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Highfive Careers Privacy Policy

Effective Date: July 9, 2025

Highfive Careers ("we," "our," or "us") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use our website, www.highfivecareers.com (the "Website"), and the services we offer (collectively, the "Services").

As a recruitment platform, we connect job seekers with employers and facilitate the job application process. This involves the collection and processing of personal data from both job seekers and employers.

We are dedicated to being transparent about our data practices and ensuring that your personal data is handled in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and other applicable data protection laws.

1. Who We Are (Data Controller)

Highfive Careers
info@highfivecareers.com

We are the data controller responsible for the processing of your personal data described in this Privacy Policy.

2. Personal Data We Collect

We collect various types of personal data depending on whether you are a job seeker or an employer, and how you interact with our Services.

a. For Job Seekers:

  • Account Information: Name, email address, password, phone number, address.
  • Profile Information: Professional experience, education, skills, resume/CV, cover letter, desired job role, salary expectations, preferred location, availability.
  • Application Information: Any additional information you provide when applying for jobs through our platform, including responses to screening questions.
  • Communication Data: Records of your correspondence with us and with employers through our platform.
  • Technical Data: IP address, browser type and version, operating system, device information, usage data (pages visited, time spent on pages, clicks).
  • Marketing Preferences: Your preferences for receiving marketing communications from us.

b. For Employers:

  • Account Information: Company name, contact person's name, email address, phone number, company address, password.
  • Company Profile Information: Company description, industry, website, logo.
  • Job Posting Information: Details of job vacancies posted on our platform.
  • Communication Data: Records of your correspondence with us and with job seekers through our platform.
  • Technical Data: IP address, browser type and version, operating system, device information, usage data.
  • Marketing Preferences: Your preferences for receiving marketing communications from us.

c. For All Users (Job Seekers and Employers):

  • User Content: Any information you voluntarily submit or upload to our Website, such as messages, comments, or other content.
  • Cookies and Tracking Data: Information collected through cookies and similar tracking technologies (see Section 6 for more details).

3. How We Collect Your Personal Data

We collect personal data in the following ways:

  • Directly from You: When you create an account, complete your profile, apply for jobs, post job vacancies, communicate with us, or otherwise provide information directly to us through the Website.
  • Automatically: When you use our Website, we automatically collect certain technical data using cookies and similar tracking technologies.
  • From Employers (for Job Seekers): If you apply for a job through our platform, the employer may provide us with information related to your application (e.g., application status updates).
  • From Publicly Available Sources: In some cases, with your consent or legitimate interest, we may collect publicly available information to enhance your profile or our services (e.g., professional networking sites).

4. How We Use Your Personal Data and Our Lawful Bases for Processing

We use your personal data for various purposes, relying on the following lawful bases under GDPR:

a. Performance of a Contract:

  • To provide and maintain our Services, including creating and managing your accounts.
  • To facilitate job applications and connect job seekers with employers.
  • To enable employers to post job vacancies and manage applications.
  • To provide customer support and respond to your inquiries.

b. Legitimate Interests (where our interests are not overridden by your rights and interests):

  • To improve and optimize our Website and Services (e.g., analyzing user behavior, identifying popular features).
  • To personalize your experience on our Website (e.g., suggesting relevant jobs or candidates).
  • To communicate with you about our Services, updates, and relevant opportunities.
  • To detect and prevent fraud, abuse, and security incidents.
  • To enforce our Terms of Service and other policies.
  • To conduct research and analytics to understand market trends and improve our offerings.
  • For marketing and promotional activities (where consent is not required or has been obtained).
  • To conduct internal business operations, such as auditing, data analysis, and troubleshooting.

c. Consent:

We will obtain your explicit consent for certain processing activities, such as sending you direct marketing communications if required by law, or for processing special categories of personal data (e.g., diversity information, if collected). You have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

d. Legal Obligation:

  • To comply with applicable laws, regulations, legal processes, or governmental requests.
  • To protect our rights, privacy, safety, or property, and/or that of our affiliates, you, or others.

5. How We Share Your Personal Data

We may share your personal data with the following categories of recipients:

  • Employers (for Job Seekers): When you apply for a job, your profile and application information will be shared with the employer who posted the job. Employers may also access your profile if it is set to "public" or "searchable" (depending on your privacy settings).
  • Job Seekers (for Employers): Your company profile and job postings will be visible to job seekers.
  • Service Providers: We engage third-party service providers who assist us in operating our Website and Services. These include providers for:
    • Hosting and infrastructure (e.g., cloud providers)
    • Analytics
    • Customer support
    • Email communication
    • Security
    • Marketing and advertising
    These service providers are contractually bound to protect your personal data and are only permitted to use it for the purposes of providing services to us.
  • Affiliates: We may share your data with our group companies or affiliates for internal business purposes, consistent with this Privacy Policy.
  • Legal and Regulatory Authorities: We may disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).
  • Business Transfers: In the event of a merger, acquisition, reorganization, or sale of all or a portion of our assets, your personal data may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our Website of any change in ownership or uses of your personal data.
  • With Your Consent: We may share your personal data with third parties when we have your explicit consent to do so.

