral source and landing page data
• Error logs and performance data
• Cookies and similar tracking technologies (see Section 8)

2.6 Browser Extension Data

Our browser extensions collect data only when actively invoked by you:

• Recruiter Extension: Professional profile data from pages you choose to source candidates from, including names, titles, company, skills, and contact information
• Job Seeker Extension: Job posting content from supported job boards, including job titles, descriptions, requirements, compensation data, and employer information, to enable features such as job saving, match scoring, salary lookup, and application assistance
• Your reqspace.ai authentication state to connect with your workspace or account

2.7 Third-Party Data

When you use our sourcing, enrichment, or research features, we may access data from third-party providers including:

• Publicly available professional profile data from data enrichment providers
• Email addresses from email finder services
• Job listings from job boards and company career pages
• Company information and market data from research providers
• Portfolio data from creative and developer platforms

This third-party data is processed in accordance with applicable laws and the terms of our data providers. We do not guarantee the accuracy or currency of third-party data.

2.8 Connected Account Data

When you connect third-party accounts via OAuth, we access:

• Gmail/Outlook: Email sending capability, email addresses, and message metadata necessary for sending outreach and campaign emails on your behalf. We do not read or store the contents of your entire inbox.
• Google Calendar/Outlook Calendar: Calendar availability, event creation, and scheduling data necessary to provide interview scheduling features.
• Zoom: Meeting creation and scheduling data necessary to generate video conference links for interviews.
• Slack: Workspace and channel data necessary to deliver notifications.

3. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain the Service and all its features
• Process candidate data through the recruiting pipeline (scoring, screening, communication)
• Provide AI-powered features including candidate scoring, job matching, content generation, and career recommendations
• Send emails and communications on your behalf through connected accounts
• Schedule interviews and manage calendar events through connected calendars
• Process job applications and auto-apply submissions on behalf of job seekers
• Parse and extract structured data from resumes and job descriptions
• Generate analytics, reports, and SLA tracking metrics
• Process transactions, manage subscriptions, and track usage credits
• Send transactional notifications (account updates, trial status, SLA alerts, campaign performance)
• Provide customer support through our in-app assistant and support channels
• Detect, prevent, and address security threats, fraud, and abuse
• Improve our AI models, algorithms, and platform features using aggregated and anonymized data
• Comply with legal obligations

4. AI Processing and Automated Decision-Making

4.1 How We Use AI

Our Service uses carefully vetted artificial intelligence and machine learning infrastructure providers, each operating under binding data processing agreements with strict confidentiality, data minimization, and retention controls. When you use AI-powered features, your input data (such as job descriptions, resumes, or search queries) is sent to these providers for processing. AI providers do not retain your data beyond the duration necessary to process each individual request, and do not use your data to train their models.

4.2 Automated Scoring and Assessment

The Service generates automated candidate scores (Keyword Match Scores rated 1-100) and AI evaluations. These scores are generated using structured prompts calibrated to each specific job and are intended as decision-support tools only. No employment decisions are made solely by our AI systems. Recruiters retain full control over all hiring decisions.

4.3 AI Training

We do not use your personal data, resumes, candidate records, or proprietary content to train AI models. We may use aggregated, anonymized, and de-identified usage data to improve our prompts, algorithms, and Service features.

5. Data Sharing and Disclosure

We may share your information with:

5.1 Service Providers and Sub-Processors

We use third-party vendors to operate the Service in the following categories:

• Cloud hosting and serverless infrastructure providers
• Database hosting and management providers
• Authentication and identity management providers
• Payment processing and subscription management providers
• Email delivery and communication service providers
• Caching and rate limiting infrastructure providers
• Cloud file storage providers (for resumes, documents, and images)
• AI and large language model providers for content generation and analysis
• Professional data enrichment and candidate sourcing providers

These providers process data on our behalf and are contractually obligated to protect your data and use it only for the purposes we specify. A list of specific sub-processors is available upon request by contacting privacy@reqspace.ai.

