Privacy Policy for Placify

Parent Company: EverAdNet Solutions Limited
Registration No.: U74999UP2018PLC110705
Legal Entity Type: Private Limited Company

Last updated: April 17, 2025
Effective Date: April 17, 2025

1. Introduction and Overview

1.1 Policy Scope and Purpose

1.1.1 This Privacy Policy ("Policy") describes how EverAdNet Solutions Limited and its affiliates ("EverAdNet," "we," "us," or "our") collect, use, process, store, share, disclose, and protect personal information through Placify, our recruitment-automation platform ("Placify," "Platform," or the "Service").

1.1.2 This Policy applies to all personal information processed through your use of Placify, regardless of how you access or use the Service, including through our website, mobile applications, and API integrations.

1.1.3 We are committed to protecting the privacy and security of your personal information while providing transparent information about our data practices. This Policy explains your rights regarding your personal information and how you can exercise those rights.

1.2 Relationship with Terms of Service

1.2.1 This Policy is incorporated into and forms part of our Terms of Service. By accessing or using Placify, you acknowledge that you have read, understood, and agree to this Privacy Policy and our Terms of Service.

1.2.2 If you do not agree with any aspect of this Policy, you should not use Placify.

1.3 Controller Information

1.3.1 For the purposes of applicable data protection laws, EverAdNet Solutions Limited is the data controller for personal information collected through Placify. Our contact details are:

EverAdNet Solutions Limited
H.NO 146, KOLHUI BAZAR, NAUTANWA
Maharajganj, Uttar Pradesh 273309
India
Email: [email protected]

1.3.2 For users in the European Economic Area (EEA), we have appointed a data protection representative:

EverAdNet EU Representative
Email: [email protected]

2. Definitions

2.1 "Personal Data" or "Personal Information": Any information that identifies or can be used to identify an individual, directly or indirectly, such as a name, identification number, location data, online identifier, or factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that person.

2.2 "Sensitive Personal Data": A subset of personal data that includes racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, data concerning a person's sex life or sexual orientation, and data relating to criminal convictions and offenses.

2.3 "Data Subject": A natural person whose personal data is processed.

2.4 "Processing": Any operation performed on personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment or combination, restriction, erasure, or destruction.

2.5 "Data Controller": The entity that determines the purposes and means of processing personal data.

2.6 "Data Processor": The entity that processes personal data on behalf of the data controller.

2.7 "Cookies": Small text files that websites place on your device to store information about your browsing session and preferences.

2.8 "Log Data": Information that our servers automatically collect when you access or use our Service, such as your IP address, browser type, operating system, referring/exit pages, clickstream data, and timestamps.

2.9 "Anonymized Data": Data that has been processed in such a manner that the data subject cannot be identified, directly or indirectly.

2.10 "Third-Party Service Providers": External vendors or service providers who support the functionality of our Service.

3. Information We Collect

3.1 Information You Provide to Us

3.1.1 Account Information: When you register for Placify, we collect your name, email address, phone number, company name, job title, and password.

3.1.2 Profile Information: Information you add to your profile, such as profile picture, professional background, preferences, and settings.

3.1.3 Payment Information: When you purchase credits or services, we collect payment details including billing address and payment method information. Full credit card numbers are processed by our payment processors and not stored on our servers.

3.1.4 Communications: Communications you send to us directly, through the Service, or through customer support channels, including emails, in-app messages, and feedback forms.

3.1.5 User Content: Content you upload, create, or share using Placify, such as: a. Job descriptions and requirements; b. Candidate profiles and resumes; c. Interview questions and feedback; d. Notes and assessments; e. Custom templates and workflows; and f. Company information and branding materials.

3.2 Information We Collect Automatically

3.2.1 Usage Data: Information about how you use Placify, including: a. Features and functions accessed; b. Time spent on the Platform; c. Actions taken within the Service; d. Search queries and filters applied; e. User preferences and settings; and f. Performance metrics.

3.2.2 Device Information: Information about the devices you use to access Placify, such as: a. Device type, model, and manufacturer; b. Operating system and version; c. Browser type and version; d. Mobile application version; e. Device identifiers (e.g., IMEI, Android ID); and f. Connection information.

3.2.3 Log Data: Our servers automatically log certain information when you access or use Placify, including: a. IP addresses; b. Access dates and times; c. App features or pages viewed; d. App crashes and system activity; e. Referring and exit pages; and f. Other statistics.