6. Cookies and Similar Technologies

We use cookies and similar tracking technologies (like web beacons and pixels) to collect and use personal data about you, including to serve interest-based advertising.

What are cookies?

Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work more efficiently and to provide information to the website owners.

How we use cookies:

We use cookies for various purposes, including:

  • Strictly Necessary Cookies: Essential for the operation of our Website (e.g., enabling you to log in).
  • Analytical/Performance Cookies: To analyze how users interact with our Website, measure the performance of our Services, and identify areas for improvement.
  • Functionality Cookies: To remember your preferences and choices (e.g., language, region) to provide a more personalized experience.
  • Targeting/Advertising Cookies: To deliver relevant advertisements to you based on your interests and browse behavior.

Your Choices Regarding Cookies:

Most web browsers allow you to control cookies through their settings. You can choose to accept or reject cookies, or set your browser to notify you when a cookie is being sent. However, if you disable cookies, some features of our Website may not function properly.

Third-Party Cookies:

Some third-party service providers (e.g., analytics providers, advertisers) may also place cookies on your device when you use our Website. We do not have control over these third-party cookies. Please refer to the privacy policies of these third parties for more information about their cookie practices.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, disclosure, alteration, and destruction. These measures include:

  • Encryption: Using SSL/TLS encryption for data in transit.
  • Access Controls: Restricting access to personal data to authorized personnel only.
  • Regular Security Audits: Conducting regular security assessments and vulnerability scans.
  • Data Minimization: Collecting only the personal data that is necessary for the stated purposes.
  • Anonymization/Pseudonymization: Where appropriate, anonymizing or pseudonymizing data for analytical or testing purposes.

Despite our best efforts, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, while we strive to protect your personal data, we cannot guarantee its absolute security.

8. Data Retention

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider:

  • The amount, nature, and sensitivity of the personal data.
  • The potential risk of harm from unauthorized use or disclosure of your personal data.
  • The purposes for which we process your personal data and whether we can achieve those purposes through other means.
  • Applicable legal requirements.

For example:

  • Account Data: We generally retain your account information for as long as your account is active and for a period thereafter to comply with legal obligations or resolve disputes.
  • Application Data: If you apply for a job, your application data may be retained for a period specified by the employer or as required by law.
  • Marketing Data: We retain marketing data for as long as you remain subscribed to our marketing communications or until you withdraw your consent.

Once the retention period expires, we will securely delete or anonymize your personal data.

9. Your Data Protection Rights (GDPR Rights)

Under GDPR, you have the following rights regarding your personal data:

  • Right to Be Informed: You have the right to be informed about the collection and use of your personal data, which this Privacy Policy aims to provide.
  • Right of Access (DSAR): You have the right to request a copy of the personal data we hold about you and to be informed about how we process it.
  • Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
  • Right to Erasure ("Right to Be Forgotten"): You have the right to request the deletion or removal of your personal data where there is no compelling reason for its continued processing. This right is not absolute and applies in certain circumstances (e.g., where the data is no longer necessary for the purposes for which it was collected, or where you withdraw consent).
  • Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances (e.g., if you contest the accuracy of the data, or if the processing is unlawful).
  • Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to transmit that data to another controller, where technically feasible.
  • Right to Object: You have the right to object to the processing of your personal data in certain circumstances, including processing based on legitimate interests or for direct marketing purposes.
  • Rights in Relation to Automated Decision-Making and Profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you, unless it is necessary for entering into, or performance of, a contract between you and us, is authorized by law, or is based on your explicit consent.

To exercise any of these rights, please contact us at info@highfivecareers.com. We will respond to your request within one month, which can be extended by two further months where necessary, taking into account the complexity and number of the requests.

10. Children's Privacy

Our Website and Services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16 without verifiable parental consent, we will take steps to delete that information promptly.

11. Third-Party Websites

Our Website may contain links to third-party websites or services that are not operated by us. This Privacy Policy does not apply to the practices of these third parties. We encourage you to review the privacy policies of any third-party websites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top of this policy. We encourage you to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at info@highfivecareers.com

14. Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority, particularly in the Member State of your habitual residence, place of work, or the place of the alleged infringement, if you believe that the processing of your personal data infringes GDPR.