Privacy Policy

Effective Date: 05/29/2025

Last Updated: 05/27/2025

1. Introduction

Cohort AI ('we', 'our', or 'us') provides an AI-powered recruitment platform that helps businesses discover and hire talent more efficiently. This Privacy Policy explains how we collect, use, disclose, and protect personal data through our website and platform.

We are committed to protecting your privacy. This Privacy Policy describes the types of information we may collect from you, how we use it, and your rights in relation to that data.

2. Information We Collect

A. Information Provided by Clients

• Business contact details (name, email, phone number)
• Account credentials
• Billing information

B. Information Provided by Job Candidates

• Name, email, resume/CV, employment history
• Job preferences and qualifications
• AI-generated assessments or scores
• We may also collect or supplement candidate information from publicly accessible sources and third-party data providers.

C. Automatically Collected Data

• Log data (IP address, browser type, access times)
• Usage analytics (pages visited, actions taken)
• Cookies and similar tracking technologies

D. Website Hosting & Webflow

Our website is built and hosted using Webflow. Data submitted through forms (e.g. contact, newsletter, job applications) may be stored and processed by Webflow, in accordance with their Privacy Policy.

3. How We Use Information

We use information to:
• Provide and operate our recruitment platform
• Match candidates with relevant job opportunities
• Respond to inquiries and provide support
• Analyze usage and improve performance
• Comply with legal obligations

We process personal data based on our legitimate interests, the performance of a contract, your consent, or legal requirements.

4. How We Share Information

We may share information with:

• Authorized users within your organization
• Third-party service providers under confidentiality agreements
• Government or legal authorities if required by law
• Other third parties with your consent

We do not sell your personal data.

In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity.

5. AI and Automated Decision-Making

Our platform uses AI to assist in candidate-job matching. These systems are designed to support—not replace—human hiring decisions. We regularly review our algorithms for fairness and accuracy.

If you have concerns about a decision made through automated processing, you may request a review by a human.

6. Data Retention

We retain personal data only as long as necessary to provide services, comply with legal obligations, and resolve disputes. Retention periods may vary depending on the type of data and purpose of processing.

We will delete candidate data within [e.g., 24 months] of inactivity unless retention is required by law or ongoing legitimate interest.

7. Security

We implement industry-standard safeguards to protect your data, including encryption, access control, and monitoring. While no system is completely secure, we take appropriate steps to protect information from unauthorized access or disclosure.

8. International Data Transfers

If personal data is transferred outside your country (e.g., to the United States), we use legally approved mechanisms such as Standard Contractual Clauses (SCCs) to ensure an adequate level of protection.

9. Your Privacy Rights

a. U.S. Residents
You may request to:
• Access, correct, or delete your data
• Opt out of marketing communications
• Withdraw consent where applicable

Residents of other U.S. states with privacy laws (e.g., Virginia, Colorado, Connecticut) may also have rights similar to the above. We will respond to privacy rights requests within 30 days.

California Residents: If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA).

b. EU/EEA Residents (GDPR)
If you are located in the European Economic Area (EEA), you may have the right to:
• Access your personal data
• Correct or delete your data
• Restrict or object to processing
• Withdraw consent
• File a complaint with a data protection authority

To exercise your rights, contact us at [privacy@thecohort.ai].

10. Cookies and Tracking Technologies

We use cookies and similar technologies to understand usage, improve user experience, and support analytics. You may control cookie preferences via your browser or our cookie consent banner.

We do not respond to Do Not Track (DNT) signals.

11. Children’s Privacy

Our services are not directed to children under 16. We do not knowingly collect personal data from minors.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes will be posted on this page, with an updated “Effective Date.” If material changes are made, we will notify users as appropriate.

13. Contact Us

For questions or to exercise your privacy rights, please contact us at:
📧 Email: [privacy@thecohort.ai]

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