3.2.4 Cookies and Similar Technologies: We and our third-party partners use cookies, web beacons, pixels, and similar technologies to collect information about your browsing behavior, remember your preferences, and track usage patterns. For more information, see our Cookie Policy.

3.3 Information from Third Parties

3.3.1 Integration Partners: If you connect your Placify account with third-party services (such as HRIS systems, job boards, or calendar applications), we may receive information from those services as authorized by your account settings with those services.

3.3.2 Service Providers: We may receive information about you from our service providers, such as identity verification services, fraud prevention services, and payment processors.

3.3.3 Public Sources: Information from publicly available sources, including public social media profiles, company websites, and professional networks, when relevant to the Service functionality.

3.3.4 Referrals: If you are referred to our Service by another user or partner, we may receive your contact information from that individual or organization.

4. How We Use Your Information

4.1 Service Provision and Improvement

4.1.1 Core Functionality: We use your information to: a. Create and manage your account; b. Authenticate your identity and provide secure access; c. Process and fulfill your requests within the Service; d. Process payments and maintain payment records; e. Deliver Placify's features and functionality; f. Provide customer support and respond to inquiries; g. Maintain and service your account; and h. Facilitate communications through the Platform.

4.1.2 Service Enhancement: We analyze usage patterns and performance data to: a. Develop new features and functionality; b. Improve existing features; c. Fix bugs and resolve technical issues; d. Test and evaluate new service offerings; e. Optimize user experience and interface design; and f. Generate aggregate insights about recruitment processes.

4.2 AI-Powered Features

4.2.1 AI Processing: We use artificial intelligence technologies to power key features of the Service, including: a. Resume parsing and candidate matching; b. Job description generation and optimization; c. Skill assessment and gap analysis; d. Candidate screening and ranking; e. Language translation and localization; and f. Data visualization and predictive analytics.

4.2.2 Training Data: We may use anonymized, aggregated user data to train, improve, and validate our AI models. Training data is processed with strict privacy safeguards, including: a. Removal of personal identifiers; b. Aggregation across multiple customers; c. Transformations to prevent re-identification; and d. Access controls limiting exposure to only essential personnel.

4.3 Communication and Marketing

4.3.1 Service Communications: We send administrative communications, such as: a. Account verification and security notices; b. Service announcements and updates; c. Feature change notifications; d. Credit balance and usage alerts; e. Billing information and receipts; and f. Responses to your questions or requests.

4.3.2 Marketing Communications: With your consent where required by law, we may use your contact information to send: a. Newsletters and blog updates; b. Product offers and promotions; c. Educational content and best practices; d. Invitations to webinars and events; e. Industry news and trends; and f. Surveys and feedback requests.

4.4 Security and Compliance

4.4.1 Platform Security: We use your information to: a. Verify your identity; b. Detect and prevent unauthorized access; c. Protect against fraudulent or illegal activity; d. Enforce our Terms of Service; e. Debug and identify errors; and f. Maintain overall platform integrity.

4.4.2 Compliance and Legal Obligations: We process your information to: a. Comply with applicable laws and regulations; b. Respond to legal process or government requests; c. Establish, exercise, or defend legal claims; d. Conduct audits and risk assessments; e. Enforce our agreements and policies; and f. Protect the rights, property, or safety of EverAdNet, our users, or others.

4.5 Analytics and Research

4.5.1 Service Analytics: We analyze usage data to: a. Monitor service performance and availability; b. Generate reports on feature utilization; c. Identify trends and patterns in recruitment workflows; d. Measure the effectiveness of different recruitment strategies; e. Create benchmarks and industry insights; and f. Develop business intelligence.

4.5.2 Research and Development: We may use aggregated, anonymized data for: a. Academic or industry research; b. Improving recruitment methodologies; c. Publishing trends and insights (in anonymized form); d. Developing recruitment best practices; and e. Evaluating labor market conditions.

5. Legal Basis for Processing (for EEA Users)

For users in the European Economic Area (EEA), we process your personal data on the following legal bases:

5.1 Contractual Necessity

5.1.1 We process your personal data to perform our contract with you (the Terms of Service) and provide the Service, including: a. Account registration and management; b. Processing payments; c. Providing core Service functionality; d. Responding to your requests and communications; and e. Providing customer support.

5.2 Legitimate Interests

5.2.1 We process your personal data where we have a legitimate interest in doing so, balanced against your rights and freedoms. Our legitimate interests include: a. Improving and developing the Service; b. Ensuring the security and integrity of the Service; c. Preventing fraud and abuse; d. Internal administration and operations; e. Analyzing usage patterns to enhance user experience; and f. Marketing our Service to existing customers.

