Privacy Policy

Effective Date: April 9, 2026

Chosen HQ LLC (“Chosen HQ,” “we,” “us,” or “our”) operates the Chosen HQ website, platform, mobile applications, and related services (collectively, the “Platform”). This Privacy Policy explains what information we collect, how we use it, how we share it, and your rights regarding your information.

By accessing or using our Platform, you agree to this Privacy Policy. If you do not agree, please do not use the Platform.

1. Who We Are

Chosen HQ LLC is a business-to-business software company. Our services are intended for use by organizations. When our customers use Chosen HQ to manage recruiting or hiring workflows, they act as the data controller, and Chosen HQ acts as a data processor for candidate and applicant data. For account and billing information, Chosen HQ acts as a data controller.

The Platform uses artificial intelligence and machine learning technologies to provide features such as interview scheduling assistance, candidate sourcing, resume analysis, candidate-job matching, and communication management. This Privacy Policy describes how data is collected and processed in connection with these features.

If you are a candidate or end user interacting with one of our customers, please contact that organization directly for questions about your personal data.

2. Information We Collect

We collect information in several ways, depending on how you interact with the Platform.

a. Information You Provide Directly

• Account and profile information (name, work email, company name, job title)
• Login credentials (stored in encrypted form)
• Billing and payment details (processed by third-party payment processors; we do not store full credit card numbers)
• Resumes, CVs, and supporting documents uploaded for parsing and analysis
• Job descriptions, hiring criteria, and recruitment preferences
• Interview notes, feedback, evaluations, and hiring-related annotations
• Communications with us, including support requests, feedback, surveys, or inquiries

b. Information Collected Automatically

When you access or use the Platform, we automatically collect certain technical and usage information, including:

• IP address and approximate location derived from IP
• Browser type, device type, operating system, and version
• Pages viewed, actions taken, timestamps, and referring URLs
• Log files, error reports, and performance data

This information helps us operate, secure, and improve the Platform.

c. Cookies and Similar Technologies

We use cookies, pixels, and similar technologies to operate the Platform, remember preferences, understand usage patterns, and improve performance. Some cookies are essential for functionality and cannot be disabled.

d. Information Processed on Behalf of Customers

Our customers may upload or otherwise provide candidate or applicant information when using Chosen HQ. This may include:

• Candidate and applicant names, contact details, resumes, work history, skills, education, and qualifications
• Interview scheduling data, calendar availability, and meeting details
• Email communications between recruiters and candidates, including message content, headers, metadata, and threading information
• Interview feedback and hiring-related notes
• AI-generated data derived from the above, such as intent classifications, relevance scores, parsed resume data, and candidate assessments

We process this information only on our customers' instructions and in accordance with applicable agreements.

We do not knowingly collect personal information from children under the age of 16.

e. Information Collected Through Third-Party Integrations

When you connect third-party services to the Platform, we collect information from those services as necessary to provide the requested functionality:

• Calendar Services (e.g., Google Calendar): Calendar event data, attendee information, and free/busy availability to facilitate interview scheduling and meeting coordination
• Email Services (e.g., Gmail): Email messages, including message content, headers, and metadata, from your connected account to enable email synchronization, candidate communication tracking, and scheduling features. We may receive real-time notifications of new messages through push notification services.
• Video Conferencing Services (e.g., Zoom): Account information necessary to generate meeting links for scheduled interviews
• Productivity Tools (e.g., Notion): Data synchronized between the Platform and your connected workspace
• Authentication Services: Identity and profile information from third-party authentication providers used to manage account access

We request only the minimum permissions necessary for each integration. The specific data accessed is limited to the permissions you grant during the authorization process. You may revoke access to any connected service at any time through your account settings or through the third-party service's settings.

f. Information Collected Through AI-Powered Sourcing

When customers use our sourcing features, we collect publicly available information about potential candidates from the open web, including:

• Names and professional headlines
• Geographic locations
• Work history, including job titles and employers
• Skills and qualifications
• Links to public professional profiles (such as LinkedIn or GitHub)
• Text excerpts from publicly available web pages as supporting evidence of qualifications

This information is processed, normalized, and enriched using artificial intelligence to generate structured profiles, skill assessments, and relevance scores. We collect only information that is publicly available on the open web. We do not access password-protected accounts, private social media profiles, or non-public databases to source candidates.

