Employa Privacy Policy
Last Updated: 9/29/2025
Introduction
Employa, LLC ("we," "us," or "our") is committed to protecting your privacy and handling your personal information transparently. This Privacy Policy describes how we collect, use, disclose, and protect the personal and non-personal data we collect from (or about) you when you use our website, apps, services, or otherwise interact with us (collectively, the "Sites").
By using Employa, you consent to the collection and use of your information as described in this policy (subject to your rights under applicable law).
If you do not agree with our practices, please do not use our Sites or services.
Who is Responsible for Your Data
- For job seekers: Employa is the controller of your personal data in most cases, unless otherwise noted (e.g. when you provide data through an employer's application process).
- For employers / recruiters: For certain processing (e.g. candidate data submitted via our systems), Employa may act as a data processor on your behalf (as directed by you).
- Our legal entity responsible for data (i.e. the "controller") will depend on your location; any specific entity details will be set out in an annex or as required by law.
Important Definitions
- Personal Data — information that identifies or can reasonably identify an individual (e.g. name, email, resume, IP address).
- Non-Personal Data — data that does not identify an individual (e.g. aggregated site usage stats).
- Special / Sensitive Data — data of a more private nature (e.g. health info, race, biometric). We generally avoid collecting this unless you explicitly consent and where permitted by law.
- Controller / Processor — a controller decides "why" and "how" data is processed; a processor handles data on behalf of a controller.
Scope of This Policy
This Privacy Policy covers data we collect via the Sites, directly from you, or via third parties (where permitted). If you follow a link from our Sites to a third-party site, that site's privacy policy (not ours) will govern your data there.
We generally restrict use of our Sites to individuals of minimum legal age (e.g. 16 or 18, depending on jurisdiction). If we learn someone below the permitted age has registered, we may restrict or remove access and delete their data.
What Information We Collect & How We Use It
We collect different kinds of data depending on how you use the Sites. If certain data is required to use a feature, that will be clearly indicated at collection time. If you decline to provide the data, you may not be able to use that feature.
Below is a non-exhaustive list of data categories, their use, and retention:
| Category of Data | Purpose / Use | Legal Basis | Retention / Notes |
|---|---|---|---|
| Account Data (login, username, password, account status) | To create, administer, and secure your account | Performance of contract, legitimate interest | Retained while account is active, or as needed for legal obligations |
| Contact & Identity Information (name, email, phone, address) | To contact you, verify identity, deliver services | Performance of contract, legitimate interest, consent | Until you close account or request deletion, subject to legal retention requirements |
| Profile / Resume Data | To match you with job opportunities, allow employers to view your profile (if you permit) | Performance of contract, legitimate interest | Until you remove it or account deleted |
| Application & Screening Data | To submit applications to employers, schedule/interview, vet candidates | Performance of contract | Retained according to applicable law or employer instructions |
| Activity / Usage Data | To understand how you use the Sites, improve features, detect fraud | Legitimate interest | Aggregated or anonymized where possible |
| Device / Log Data (IP address, device type, browser, timestamps) | Security, fraud prevention, analytics | Legitimate interest | Retained for a period appropriate to purpose |
| Communications Data (email, messages, chat) | Customer support, notifications, recruiting communications | Performance of contract, consent | Retained as needed or per law |
| Payment / Billing Data (if your account has paid services) | To process payments, billing, verification | Performance of contract | Retained as required by financial / tax rules |
We may also process your data for research, UX studies, or aggregated analytics, always with anonymization or under careful controls, and only where permitted by law.
If we engage in automated decision making / profiling (e.g. matching jobs, ranking applications), we will provide you notice of this and your rights to challenge or opt out where required by law.
How We Share / Disclose Your Data
We do not sell your personal data for marketing purposes. However, we may share or disclose your data under the following scenarios:
1. With Employers / Recruiters
- When you apply to a job, we forward your application, contact info, resume, and any additional info you provide to the employer (or their systems, e.g. ATS)
- If your profile is set to be discoverable by employers, they may view your data (subject to your settings)
2. With Affiliates / Controlled Entities
- We may share data among related entities to operate our business, improve services, or maintain security
3. With Service Providers / Vendors
- We rely on third parties (cloud storage, analytics, email services, fraud detection, etc.) to process data on our behalf. All such sharing is governed by contractual safeguards and, where cross-border, by appropriate transfer mechanisms
4. As Required by Law or to Protect Rights
- E.g. in response to subpoenas, court orders, to prevent fraud or abuse, or to defend legal claims
5. Public / Aggregated Disclosure
- We may publish aggregated, de-identified data (no longer personally identifying)
6. Partners & Integrations
- In certain cases, we may partner with job boards, advertising networks, or third-parties to deliver jobs or promotions. Data shared in such contexts will be limited and only when permitted by you or law
Whenever we share data, we aim to limit access to what is necessary and ensure appropriate safeguards are in place.
Your Rights & Choices
Depending on your jurisdiction, you may have rights including (but not limited to):
- Access / Portability — request a copy of your personal data
- Correction / Rectification — update inaccurate or incomplete data
- Deletion / Erasure — request deletion of your personal data (subject to legal exceptions)
- Object / Restrict Processing — particularly when we rely on "legitimate interest" as a legal basis
- Withdraw Consent — where processing is based on consent (for future uses)
- Opt-out of Marketing Communications — you may unsubscribe from promotional emails
- Challenge Automated Decision Making / Profiling — in jurisdictions where applicable
- Non-discrimination — you should not be treated worse for exercising your privacy rights
To exercise a right, you may contact us via privacy@employa.work (or alternate address). We will verify your identity before complying, and respond within timelines required by law (or as soon as reasonably practical). Some requests may be subject to certain legal restrictions.
Data Retention
We retain your personal data only as long as necessary to fulfill the purposes for which it was collected (or as required by applicable law). When we no longer need the data for those purposes, we either securely delete or anonymize it.
Where we act as a data processor (e.g. on behalf of an employer), we obey the retention and deletion instructions agreed with that employer.
Security
We implement reasonable technical, administrative, and organizational measures to help protect your data from unauthorized access, loss, misuse, or alteration. However, no system is completely secure, and we cannot guarantee absolute security.
If there is a data breach (per applicable law), we will notify affected users and authorities as required.
Cross-Border / International Transfers
If your data is transferred outside your country (e.g. to servers or affiliates abroad), we will ensure appropriate safeguards (e.g. standard contractual clauses, binding corporate rules, or other lawful transfer mechanisms) are in place to protect your data.
Children
Our Services are not intended for children below the minimum permitted age (e.g. 16 or 18, depending on jurisdiction). If we learn someone under permitted age has provided us personal data, we will take steps to remove it.
Third-Party Links & Sites
Our Sites may link to third-party websites with their own data practices. We are not responsible for their privacy practices or content. Please review their policies when you leave our Sites.
Changes to This Policy
We may amend this Privacy Policy over time (to reflect changes in law, business operations, features, etc.). If we make material changes, we will notify you (e.g. via email or a banner on the site) at least 30 days in advance where required. The revised policy becomes effective when published (unless a later effective date is stated).
Contact Us
If you have any questions, complaints, or requests regarding this policy or your personal data, please contact:
Privacy Team — Employa, LLC
Email: privacy@employa.work
You also may lodge a complaint with your local data protection authority if you believe your rights under applicable data protection laws have been violated.