Privacy Policy

1. Scope and responsibilities

Ace HR Associates, Inc. operates AceHR. This policy explains information handling in connection with our website, demonstrations, accounts, and staffing and recruiting software. It covers visitors, customer contacts, authorized users, candidates, and people whose information is provided through a customer workspace.

The organization using AceHR normally determines why and how its recruiting, employment, and client records are processed. When we provide software on that organization’s instructions, its notices and our agreement with it also apply. AceHR separately determines the purposes of processing needed to operate its website, manage its business relationships, secure the service, and respond to inquiries. Applying through a company’s job board does not mean that AceHR is the prospective employer.

2. Information collected

Contact and account information may include your name, work email, telephone number, organization, role, authentication identifiers, and account preferences. Business communications may include demonstration requests, support messages, feedback, and correspondence about an account.

Customer workspace information may include job requests, applications, resumes, employment and education history, qualifications, portfolio links, screening responses, interview feedback, submissions, offers, agreements, placement details, timesheets, and payroll-related records that a customer chooses to provide. Features involving calls or meetings may process audio, transcripts, scheduling information, and related analysis when enabled by the customer with appropriate notices and permissions.

Technical information may include IP address, browser and device characteristics, request timestamps, access logs, error reports, and security events. Payment providers process payment credentials; AceHR may receive customer and subscription identifiers, billing contact details, transaction status, and invoice information. Optional website analytics is described in the Cookie Policy.

3. Sources of information

We receive information directly from you, from the customer organization and its authorized users, and from connected services the organization enables. Sources can include job applications, uploaded documents, identity providers, calendar or meeting services, electronic signature services, payment services, and professional-profile data providers.

Professional-profile data can be incomplete, outdated, or incorrectly associated with a person. Customers should verify identity matches and material facts before relying on enrichment data. Where an organization submits information about you, contact that organization to understand its collection practices and the notices relevant to your application or engagement.

4. How information is used

We use information to create and administer accounts, provide requested workflows, route applications, store documents, facilitate authorized communications, coordinate scheduling and signatures, support billing, and respond to questions. We also use information to troubleshoot failures, maintain service reliability, investigate misuse, enforce agreements, and comply with applicable obligations.

Customer instructions and configured permissions determine the workflow actions performed on workspace records. Optional analytics helps us understand use of public marketing pages after a visitor accepts it. It is not enabled on application forms or signed-in workspaces by the website analytics component.

5. AI-assisted processing

When an AI feature is used, relevant prompts, documents, application answers, or other permitted context may be sent to the provider supporting that feature. Outputs can include extracted facts, summaries, suggested questions, matching explanations, and workflow drafts. Processing may also involve storing the output and an activity history in the customer workspace.

AI outputs can contain mistakes and should be checked against original evidence. A match score or summary is not a verified fact, a background check, or a final employment decision. Customers are responsible for appropriate human review, required notices, accommodations, and lawful use. Provider processing and retention depend on the feature, selected provider, configuration, and applicable agreement; contact us before submitting information subject to special restrictions.

6. When information is disclosed

Information may be disclosed to authorized users within a workspace and to client, consulting, or candidate participants as directed by the customer and permitted by the workflow. A submitted candidate packet or signed document may become part of another party’s records, subject to that party’s obligations and notice.

Service providers may process information to supply hosting, storage, authentication, communications, analytics when accepted, AI functionality, scheduling, signatures, or billing. Enabled features determine which providers receive data. Connected services may also process information under their own terms after you or your organization authorizes them.

We may disclose information when reasonably necessary to comply with law or valid legal process, address fraud or security concerns, protect legal rights, or support a business transaction such as a merger or acquisition subject to applicable safeguards. This policy does not authorize unrestricted public disclosure of customer records.

7. Cookies and privacy signals

Essential cookies and browser storage support sign-in, security, and preferences. Optional Google Analytics loads on public marketing pages only after acceptance. You can reject optional analytics or change your choice using Cookie settings. The choice is retained on the current host and browser for up to 180 days unless you clear it earlier.

This website’s cookie controls do not enable advertising cookies or cross-context behavioral advertising. When Global Privacy Control is detected, optional analytics remains disabled even if a previous preference allowed it. Browser Do Not Track signals do not have a separate implementation; use Cookie settings or Global Privacy Control to express your choice. See the Cookie Policy for storage details and withdrawal behavior.

8. Retention and deletion

Retention depends on the purpose of the record, the customer’s instructions and agreement, active workflow requirements, security needs, and applicable legal obligations. Recruiting records, agreements, billing records, and security logs can have different retention needs. We do not promise a single retention period for all categories.

Closing an account or removing a user does not necessarily delete records an organization must retain. Deletion may be limited by lawful retention requirements, dispute preservation, or backup cycles. Contact the controlling organization for its retention schedule and contact AceHR for information about records we control. Once information is no longer needed, it should be deleted or de-identified under the applicable process.

9. Security and account responsibilities

We use technical and organizational measures intended to protect information, including authenticated access and organization- and role-based permissions. The appropriate safeguards depend on the feature and deployment. No website or storage system can guarantee that unauthorized access or loss will never occur.

Keep credentials private, use available account-security features, and report suspected misuse promptly. Customers should grant only necessary access, review administrators and integrations, and remove access when a relationship ends. Avoid sending sensitive documents, access tokens, or credentials through ordinary support email.

10. US state privacy rights

Depending on your state, the law’s applicability, and relevant exceptions, you may have rights to access or know about personal information, correct inaccuracies, request deletion, obtain a portable copy, or opt out of certain processing. Some laws provide rights concerning sale, targeted advertising, sensitive information, or profiling used for significant decisions. These rights are not identical in every state or for every type of record.

California residents may have applicable rights to know, delete, correct, opt out of sale or sharing, limit certain uses of sensitive personal information, and exercise rights without unlawful discrimination. An authorized agent may submit a request where allowed; we may need evidence of authorization and identity verification. This notice describes categories and purposes across the service, but a customer’s own notice governs its independently controlled hiring records.

To exercise a right, contact us using the address below. Explain your relationship to AceHR and the request without sending excessive sensitive information. We may verify your identity, clarify the scope, or refer a workspace-data request to the controlling organization. Where applicable law provides an appeal right, reply to the response with “Privacy appeal.” Applicable statutory timelines, exemptions, and escalation rights govern how requests are handled.

11. International access and children

AceHR is offered for professional staffing and recruiting use. Information may be processed in the United States and other locations where authorized service providers operate. Privacy protections can differ by location. Customers with data-residency or international-transfer requirements should confirm the relevant contractual safeguards before using a feature.

The service is not directed to children under 13, and we do not knowingly seek personal information from them. Contact us if you believe a child under 13 has provided personal information. Organizations recruiting minors must determine the applicable age, consent, and employment requirements and use an appropriate process.

12. Changes and questions

We may update this policy as the service or its practices change. The date above identifies the latest revision. For material changes, we will provide any additional notice required by applicable law or our customer agreement. A policy update does not remove rights you have under applicable law.

Questions about a job, application decision, or an employer’s records should normally go to the staffing firm or employer identified on the posting. Questions about AceHR’s own information handling can be sent to the contact below.