Privacy Policy

1. The Services and Our Data Protection Roles

1.1. Jobin Cloud provides recruitment and business management software, including applicant tracking, customer relationship management, professional search, enrichment, communications, automation and related services.

1.2. Jobin Cloud's role under applicable data protection laws depends on the nature and purposes of the relevant processing. We act as a data processor where we process personal data on behalf of a customer of the Services (a “Customer”) and as a data controller where we independently determine the purposes and means of processing, including in connection with our independently sourced professional information services and business operations.

1.3. Customers are responsible for their use of the Services, including their recruitment, communications and associated data-processing activities, and for establishing appropriate legal bases and providing any notices or obtaining any authorizations required under applicable law.

2. Categories of Personal Data

2.1. Depending on the Services used and the circumstances of the processing, we may process the following categories of personal data:

1. (a) Account and business information, including names, contact details, account credentials, subscription and billing information, and support correspondence;
2. (b) Customer records, including candidate and client information, applications, resumes, notes, communications, documents and related activities;
3. (c) Professional information, including business contact details, employment history, job titles, qualifications, professional profiles and other employment-related information;
4. (d) Connected-service information, including account identifiers, authorization information, messages, attachments, calendar information and meeting details; and
5. (e) Technical and usage information, including device and browser information, IP addresses, cookies, usage data and diagnostic information.

2.2. Certain information may be necessary to establish an account, administer a transaction or provide a requested Service. Failure to provide such information may prevent access to the relevant Service or functionality.

3. Sources of Information

3.1. Customers use the Services to store and manage information submitted, imported or synchronized by or on their behalf, including through integrations authorized by their users (“Customer Data”). Jobin Cloud processes Customer Data in connection with the provision of the Services, as further described in Section 5.

Separately, Jobin Cloud obtains professional and business information from publicly accessible sources and specialist third-party data providers (“Professional Data”) for use in its professional search, enrichment and related Services.

We may also obtain account, technical and other information directly from individuals or through their use of the Services.

4. Purposes and Legal Bases of Processing

4.1. We process personal data, as applicable, for the following purposes:

1. (a) providing, administering, maintaining and improving the Services;
2. (b) obtaining, maintaining and making available independently sourced Professional Data through our search, enrichment and related Services;
3. (c) administering accounts, payments, customer relationships and support;
4. (d) maintaining security, analyzing service usage and performance, and preventing misuse;
5. (e) providing service-related communications and marketing communications permitted by applicable law; and
6. (f) complying with legal obligations and establishing, exercising or defending legal rights.

4.2. Where the General Data Protection Regulation (“GDPR”) applies and Jobin Cloud acts as a data controller, processing is carried out on the legal bases applicable to the relevant purposes and circumstances, including:

1. (a) Contractual necessity, where processing is necessary for the performance of a contract with the data subject or to take steps at the data subject's request prior to entering into a contract;
2. (b) Legitimate interests, including the operation, security and improvement of the Services, maintenance of business relationships and provision of independently sourced Professional Data for recruitment and related business purposes, provided such interests are not overridden by the rights and freedoms of the individuals concerned;
3. (c) Compliance with legal obligations, where processing is necessary to satisfy applicable legal requirements; and
4. (d) Consent, where required by applicable law or otherwise relied upon for the relevant processing.

4.3. We may process aggregated or appropriately de-identified information for lawful analytical and service-development purposes, subject to applicable legal, contractual and third-party service restrictions.

5. Customer Data

5.1. Customers determine the Customer Data submitted to or managed through the Services and the purposes for which such information is processed. Where Jobin Cloud acts as a data processor, Customer Data is processed in accordance with the applicable customer agreement and lawful instructions.

5.2. Customer Data may be accessed, processed and disclosed through the Services in accordance with the relevant Customer's authorized activities, applicable workspace permissions and sharing settings.

6. Disclosure of Information

6.1. Customer Data. Jobin Cloud may process and disclose Customer Data to the extent necessary for the provision of the Services, in accordance with applicable Customer instructions, contractual arrangements and legal requirements. Such disclosures may include access by authorized workspace users, transmission to recipients designated through the Services, and processing by service providers engaged in supporting the Services.

6.2. Professional Data. Independently sourced Professional Data may be licensed or otherwise made available to Customers through our professional search, enrichment and related Services, subject to applicable law.