3. How We Use Information

We use personal information for the following purposes:

• To provide, operate, maintain, and improve the Platform
• To create and manage user accounts
• To process payments, subscriptions, and invoices
• To respond to inquiries and provide customer support
• To communicate service-related notices, updates, and security alerts
• To parse and analyze resumes and candidate documents using artificial intelligence, extracting structured data such as skills, experience, and qualifications
• To match candidates to job requirements using artificial intelligence and generate relevance scores and assessments
• To classify incoming email communications by intent (such as confirmation, rescheduling, or inquiry) using artificial intelligence
• To generate draft email responses on behalf of authorized recruiters, for review and approval or, where enabled by the customer, for automatic delivery
• To synchronize and manage calendar events, interview schedules, and meeting logistics across connected services
• To search publicly available web data and generate structured candidate profiles for sourcing purposes
• To create data representations of candidate profiles and job requirements for improved search and matching
• To generate and assist with drafting job descriptions
• To interpret natural-language queries to help users search and filter data within the Platform
• To analyze usage and improve performance and functionality
• To protect against fraud, misuse, and unauthorized access
• To comply with legal and regulatory obligations
• To provide account support, including authorized internal access to user accounts for troubleshooting, security, and compliance purposes

When our artificial intelligence features generate communications (such as email responses) on behalf of a recruiter, these are generated in the recruiter's voice and sent from the recruiter's connected email account, with the recruiter's knowledge and subject to any approval settings configured by the customer.

We do not use customer data to train generalized or public AI models.

We do not sell personal information.

4. Artificial Intelligence and Automated Processing

The Platform uses artificial intelligence and machine learning technologies to provide various features. These technologies process data to generate insights, classifications, and recommendations, but do not make final employment decisions.

Types of AI Processing

Our AI-powered features include:

• Resume parsing and structured data extraction
• Candidate-job matching and relevance scoring
• Email intent classification (such as identifying confirmations, rescheduling requests, or logistical questions)
• Draft email response generation on behalf of recruiters
• Candidate sourcing from publicly available web data
• Natural language search and query interpretation
• Job description generation assistance

Human Oversight

AI-generated outputs (such as email responses, match scores, and candidate profiles) are tools designed to assist human decision-makers. Our customers retain full control over all hiring decisions. Where email responses are generated by AI, customers may configure whether responses are sent automatically or queued for human review and approval before delivery.

No AI Training on Customer Data

We do not use customer data, candidate information, or user content to train generalized artificial intelligence models that are made available outside the Platform.

Algorithmic Fairness

We are committed to designing and monitoring our AI systems to mitigate bias and promote fairness in recruiting and hiring processes.

5. Legal Bases for Processing

Where required by law (including GDPR and similar regulations), we rely on the following legal bases:

• Performance of a contract
• Legitimate business interests (e.g., security, product improvement)
• Compliance with legal obligations
• Consent, where required
• Explicit consent for accessing third-party services through OAuth or similar authorization protocols

6. How We Share Information

We share personal information only as necessary and in the following circumstances:

a. Service Providers

We work with trusted third-party service providers to support our operations. These include:

• Cloud infrastructure and hosting providers
• Payment processing services (for billing and subscriptions)
• Email delivery services (for system notifications and transactional emails)
• Artificial intelligence and machine learning service providers (for features such as resume parsing, candidate matching, and communication analysis)
• Calendar and communication service providers (when you connect third-party accounts)
• Analytics and monitoring services
• Authentication and identity management providers

All service providers are bound by contractual obligations to process data only as instructed and to maintain appropriate security measures.

b. Legal and Regulatory Disclosures

We may disclose information if required to do so by law, regulation, legal process, or governmental request, or if we believe disclosure is necessary to protect the rights, safety, or security of Chosen HQ, our users, or others.

c. Business Transfers

If Chosen HQ is involved in a merger, acquisition, financing, reorganization, or sale of assets, personal information may be transferred as part of that transaction, subject to applicable law.

d. Aggregated or De-identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify individuals for analytics, research, or business purposes.

e. Third-Party Integrations Initiated by You

When you authorize connections to third-party services (such as Google Calendar, Gmail, Zoom, or Notion), data is transmitted between the Platform and those services as necessary to provide the requested functionality. These transmissions are governed by both this Privacy Policy and the applicable third-party service's privacy policy and terms of service. You may disconnect these integrations at any time.

7. Cookies and Analytics

We use essential cookies to operate the Platform and analytics cookies (such as Google Analytics) to understand usage and improve our services. You can control cookies through your browser settings, though some features may not function properly.

8. Email Communications

We send system notifications, transactional emails, and service-related communications via third-party email delivery services. You may opt out of non-essential marketing communications at any time by following the unsubscribe instructions in those emails or by contacting us.

Emails sent through the Platform on behalf of recruiters (such as interview invitations or candidate correspondence) are sent from the recruiter's connected email account and are subject to the recruiter's and their organization's email practices.

All commercial email communications sent by Chosen HQ comply with the CAN-SPAM Act, including accurate header information, identification of the message as an advertisement where applicable, a valid physical postal address, and a functioning opt-out mechanism.

9. Publicly Available Data and Sourcing

Our sourcing features collect and process publicly available information from the open web to help customers identify potential candidates for recruiting purposes.

Chosen HQ does not act as a consumer reporting agency, and our sourcing tools are not intended to produce consumer reports as defined by the Fair Credit Reporting Act (FCRA). Customers who use sourcing data as a factor in employment decisions are responsible for ensuring their use complies with applicable law, including any obligations under the FCRA, state fair employment laws, and federal equal employment opportunity laws.

We collect only publicly available information. We do not access non-public accounts, private databases, or password-protected content for sourcing purposes.

10. Data Retention

We retain personal information only for as long as necessary to:

• Provide and maintain the Platform
• Fulfill contractual obligations
• Comply with legal, accounting, or regulatory requirements
• Resolve disputes and enforce agreements

Customer data processed on behalf of our customers is retained according to our agreements with them and deleted or returned upon request, subject to applicable law.

Additional retention details for specific data types:

• Email messages synchronized from connected accounts are retained for the duration of the integration connection and for a reasonable period after disconnection to allow for data export
• OAuth access tokens and refresh tokens are retained only while the integration is active and are deleted upon disconnection
• AI-generated data (such as classifications, scores, and extracted information) is retained as part of the associated candidate or job record
• Sourcing data (publicly available candidate information) is retained according to customer configuration and applicable data retention agreements
• Derived data representations used for search and matching are deleted when the source records are deleted

11. Data Security

We use industry-standard technical and organizational measures to protect information, including:

• Encryption of data in transit using TLS/HTTPS and encryption of sensitive data at rest, including AES-256 encryption for integration credentials and OAuth tokens
• Multi-tenant data isolation with organization-level access controls
• Row-level security enforced at the database level
• Role-based access control (RBAC) to restrict data access based on user permissions
• Secure cloud infrastructure with regular security monitoring

However, no system is 100% secure. Internal access to user accounts by authorized personnel is restricted, logged, and auditable.

12. International Data Transfers

We may process and store information in countries other than your own. Where required, we use appropriate safeguards such as Standard Contractual Clauses to protect international transfers.

13. Your Rights

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

• Access the personal information we hold about you
• Request correction or updating of inaccurate information
• Request deletion of your personal information
• Object to or restrict certain processing activities
• Request data portability, where applicable
• Withdraw consent, where processing is based on consent
• Opt out of marketing communications

If you are an individual whose data is processed on behalf of a Chosen HQ customer (such as a candidate), please direct your request to that customer, who acts as the data controller.

Requests may be submitted by emailing contact@chosenhq.com. We may need to verify your identity before responding.

14. US State Privacy Rights

California (CCPA/CPRA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act and the California Privacy Rights Act:

• Right to Know: You may request information about the categories and specific pieces of personal information we have collected, the sources of collection, the business purposes for collection, and the categories of third parties with whom we share personal information.
• Right to Delete: You may request that we delete your personal information, subject to certain exceptions.
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt-Out of Sale or Sharing: We do not sell personal information. We do not share personal information for cross-context behavioral advertising purposes.
• Right to Limit Use of Sensitive Personal Information: Where we process sensitive personal information, you may request that we limit its use to what is necessary to provide the Services.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
• Authorized Agent:You may designate an authorized agent to submit requests on your behalf. We may require verification of the agent's authorization.

Virginia, Colorado, Connecticut, and Other States

Residents of states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, and other applicable states) may have the following rights:

• Right to access and confirm whether personal data is being processed
• Right to correct inaccuracies in personal data
• Right to delete personal data
• Right to obtain a portable copy of personal data
• Right to opt out of the processing of personal data for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects
• Right to appeal a denied privacy rights request by contacting us at contact@chosenhq.com

To exercise any of these rights, contact us at contact@chosenhq.com. We may need to verify your identity before processing your request.

15. Third-Party Links

Our Platform may link to third-party websites or services. We are not responsible for their privacy practices.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the effective date and post the revised version on our website.

17. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Chosen HQ LLC
Email: contact@chosenhq.com

For information about the terms governing your use of our Services, please see our Terms of Service.