5.2.2 You can object to processing based on legitimate interests by contacting us at [email protected].

5.3 Consent

5.3.1 We process certain personal data based on your consent, including: a. Sending marketing communications (where not based on legitimate interest); b. Using certain types of cookies and similar technologies; c. Processing Sensitive Personal Data; and d. Transferring your data to countries without an adequate level of data protection.

5.3.2 You can withdraw your consent at any time by contacting us at [email protected] or through your account settings.

5.4 Legal Obligation

5.4.1 We process your personal data when necessary to comply with our legal obligations, such as: a. Responding to legal process; b. Complying with tax and accounting requirements; c. Fulfilling regulatory reporting obligations; d. Cooperating with law enforcement investigations; and e. Maintaining records required by law.

6. How We Share Your Information

6.1 Service Providers

6.1.1 We share your information with third-party service providers who help us deliver and improve the Service, including: a. Cloud storage and hosting providers; b. Payment processors; c. AI and machine learning providers; d. Analytics and monitoring services; e. Customer support tools; f. Email and communication platforms; g. Security and fraud prevention services; and h. Marketing and advertising partners.

6.1.2 All service providers are contractually obligated to: a. Use your information solely for providing their services to us; b. Protect your information with appropriate security measures; c. Maintain confidentiality of your information; d. Comply with applicable data protection laws; and e. Only process your data according to our instructions.

6.2 Third-Party AI Services

6.2.1 We integrate with the following AI service providers to enhance Placify's functionality: a. OpenAI (GPT): For natural language processing and content generation; b. Groq: For high-performance inference acceleration; c. Google Gemini: For multimodal AI capabilities; d. Voyage AI: For embedding generation and semantic search; and e. Zilliz (Vector Database): For vector storage and similarity search.

6.2.2 When using these services, we implement technical measures to protect your privacy, including: a. Anonymizing or pseudonymizing personal data before transmission; b. Removing direct identifiers; c. Minimizing data sent to only what is necessary for the specific function; d. Using secure transmission protocols; and e. Maintaining contractual safeguards with each provider.

6.3 Business Transfers

6.3.1 If EverAdNet undergoes a business transaction such as a merger, acquisition, corporate divestiture, or dissolution (including bankruptcy), or a sale of all or a portion of its assets, we may share, disclose, or transfer your information to the successor organization.

6.3.2 In such event, we will notify you via email and/or a prominent notice on our website of any change in ownership, uses of your personal information, and choices you may have regarding your personal information.

6.4 Legal Requirements

6.4.1 We may access, preserve, and share your information with third parties: a. In response to legal process (such as a court order, subpoena, or search warrant); b. To comply with applicable laws and regulations; c. To respond to claims asserted against us; d. To protect the rights, property, or safety of EverAdNet, our users, or the public; e. To detect, prevent, or investigate fraud, security, or technical issues; or f. If we believe disclosure is necessary to prevent imminent physical harm or financial loss.

6.4.2 Where legally permitted, we will notify you of any such disclosure.

6.5 With Your Consent

6.5.1 We may share your information with third parties when you explicitly consent to or direct such sharing.

6.5.2 We obtain explicit consent before sharing any Sensitive Personal Data.

6.6 Aggregated or Anonymized Data

6.6.1 We may share aggregated or anonymized information that cannot reasonably be used to identify you with third parties for: a. Industry analysis and benchmarking; b. Market research; c. Demographic profiling; d. Research and academic purposes; e. Marketing and promotional materials; and f. Improving recruitment practices and human resources functions.

7. Data Retention and Deletion

7.1 Retention Periods

7.1.1 We retain different categories of personal data for different periods, based on the following criteria: a. Account Data: For the duration of your account plus seven (7) years after termination; b. Transaction Records: For seven (7) years after the transaction date; c. Candidate Data: For two (2) years after collection or last activity; d. User-Generated Content: For the duration of your account plus two (2) years; e. Usage Data and Analytics: In aggregated form indefinitely, in identifiable form for one (1) year; and f. Communication Records: For three (3) years after the communication date.

7.1.2 We may retain personal data for longer periods when: a. Required by applicable law or regulation; b. Necessary for establishing, exercising, or defending legal claims; c. Specifically requested by you; or d. Needed for legitimate business purposes, with appropriate safeguards.

7.2 Account Deletion

7.2.1 You may request deletion of your account by: a. Using the account deletion option in your account settings; b. Sending an email to [email protected]; or c. Contacting customer support.

7.2.2 Upon account deletion: a. Your profile information will be deleted or anonymized; b. Your user-generated content will be disassociated from your identity; c. Your personal data will be deleted or anonymized in accordance with our retention schedule; and d. Backup copies may be retained for a limited period for technical reasons.

7.2.3 Some information may be retained after account deletion: a. As required by law; b. For legitimate business purposes (in anonymized form); c. To prevent fraud or future abuse; or d. For financial record keeping.

7.3 Data Export

7.3.1 Before account deletion, you may export your data through: a. The data export tool in account settings; b. Available API endpoints; or c. Requesting assistance from customer support.

7.3.2 Exported data will be provided in a structured, commonly used, and machine-readable format.

8. Cookies and Similar Technologies

8.1 Types of Cookies We Use

8.1.1 Essential Cookies: Required for the Service to function properly, enabling core features such as security, account authentication, and remembering user preferences. These cannot be disabled.

8.1.2 Functional Cookies: Enhance the functionality of the Service by storing preferences beyond essential features, such as language preference or location.

8.1.3 Analytics Cookies: Help us understand how visitors interact with the Service by collecting and reporting information anonymously, allowing us to improve the platform.

8.1.4 Marketing Cookies: Track visitors across websites to display relevant advertisements and measure the effectiveness of marketing campaigns.

8.2 How We Use Cookies

8.2.1 We use cookies and similar technologies for purposes including: a. Authenticating users and maintaining sessions; b. Personalizing user experience; c. Storing user preferences and settings; d. Monitoring Service usage and performance; e. Preventing fraud and ensuring security; f. Analyzing navigation patterns and feature usage; g. Measuring the effectiveness of our communications; and h. Optimizing Service functionality and design.

8.3 Third-Party Cookies

8.3.1 Third parties may place cookies on your device when you use Placify, including: a. Analytics providers (e.g., Google Analytics); b. Marketing and advertising networks; c. Social media platforms if you use integration features; d. Content delivery networks; and e. Security and fraud detection services.

8.3.2 These third parties may collect information about your online activities over time and across different websites.

8.4 Cookie Management

8.4.1 You can manage cookies through: a. The cookie consent tool displayed when you first visit Placify; b. Your account preferences; c. Your browser settings; or d. Third-party cookie management tools.

8.4.2 Most web browsers allow you to: a. View, delete, or block cookies; b. Configure settings to reject all cookies or accept them selectively; and c. Configure automatic cookie deletion when you close your browser.

8.4.3 Blocking or deleting cookies may impact your ability to use certain features of the Service.

8.5 Do Not Track

8.5.1 Some browsers have a "Do Not Track" feature that signals to websites that you do not want your online activities tracked. Due to the lack of a common standard for interpreting these signals, Placify currently does not respond to "Do Not Track" signals.

9. Your Privacy Rights

9.1 Universal Rights

9.1.1 Regardless of your location, you have rights regarding your personal information, including: a. Access: Requesting confirmation of whether we process your personal information and accessing that information; b. Correction: Requesting that we correct inaccurate or incomplete personal information; c. Deletion: Requesting that we delete your personal information in certain circumstances; d. Communication Preferences: Opting out of marketing communications; and e. Complaint: Filing a complaint with us regarding your privacy concerns.

9.4 How to Exercise Your Rights

9.4.1 You can exercise your privacy rights through: a. Privacy controls in your account settings; b. Submitting a request to [email protected]; c. Submitting a request through our Privacy Rights Portal; or d. Contacting us at the address provided in Section 14.

9.4.2 We will respond to verified requests within the timeframe required by applicable law (typically 30 days, with a possible extension of up to 60 additional days for complex requests).

9.4.3 We may need to verify your identity before processing your request by asking for additional information. We will only use this information to verify your identity.

9.4.4 In certain circumstances, we may deny your request with an explanation. These circumstances may include: a. When we cannot verify your identity; b. When an exception applies under applicable law; c. When fulfilling the request would adversely affect others' privacy rights; or d. When the request is manifestly unfounded or excessive.

10. Data Security

10.1 Security Measures

10.1.1 We implement and maintain reasonable administrative, physical, and technical safeguards to protect your personal information, including: a. Encryption of data at rest using AES-256 encryption; b. Transport Layer Security (TLS) for data in transit; c. Access control mechanisms and role-based permissions; d. Multi-factor authentication for administrative access; e. Regular security assessments and penetration testing; f. Intrusion detection and prevention systems; g. Secure development practices and code reviews; and h. Regular security training for employees.

10.1.2 We select service providers who maintain similar security standards and require them to implement appropriate safeguards through contractual obligations.

10.2 Data Breach Procedures

10.2.1 In the event of a data breach that compromises the security, confidentiality, or integrity of your personal information, we will: a. Investigate the breach and take remedial action; b. Notify affected users in accordance with applicable laws; c. Provide specific information about the breach and our response; d. Cooperate with regulatory authorities as required; and e. Take steps to prevent future breaches.

10.2.2 Notifications will be provided without undue delay, typically within 72 hours of discovery, when required by applicable law.

10.3 Your Role in Data Security

10.3.1 You play an important role in keeping your personal information secure by: a. Creating strong, unique passwords; b. Enabling multi-factor authentication when available; c. Keeping your access credentials confidential; d. Logging out after using shared or public computers; e. Promptly reporting suspected unauthorized access; and f. Keeping your contact information current for security communications.

11. International Data Transfers

11.1 Cross-Border Transfers

11.1.1 EverAdNet is based in India, and your personal information may be processed in India and other countries where our service providers maintain facilities.

11.1.2 These countries may have data protection laws different from those in your country of residence. When we transfer personal information to these countries, we implement appropriate safeguards.

11.2 Transfer Mechanisms

11.2.1 For transfers from the EEA, UK, or Switzerland to countries without an adequate level of data protection, we rely on appropriate safeguards, such as: a. Standard Contractual Clauses (SCCs) approved by the European Commission; b. Binding Corporate Rules (where applicable); c. Derogations under Article 49 of the GDPR (such as explicit consent, contractual necessity); or d. Other valid transfer mechanisms.

11.2.2 For transfers to our service providers, we include data protection provisions in our contracts that meet the requirements of applicable laws.

11.3 Transfer Impact Assessment

11.3.1 Before transferring personal information to a country without adequate protection, we conduct transfer impact assessments considering: a. The nature of the personal data; b. The purpose and duration of processing; c. The recipient country's legal system and relevant laws; d. The technical and organizational measures in place; and e. Additional safeguards that may be necessary.

11.3.2 We implement supplementary measures when necessary to ensure an adequate level of protection for transferred data.

12. Children's Privacy

12.1 Age Restrictions

12.1.1 Placify is designed for professional use and is not intended for children. We do not knowingly collect personal information from individuals under the age of 18.

12.1.2 If you are under 18, please do not use Placify or provide any personal information to us.

12.2 Parental Consent

12.2.1 If we learn that we have collected personal information from a child under the age of 18 without valid parental consent, we will take steps to delete that information as quickly as possible.

12.3 Notification Procedure

12.3.1 If you believe we might have collected personal information from a child under 18, please contact us at [email protected].

13. Changes to This Privacy Policy

13.1 Policy Updates

13.1.1 We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, and other factors.

13.1.2 When we make changes, we will update the "Last updated" date at the top of the Privacy Policy and take other appropriate steps to notify you.

13.2 Material Changes

13.2.1 For material changes to this Privacy Policy, we will provide notice through: a. Email notifications to the email address associated with your account; b. Prominent notices on our website or within the Service; or c. Other effective means of communication.

13.2.2 Material changes will take effect 30 days after notice is provided, unless a different timeline is specified in the notice.

13.3 Continued Use

13.3.1 Your continued use of Placify after the effective date of any changes to this Privacy Policy constitutes your acceptance of those changes.

13.3.2 If you do not agree to the revised Privacy Policy, you should discontinue your use of Placify.

13.4 Historical Versions

13.4.1 Previous versions of our Privacy Policy are available upon request by emailing [email protected].

14. Contact Us

14.1 Questions and Concerns

14.1.1 If you have any questions, concerns, or feedback about this Privacy Policy or our privacy practices, please contact us at:

Privacy Team
EverAdNet Solutions Limited
H.NO 146, KOLHUI BAZAR, NAUTANWA
Maharajganj, Uttar Pradesh 273309
India
Email: [email protected]

14.2 Data Protection Officer

14.2.1 You may contact our Data Protection Officer at [email protected] for matters related to data protection.

14.3 Regulatory Complaints

14.3.1 If you are located in the EEA, you have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.

By using Placify, you acknowledge that you have read and understood this Privacy Policy.