Privacy Policy

Last updated: October 13, 2025

1) Who we are

Proofiled is provided by Unalytics AI, LLC, a Delaware limited liability company (doing business as "Proofiled", "we", "us").

2) Scope

This Policy covers personal information processed via our website (proofiled.com) and our hosted SaaS application (the "Service"). If you use third‑party sites or services that integrate with Proofiled, their privacy practices are governed by their own policies.

3) What we collect

A) Information you provide

  • Account & organization info: name, email, company/org, role, password/auth (hashed), preferences.
  • Billing: subscription tier, payment status, limited billing metadata. [Note] Card data is handled by our payment processor (we don't store full card numbers).
  • Support: messages, attachments, call notes.
  • Content you upload: documents, notes, links, and other materials you submit to the Service.

B) Candidate Data (customer content)

Customers may upload candidate materials (CVs/resumes, cover letters, interview notes/recordings, assessments, links to professional profiles, job descriptions) and job descriptions and other related materials. Customers are responsible for having a lawful basis to collect and upload Candidate Data and all other related materials and for any notices to candidates. Please avoid uploading sensitive information (e.g., health, disability, biometric, racial/ethnic origin) unless strictly necessary and lawful.

C) Automatically collected

  • Usage & device: IP address, browser/OS, device type, pages/screens viewed, clicks, feature use, timestamps.
  • Telemetry & logs: error/crash logs, performance metrics, security logs (e.g., sign‑in attempts).
  • Cookies/SDKs: essential session cookies; with consent (where required), analytics cookies.

Sources: you, your organization administrators, and our systems (automatic collection).

4) How we use information

We use information to:

  • Provide the Service: create and manage accounts, enable collaboration, and deliver features you request.
  • Secure & maintain: monitor for abuse, troubleshoot, debug, and improve performance.
  • Support & communicate: respond to requests, send transactional messages (e.g., system notices, billing).
  • Billing: manage subscriptions and payments.
  • Improve the product: analyze aggregate usage to prioritize features and fix issues.
  • Legal: comply with laws, enforce our Terms, and protect rights, safety, and the integrity of the Service.

Marketing: We may send product updates or announcements. You can unsubscribe at any time from non‑transactional emails.

5) AI features (plain language)

  • We provide AI‑assisted features (e.g., summaries/insights) at your direction within the Service.
  • Training: We do not use your Candidate Data to train generalized or shared AI models.
  • Vendors: We may use reputable AI infrastructure providers as subprocessors, bound by contracts that prohibit them from using your data for their own model training.
  • Human access: We do not review your content manually except as needed for support or to investigate a suspected incident, under strict access controls.
  • Automated decisions: Proofiled does not make solely automated decisions that produce legal or similarly significant effects about individuals.

6) Sharing and disclosure

We do not sell personal information.

We share information only with:

  • Your organization (and users you authorize).
  • Service providers/subprocessors that help us operate the Service (e.g., hosting, storage/CDN, payments, authentication, analytics/telemetry, customer support tools, AI infrastructure). They may access information only to perform services for us and must protect it.
  • Legal/safety: when required by law or to protect rights, safety, and the integrity of the Service.
  • Business transfers: if we are involved in a merger, acquisition, or asset sale, we may disclose information as part of that transaction; we will provide notice of material changes.
  • With your direction/consent.

Subprocessors list:

  • Google Cloud Platform
  • Stripe
  • Supabase
  • OpenAI
  • Anthropic
  • Google Analytics
  • Formcarry
  • Cloudflare

7) International data transfers

We are U.S.-incorporated. If we transfer personal information internationally (for example, to cloud infrastructure or subprocessors in other countries), we take steps designed to ensure an appropriate level of protection consistent with applicable law and our contracts with customers and vendors.

8) Data retention & deletion

  • Customer content (including Candidate Data) is retained for the life of the subscription and deleted or returned within 30 days after termination, unless we are legally required to retain it longer.
  • Backups: encrypted backups roll over on typical schedules (~30–90 days); deletions propagate within that window.
  • Account/billing records may be retained for up to 7 years for tax, accounting, and compliance.
  • You can request deletion; we respond within reasonable timeframes.

9) Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, tenant isolation, role‑based access controls, logging/monitoring, and least‑privilege access.

Incidents: If we become aware of a security incident involving personal information, we will notify affected customers consistent with applicable law and our contractual obligations.

Security contact: security@proofiled.com

10) Your choices & rights

  • Access/Update: Organization admins can view and update account information; users can update profile details within the app. Contact privacy@proofiled.com for assistance.
  • Marketing opt‑out: Use the unsubscribe link in marketing emails. Transactional/service emails will still be sent.

Candidates: If your information was submitted to Proofiled by an employer/recruiter customer, please contact them directly; they control that data. We support our customers in responding to requests.

11) Cookies & analytics

  • Essential cookies: required for login, session management, and security.
  • Analytics: we may use privacy‑respecting analytics to understand feature usage and improve the product. Where required, we obtain consent and provide preference controls.

12) Third‑party links & integrations

The Service may link to or integrate with third‑party services. Their privacy practices are governed by their own policies; review those before using the integrations.

13) Changes to this Policy

We may update this Policy from time to time. If changes are material, we will provide reasonable advance notice (e.g., in‑app or email) and update the "Last updated" date. Your continued use of the Service after the effective date constitutes acceptance of the updated Policy.

14) How to contact us