Privacy Policy

1. Introduction

HeitechSoft ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our HR Portal and related services (the "Services").

This policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian provincial privacy legislation.

2. Information We Collect

We collect information that you provide directly to us, including:

• Contact Information: Name, email address, phone number, and mailing address
• Professional Information: Resume/CV, cover letter, work history, education, skills, and professional qualifications
• Video Recordings: Video introductions you choose to record as part of your application
• Assessment Responses: Answers to screening questions and assessments
• Communications: Messages exchanged through our platform
• Technical Data: IP address, browser type, device information, and usage data collected automatically when you use our Services

3. How We Use Your Information

We use the information we collect for the following purposes:

• To process and evaluate your job applications
• To communicate with you about job opportunities and application status
• To verify your identity and qualifications
• To improve our Services and develop new features
• To comply with legal obligations and protect our legal rights
• To detect, prevent, and address fraud or security issues

4. AI-Assisted Processing

Our Services may use artificial intelligence (AI) to assist with resume parsing, video transcription, and preliminary candidate assessment. AI-generated insights are used to support, not replace, human decision-making in the recruitment process.

You have the right to request human review of any AI-assisted decisions that significantly affect you. All final hiring decisions are made by human recruiters.

5. Disclosure of Information

We may share your personal information with:

• Hiring Managers and HR Personnel: Within our organization who need access to evaluate your application
• Service Providers: Third-party vendors who assist us in operating our Services (e.g., cloud hosting, email services), bound by confidentiality agreements
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to you

We do not sell your personal information to third parties.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. For job applicants, we typically retain application data for up to two (2) years after your last interaction with us, unless you request earlier deletion.

7. Your Rights Under Canadian Privacy Law

Under PIPEDA and applicable provincial privacy laws, you have the right to:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Withdrawal of Consent: Withdraw your consent to the collection, use, or disclosure of your information, subject to legal or contractual restrictions
• Deletion: Request deletion of your personal information, subject to our legal obligations
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, please contact us at privacy@heitechsoft.com.

8. Security Measures

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, access controls, secure data storage, and regular security assessments.

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

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. These technologies help us remember your preferences, understand how you use our Services, and improve functionality.

You can control cookie preferences through your browser settings. Disabling cookies may affect the functionality of our Services.

10. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information.

11. International Data Transfers

Your information may be stored and processed in Canada or other countries where our service providers operate. When we transfer information outside of Canada, we ensure appropriate safeguards are in place to protect your personal information in accordance with applicable privacy laws.

12. 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 new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically.

13. Contact Us

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

You may also file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.