5.2 Within Your Workspace

Data within a workspace is accessible to authorized members of that workspace based on their assigned roles and permissions. Hiring managers receive limited, read-only access to jobs and candidates they are assigned to.

5.3 Business Transfers

In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

5.4 Legal Requirements

We may disclose your information when required by law, regulation, legal process, or governmental request, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others, investigate fraud, or respond to a government request.

5.5 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so. We do not sell your personal information to third parties.

6. Email Tracking and Communication Data

Emails sent through the Service (including campaigns, outreach sequences, and transactional emails) may include tracking pixels and link tracking to measure open rates and click-through rates. This data is used to provide campaign analytics to the sender and to improve the Service.

Recipients of tracked emails may opt out of tracking by disabling image loading in their email client or by using the unsubscribe link provided in each email. We honor all unsubscribe requests.

We retain email communication metadata (send dates, delivery status, open/click events) for the duration of the sender's account. Email content is stored as long as necessary to provide the campaign features and is deleted in accordance with our data retention policies.

7. Browser Extensions

reqspace.ai offers browser extensions for both recruiters and job seekers. All extensions collect data only when actively invoked by the user and do not passively monitor browsing activity, collect browsing history, or transmit data from pages where they are not actively invoked.

7.1 Recruiter Extension

The recruiter browser extension sources candidates from professional networking pages. When you invoke the extension on a supported page, it may collect professional profile data including names, titles, company information, skills, experience, and contact details. This data is transmitted to your reqspace.ai workspace to create or update candidate records.

7.2 Job Seeker Extension

The job seeker browser extension processes job posting content on supported job boards to enable features such as job saving, match scoring, salary lookup, and application assistance. When you invoke the extension on a supported page, it may collect job posting details including titles, descriptions, requirements, compensation information, and employer details. This data is transmitted to your reqspace.ai account to power job seeker features.

7.3 Extension Data Practices

Both extensions require your reqspace.ai authentication state to connect with your account. Neither extension conducts passive monitoring, collects browsing history, or accesses data from pages where the extension is not actively invoked by you. You may uninstall either extension at any time to stop all data collection by that extension.

8. Cookies and Tracking Technologies

We use the following types of cookies and similar technologies:

• Session Cookies: Required for authentication, session management, workspace selection, and core Service functionality. These cannot be disabled and expire when your session ends or after a defined inactivity period.
• Attribution Cookies: Used to track marketing campaign performance and referral sources so we can understand how users discover the Service. These cookies are retained for up to 90 days.
• Analytics Cookies: Used for anonymous pageview counting, scroll depth measurement, and session duration tracking. These cookies do not link collected data to your personal information and are used solely to improve Service performance and features.
• Preference Cookies: Remember your UI settings, dismissed notices, workspace selection, and other user interface preferences to provide a consistent experience across sessions.

You can control non-essential cookies through your browser settings. Disabling session cookies may prevent you from using the Service. We do not use cookies to serve third-party advertisements.

9. Application Assistance (Auto-Apply)

When you use application assistance features, we may submit job applications to third-party career sites on your behalf using information from your profile. You authorize each submission individually. We do not guarantee delivery, acceptance, or response from any employer. Application data submitted through these features is processed in accordance with this Privacy Policy and may be subject to the privacy policies and terms of the third-party career sites where applications are submitted.

10. Compensation Research

Compensation benchmarking features aggregate publicly available salary data from market sources. Results are estimates based on available data and should not be relied upon as definitive salary information. We do not guarantee the accuracy, completeness, or timeliness of compensation data. Salary benchmarking results do not constitute financial advice or a guarantee of compensation for any particular role, location, or experience level.

11. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication with support for SSO and multi-factor authentication
• Role-based access controls within workspaces
• Rate limiting to prevent abuse
• Secure storage of OAuth tokens for connected services
• Regular security monitoring and error logging
• Time-limited admin impersonation sessions with audit trails

No method of electronic transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security and are not liable for unauthorized access caused by factors beyond our reasonable control.

12. Data Retention

We retain your personal information as follows:

• Active Accounts: Data is retained for the duration of your active account and subscription.
• Cancelled Accounts: Account data is retained for a reasonable period (up to 90 days) after cancellation to allow for reactivation, after which it may be deleted.
• Trial Accounts: Data from expired trial accounts that are not converted to paid plans may be deleted after a reasonable retention period.
• Candidate Data: Candidate records managed by recruiters are retained as long as the recruiter's workspace is active. Recruiters may delete individual candidate records at any time.
• Communication Data: Email campaign data, including delivery and tracking metrics, is retained for the duration of the workspace.
• Legal Obligations: We may retain certain data for longer periods where required by law, for dispute resolution, or to enforce our agreements.

13. Your Rights and Choices

13.1 General Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete personal information
• Delete your personal information (subject to legal retention requirements)
• Object to or restrict certain processing activities
• Data portability (receive your data in a structured, machine-readable format)
• Withdraw consent where processing is based on consent
• Opt-out of marketing communications
• Opt-out of automated decision-making and profiling

13.2 CCPA Rights (California Residents)

If you are a California resident, you have the right to: (a) know what personal information we collect and how it is used; (b) request deletion of your personal information; (c) opt-out of the sale of your personal information (we do not sell personal information); and (d) non-discrimination for exercising your rights. To exercise these rights, contact us at privacy@reqspace.ai.

13.3 GDPR Rights (EEA Residents)

If you are in the European Economic Area, our legal bases for processing your data include: performance of our contract with you (providing the Service), legitimate interests (improving the Service, preventing fraud), consent (where you have opted in to specific features), and legal obligations. You have the right to lodge a complaint with your local data protection authority if you believe your rights have been violated.

13.4 Candidate Rights

If you are a candidate whose data has been entered into the Service by a recruiter or employer, please contact the recruiter or employer directly to exercise your data rights. We act as a data processor on behalf of our recruiter customers for candidate data they manage. If you are unable to reach the recruiter, you may contact us at privacy@reqspace.ai and we will assist in forwarding your request.

To exercise any of these rights, please contact us at privacy@reqspace.ai. We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before processing your request.

14. International Data Transfers

Your information may be transferred to and processed in the United States and other countries where our service providers operate. These countries may have different data protection laws than your country of residence.

We implement appropriate transfer mechanisms including standard contractual clauses approved by the European Commission, supplementary technical and organizational measures, and data processing agreements with all service providers who process personal data outside your jurisdiction. These safeguards ensure that your personal data receives an equivalent level of protection regardless of where it is processed.

15. Data Controller and Processor Roles

15.1 When We Are the Data Controller

We are the data controller for: your account information, usage data and analytics, payment and billing data, data collected automatically (cookies, IP addresses, device info), and Job Seeker Portal user data.

15.2 When We Are the Data Processor

We act as a data processor for candidate and applicant data entered into the Recruiter Platform by our customers (recruiters and employers). The recruiter or employer is the data controller for this data and is responsible for ensuring lawful collection and processing. We process this data only on their behalf and in accordance with their instructions and our Data Processing Agreement.

16. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected data from a child under 18, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us at privacy@reqspace.ai.

17. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify affected users without undue delay and in any event within 72 hours of becoming aware of a qualifying breach, and will notify relevant supervisory authorities as required by applicable law. Notification will include the nature of the breach, the categories and approximate number of data subjects and records affected, the likely consequences, the measures taken or proposed to address the breach, and recommended actions for affected users.

18. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page, updating the "Last updated" date, and, where practicable, sending you a notification. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

19. Contact Us

If you have questions about this Privacy Policy, our data practices, or wish to exercise your data rights, please contact us: