Privacy Policy
Last updated: February 9th 2026
This Privacy Policy explains how CareerPage.ai collects, uses, stores, shares, and protects personal information when you use our website, platform, widgets, career pages, applicant forms, reference tools, messaging tools, AI features, and related services.
By using CareerPage.ai, creating an account, submitting a job application through a CareerPage-powered page, providing a reference, or interacting with our Services, you agree to this Privacy Policy.
1. Who We Are
CareerPage.ai provides software that helps organizations create career pages, publish jobs, collect applications, manage candidates, request references, communicate with applicants, organize hiring workflows, and use AI-assisted tools to review hiring-related information.
In this Privacy Policy:
- “CareerPage.ai,” “we,” “us,” or “our” means the company operating the CareerPage.ai platform.
- “Customer” means an organization, recruiter, staffing agency, employer, church, nonprofit, company, or person using CareerPage.ai to manage hiring or related workflows.
- “Candidate” means a person who applies to a job, submits an application, uploads a resume, records media, or otherwise provides information through a CareerPage-powered page.
- “Reference” means a person submitted by a Candidate or contacted through CareerPage.ai to provide reference information.
- “User” means a person who accesses a CareerPage.ai account, workspace, dashboard, or admin area.
- “Services” means the CareerPage.ai website, platform, widgets, career pages, forms, dashboards, AI tools, messaging tools, reference tools, onboarding tools, and related features.
2. Important Notice for Candidates and References
If you apply for a job or provide a reference through a CareerPage-powered page, your information may be collected on behalf of the organization using CareerPage.ai.
That organization may decide:
- what job is posted.
- what questions are asked.
- what information is required.
- who can access your application or reference information.
- how long your information is kept.
- how your information is used in their hiring process.
CareerPage.ai provides the software platform. The Customer using CareerPage.ai is usually responsible for its own hiring decisions and legal obligations.
If you have questions about a specific job application, hiring decision, rejection, interview, or reference request, you should contact the organization that posted the job or requested the reference.
3. Information We Collect
We may collect different types of information depending on how you use CareerPage.ai.
3.1 Account and Workspace Information
When Customers or Users create or manage an account, we may collect:
- name
- email address
- phone number
- company name
- job title
- login credentials
- billing information
- workspace settings
- user roles and permissions
- brand, location, department, and hiring pipeline information
- communications with our team.
3.2 Candidate Information
When a Candidate applies through a CareerPage-powered page, we may collect information such as:
- name
- email address
- phone number
- location
- current city or country
- resume or CV
- work history
- education history
- skills
- salary expectations
- availability
- languages
- job preferences
- answers to application questions
- uploaded files
- profile photo
- video introduction
- voice recording
- social profile links
- portfolio links
- reference contact details
- communications with the hiring organization
- hiring stage, notes, tags, and internal review information added by the Customer.
3.3 Reference Information
When a Reference provides information through CareerPage.ai, we may collect:
- name
- email address
- phone number
- company name
- job title
- relationship to the Candidate
- answers to reference questions
- comments about the Candidate’s work, responsibilities, strengths, improvement areas, reliability, communication, performance, and rehire eligibility
- consent or confirmation fields
- submission timestamps and technical information.
3.4 Job Posting and Career Page Information
Customers may provide:
- job titles
- job descriptions
- compensation ranges
- employment type
- work schedule
- location
- custom application questions
- company branding
- career page content
- hiring team notes
onboarding room content - internal documents and files.
3.5 AI and Uploaded Content
If you use AI features, we may process:
- resumes
- application answers
- candidate profiles
- reference responses
- job descriptions
- uploaded documents
- messages
- notes
- workspace content;
- questions asked to AI features
- AI-generated summaries, overviews, answers, tags, or outputs.
AI features may analyze information to produce summaries, applicant overviews, suggested answers, categorized information, or other hiring workflow support.
3.6 Communications
We may collect communications you send through CareerPage.ai or to us, including:
- candidate messages
- reference requests
- customer support messages
- sales inquiries
- emails
- chat messages
- feedback
- survey responses.
3.7 Payment and Billing Information
If you purchase a paid plan, payment information may be processed by third-party payment providers. We may collect:
- billing name
- billing email
- billing address
- company details
- subscription plan
- payment status
- invoice records
- transaction metadata.
We generally do not store full payment card details directly on our servers.
3.8 Technical and Usage Information
When you use CareerPage.ai, we may collect:
- IP address
- browser type
- device type
- operating system
- pages visited
- referring pages
- session data
- log data
- feature usage
- error reports
- approximate location
- based on IP address
- timestamps
- cookies and similar technologies.
4. How We Use Information
We may use information to:
- provide, operate, and maintain CareerPage.ai
- create and manage Customer accounts and workspaces
- display hosted career pages and embedded widgets
- collect and organize job applications
- process resumes, media files, references, and candidate submissions
- enable messaging between Customers and Candidates
- send reference requests and collect reference responses
- support hiring pipelines, shortlists, onboarding rooms, and workspace collaboration
- provide AI-assisted summaries, answers, categorization, and workflow support
- personalize and improve the platform
- provide customer support
- process payments and manage subscriptions;
- send administrative notices, service updates, and security alerts
- detect, prevent, and respond to fraud, abuse, security issues, and technical problems
- analyze usage and improve performance
- comply with legal obligations
- enforce our Terms of Service
- protect the rights, safety, and security of CareerPage.ai, Customers, Candidates, References, Users, and others.
5. Legal Bases for Processing
Depending on your location and the type of information involved, we may rely on one or more legal bases to process personal information, including:
- Contract: to provide the Services to Customers and Users;
- Consent: where a person has given consent, such as submitting an application, providing a reference, or agreeing to certain communications;
- Legitimate interests: to operate, secure, improve, and support the Services, prevent abuse, and communicate with Customers and Users;
- Legal obligation: to comply with applicable laws, regulations, court orders, tax obligations, or lawful requests;
- Pre-contractual steps: where Candidates submit information in relation to potential employment or contracting opportunities.
Customers may have their own legal bases for processing Candidate and Reference information. Customers are responsible for determining and documenting their own lawful basis where required.
6. How Customers Use Candidate and Reference Information
Customers use CareerPage.ai to manage their hiring and related workflows. A Customer may use Candidate and Reference information to:
- review applications
- contact Candidates
- evaluate fit for a role
- request interviews
- request references
assess qualifications, communication, experience, and availability - share shortlists with internal or external stakeholders
- manage hiring stages;
make hiring, rejection, onboarding, or staffing decisions - keep talent pools for future roles
- comply with recordkeeping obligations.
CareerPage.ai does not control every Customer’s hiring process. Customers are responsible for using personal information lawfully and fairly.
7. AI Features and Personal Information
CareerPage.ai may use AI-assisted tools to help Customers understand and organize hiring information. These tools may generate resume summaries, candidate overviews, reference summaries, suggested answers, search results, or other outputs.
AI outputs are not guaranteed to be accurate, complete, unbiased, or suitable for employment decisions without human review.
Customers are responsible for:
- reviewing AI outputs before using them.
- verifying important information.
- avoiding unlawful discrimination.
- complying with laws related to automated decision-making, profiling, employment screening, and candidate evaluation.
- making sure humans remain involved in significant hiring decisions where required.
We may use third-party AI providers to process data as part of providing AI features. Where we do so, we take reasonable steps to use providers that protect data according to appropriate confidentiality and security standards.
8. How We Share Information
We may share personal information in the following situations.
8.1 With Customers
Candidate and Reference information may be shared with the Customer that posted the job, created the career page, requested the reference, or manages the workspace.
Customer workspace users may include hiring managers, recruiters, HR staff, founders, administrators, consultants, staffing agency users, or other authorized people invited by the Customer.
8.2 With Service Providers
We may share information with trusted service providers that help us operate CareerPage.ai, including providers for:
- cloud hosting
- database storage
- file storage
- email delivery
- SMS or messaging
- AI processing
- analytics
- payments
- customer support
- security monitoring
- error tracking
- infrastructure management.
These providers may process information only as needed to provide services to us, unless otherwise permitted by law.
8.3 With Integrations and Third-Party Tools
If a Customer connects or uses third-party integrations, information may be shared with those tools according to the Customer’s configuration and the third-party provider’s terms.
Examples may include email providers, calendar providers, job boards, applicant tools, communication platforms, payment processors, file storage providers, or analytics tools.
8.4 For Legal, Safety, and Compliance Reasons
We may disclose information if we believe it is necessary to:
- comply with the law
respond to lawful requests - protect rights, property, or safety
- investigate fraud, abuse, or security issues
- enforce our Terms of Service
- prevent harm to CareerPage.ai, Customers, Candidates, References, Users, or others.
8.5 Business Transfers
If CareerPage.ai is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction, information may be transferred as part of that transaction.
9. Cookies and Tracking Technologies
We may use cookies, pixels, local storage, and similar technologies to:
- keep you logged in
- remember preferences
- secure the platform
- understand how people use the Services
- improve performance
- measure marketing and product usage
- detect errors and abuse.
You may be able to control cookies through your browser settings. Blocking cookies may affect how CareerPage.ai works.
10. Data Retention
We keep personal information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and support legitimate business needs.
Retention periods may depend on:
- the type of information
- Customer account settings
- subscription status
- legal requirements
- hiring recordkeeping needs
- backup and security practices
- whether a Customer deletes or exports data
- whether the data is needed for support, billing, dispute, or compliance purposes.
Customers may control certain retention or deletion settings for their workspace. Candidates and References who want information deleted or corrected should usually contact the Customer that collected the information first.
11. Data Security
We use reasonable technical and organizational measures designed to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure.
These measures may include access controls, encryption where appropriate, logging, monitoring, secure infrastructure, permission management, and internal safeguards.
No system is completely secure. We cannot guarantee absolute security.
Customers are responsible for:
- protecting their login credentials
- managing workspace permissions
- controlling who can access candidate and reference data
- protecting exported data
- training their users to handle hiring information appropriately.
12. International Data Transfers
CareerPage.ai may process and store information in countries other than where you live or where your organization is located.
These countries may have data protection laws that differ from your local laws.
Where required, we use appropriate safeguards for international transfers, such as contractual protections, data processing agreements, or other legally recognized transfer mechanisms.
13. Your Rights and Choices
Depending on where you live, you may have rights over your personal information, such as the right to:
- access your personal information
- correct inaccurate information
- request deletion
- object to certain processing
- restrict certain processing
- request data portability
- withdraw consent where processing is based on consent
- opt out of certain communications
- lodge a complaint with a data protection authority.
To exercise rights related to a job application or reference submitted to a Customer, you may need to contact that Customer directly. We may redirect your request to the relevant Customer or help process the request where appropriate.
To contact CareerPage.ai about privacy rights, email us at [Insert Privacy Contact Email].
14. Candidate and Reference Requests
If you are a Candidate or Reference and want to access, correct, or delete information submitted through a CareerPage-powered page, please include:
- your name
- your email address
- the organization or job you applied to or provided a reference for
- the specific request you are making.
Because Customers often control the hiring data in their workspace, we may need to coordinate with the relevant Customer before completing your request.
15. Marketing Communications
We may send Customers and Users product updates, educational content, offers, onboarding emails, and marketing communications.
You can unsubscribe from marketing emails by using the unsubscribe link in the email or contacting us.
We may still send service-related messages, such as billing notices, security alerts, account updates, or important platform notices.
16. Children’s Privacy
CareerPage.ai is not intended for children under the age of 16.
We do not knowingly collect personal information from children under 16. If you believe a child has provided personal information to CareerPage.ai, contact us and we will take appropriate steps to delete it.
Customers are responsible for making sure their job postings and application processes comply with laws related to minors where applicable.
17. Sensitive Information
Candidates, References, and Customers should avoid submitting sensitive personal information unless it is necessary and lawful for the specific hiring process.
Sensitive information may include information about health, disability, race, ethnic origin, religion, political opinions, trade union membership, sexual orientation, biometric data, criminal history, national identification numbers, or financial account details.
Customers are responsible for determining whether they may lawfully request or process sensitive information.
18. Employment and Anti-Discrimination Compliance
CareerPage.ai provides software tools. Customers are responsible for complying with employment, labor, equal opportunity, anti-discrimination, background check, candidate screening, and recruitment laws that apply to them.
Customers should not use CareerPage.ai to collect, evaluate, or act on information in a way that unlawfully discriminates against candidates or violates employment laws.
19. Data Processing Agreements
Where required by applicable law or Customer agreement, CareerPage.ai may enter into a data processing agreement or similar terms with Customers.
If there is a conflict between this Privacy Policy and a signed data processing agreement, the data processing agreement may control for the specific processing covered by that agreement.
20. Third-Party Links
CareerPage.ai may contain links to third-party websites, social profiles, portfolios, job boards, or tools.
We are not responsible for the privacy practices, content, or security of third-party websites or services. You should review their privacy policies before providing information to them.
21. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we may provide notice by email, in-app message, website notice, or another reasonable method.
Your continued use of CareerPage.ai after an updated Privacy Policy becomes effective means you accept the updated policy.
22. Contact Us
If you have questions about this Privacy Policy or how CareerPage.ai handles personal information, contact us at:
CareerPage.ai
Email: team@careerpage.ai
23. Regional Privacy Notices
Depending on your location, additional privacy rights or disclosures may apply.
23.1 European Economic Area, United Kingdom, and Switzerland
If GDPR, UK GDPR, or similar laws apply, you may have additional rights, including access, correction, deletion, restriction, objection, portability, and the right to lodge a complaint with a supervisory authority.
Where CareerPage.ai processes Candidate or Reference information on behalf of a Customer, the Customer may be the controller and CareerPage.ai may act as a processor. Where CareerPage.ai processes account, billing, security, analytics, or service administration data for its own purposes, CareerPage.ai may act as a controller.
23.2 United States State Privacy Laws
Depending on your state, you may have rights to access, correct, delete, or obtain a copy of personal information, and to opt out of certain types of processing where applicable.
CareerPage.ai does not sell personal information in the traditional sense. If we ever engage in activities that are considered a “sale” or “sharing” under applicable state privacy laws, we will provide required notices and opt-out mechanisms.
23.3 Canada
If Canadian privacy laws apply, you may have rights to access and correct personal information and to withdraw consent where processing is based on consent, subject to legal and contractual limits.
24. Summary for Candidates
When you apply through CareerPage.ai, your application may include your resume, answers, video, voice recording, profile links, references, and related information.
The organization you apply to may use that information to review your application, contact you, request references, evaluate fit, and manage its hiring process.
CareerPage.ai provides the software that helps them collect and manage that information.
25. Summary for References
When you provide a reference through CareerPage.ai, your answers may be shared with the organization evaluating the Candidate.
You should provide truthful, fair, and appropriate information. Do not submit information you are not authorized to share.
26. Summary for Customers
When you use CareerPage.ai, you are responsible for using candidate, applicant, employee, contractor, and reference information lawfully.
You should provide appropriate notices, obtain required consents, manage user permissions carefully, review AI outputs before relying on them, and comply with hiring, privacy, and employment laws that apply to your organization.