7. Third-Party Integrations

7.1. Users may authorize integrations with third-party email, calendar and other services, including Google services. Subject to the permissions granted and functionality enabled, Jobin Cloud may access, use and store relevant account information, email messages and attachments, calendar events, availability and related information for authorized email sending and synchronization, CRM correspondence management and calendar scheduling functionality.

7.2. Information obtained through such integrations may be accessible to authorized Customer workspace users, transmitted to intended recipients or processed by service providers to the extent necessary to provide the authorized Services, subject to applicable permissions, user authorization and third-party policies. Retention and deletion are governed by Section 10 and applicable legal and third-party requirements.

7.3. Google Limited Use. Jobin Cloud's use and transfer of information obtained through Google APIs adheres to the Google API Services User Data Policy and the Google Workspace User Data and Developer Policy, including their Limited Use requirements. Information obtained through Google Workspace APIs is not used to develop, train, or improve generalized or non-personalized AI or machine-learning models.

8. Automated and AI-Assisted Features

8.1. Certain Services incorporate automated or AI-assisted functionality to support professional search, matching, communications, information organization and related workflows. Such functionality may process information relevant to the requested Services, subject to applicable law and third-party service restrictions.

8.2. Automated outputs, rankings and recommendations are intended to assist professional workflows and may be incomplete or inaccurate. Customers remain responsible for their recruitment, employment, communications and other decisions. Any additional information, rights or safeguards applicable to automated decision-making shall be provided in accordance with applicable law.

9. Cookies and Communications

9.1. We use cookies and similar technologies for the operation, security, analysis and improvement of the Services. Non-essential technologies are subject to consent where required by applicable law. Users may manage their preferences through available controls and browser settings.

9.2. We may send operational, contractual, security, support and marketing communications in accordance with applicable law. Recipients may opt out of non-essential marketing communications through the mechanisms made available or by contacting us.

10. Retention and Security

10.1. Personal data is retained for such periods as are reasonably necessary to fulfil the purposes described in this Policy, having regard to the nature of the information, its continued relevance, the applicable Customer or service relationship, contractual obligations, legal requirements, security considerations and the establishment, exercise or defence of legal claims.

10.2. Customer Data shall be retained, returned or deleted in accordance with the applicable customer agreement and legal requirements. Upon deletion of a Customer account, the associated Customer Data shall be deleted, subject to applicable legal obligations and permitted exceptions. Requests for erasure shall be assessed in accordance with applicable law. Information may remain in backups or other records to the extent necessary and lawfully permitted.

10.3. We implement appropriate technical and organizational measures designed to safeguard personal data against unauthorized access, alteration, disclosure, loss or destruction, taking into account the nature of the processing and associated risks. No method of electronic transmission or storage can guarantee absolute security.

11. International Transfers

11.1. Jobin Cloud is established in Ireland. Personal data may be transferred to, or accessed from, jurisdictions outside the European Economic Area in connection with the Services.

Where required by applicable law, such transfers shall be subject to appropriate safeguards or other lawful transfer mechanisms, including, where applicable, adequacy decisions or the European Commission's Standard Contractual Clauses.

Information concerning applicable transfer safeguards may be requested using the contact details provided below.

12. Individual Rights and Contact Information

12.1. Subject to applicable law, individuals may have rights to access, rectify or erase their personal data, restrict or object to processing, request data portability and withdraw consent where processing is based on consent. Withdrawal of consent shall not affect the lawfulness of processing undertaken prior to such withdrawal.

Individuals may object at any time to the processing of their personal data for direct marketing purposes. Additional rights may apply in relation to automated decision-making or under other applicable privacy laws.

12.2. Requests may be submitted using the contact details provided below. We may take reasonable steps to verify the identity and authority of a requester and shall respond in accordance with applicable law. Where personal data is processed on behalf of a Customer, requests may be referred to that Customer or addressed with its assistance, as appropriate.

12.3. Individuals have the right to lodge complaints with a competent supervisory authority, including Ireland's Data Protection Commission.

12.4. The Services are intended for professional and business use by adults and are not directed to children. Third-party websites and services may be subject to their respective privacy practices.

We reserve the right to amend this Policy from time to time. Revised versions shall be made available through our website, together with any additional notice or authorization required by applicable law.

12.5. Contact