Happlicant Privacy Policy

At Happlicant, your privacy—and your candidates' and clients' privacy—matters. This Privacy Policy explains how we collect, use, share, and protect personal information on the Happlicant platform (the “Platform”). By accessing or using Happlicant, you agree to the terms outlined below.

1. Who This Policy Applies To

This policy applies to:

• Recruitment agencies and independent recruiters using Happlicant

• Job candidates whose information is managed on the Platform

• Client companies (i.e., businesses you're recruiting for)

2. Information We Collect

We collect only the information needed to deliver and improve our services. This may include:

2.1 Agency & Recruiter Information

• Name

• Email address

• Phone number

• Job title or role

• Agency or business name and contact details

2.2 Candidate Information

You may upload or collect candidate data through the Platform, such as:

• Name and contact details

• Résumés, CVs, and work history

• Assessment results and application responses

• Job preferences and qualifications

2.3 Client Company Information

To help manage and match candidates, we may collect:

• Company name and business details

• Contact person’s name and contact info

• Notes or job briefs related to open roles

2.4 Automatically Collected Information

When you use the Platform, we automatically collect:

• IP address and browser type

• Device details

• Pages visited and activity on the Platform

2.5 Cookies & Tracking

We use cookies and similar technologies to improve performance, understand user behavior, and personalize your experience. You can control cookie preferences in your browser settings.

3. How We Use Your Information

We use the information we collect to:

• Operate and Improve the Platform: To process applications, manage candidates, support recruiter workflows, and improve user experience.

• Facilitate Communication: To keep you informed about account activity, respond to inquiries, or share product updates.

• Support Matching and Recruitment: Candidate data may be shared with client companies during the hiring process.

• Provide Insights and Analytics: To help recruiters and agencies understand trends and performance.

• Comply with Legal Obligations: To meet legal requirements, resolve disputes, and enforce our Terms.

• Marketing (with consent): With your explicit consent, we may send you product news or promotions. You can opt out anytime.

We do not use your information for automated decision-making without human involvement.

4. Who We Share Information With

We do not sell personal data. We may share information as follows:

4.1 Service Providers

We work with trusted third parties (e.g. hosting providers, email services, analytics platforms) who help operate the Platform. They’re contractually required to protect your data and only use it to provide their services.

4.2 Legal or Regulatory Disclosure

We may disclose your information when required by law—for example, in response to a court order or regulatory inquiry.

4.3 Business Transfers

If Happlicant is involved in a merger, acquisition, or asset sale, user information may be transferred to the new entity.

4.4 Candidate Information Shared with Clients

As part of your recruitment process, candidate information may be shared with your client companies. You are responsible for ensuring this data is shared appropriately and in line with applicable privacy laws.

5. Data Retention

We retain personal data only as long as necessary for the purposes stated in this policy. When it's no longer needed, we’ll securely delete or anonymize it.

You can request deletion of your data at any time, unless we’re legally required to keep it (for example, for financial or compliance purposes).

6. Data Security

We take data security seriously. Our protections include:

• Encryption of sensitive data (in transit and at rest)

• Role-based access controls and authentication

• Regular security reviews and audits

While we strive to protect your data, no system is 100% secure. Please take care when sharing sensitive information online.

7. Your Rights

Depending on where you’re located, you may have the right to:

• Access the data we hold about you

• Correct inaccurate or outdated information

• Delete your personal information

• Download your data (data portability)

• Object to specific uses, like marketing

• Withdraw consent for any data processing based on your consent

To exercise your rights, just get in touch using the contact details below.

8. International Data Transfers

We may process data on servers located outside your country (e.g. in the United States or EU). When we do, we ensure your data is protected through mechanisms like Standard Contractual Clauses (SCCs), or equivalent safeguards required by law.

9. GDPR Compliance (if you're in the EEA or UK)

If you’re in the European Economic Area (EEA) or the UK, Happlicant complies with the General Data Protection Regulation (GDPR). This means:

• We only collect data for legitimate reasons

• We process your data lawfully, fairly, and transparently

• You have access to your data and control over it

• We have agreements in place with our subprocessors

10. Children’s Privacy

Happlicant is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we’ve collected data from a minor, please contact us so we can delete it.

11. Third-Party Links

The Platform may contain links to third-party websites or services. We’re not responsible for their privacy practices. We recommend reviewing their privacy policies before providing any information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make significant changes, we’ll notify you via email or through the Platform. The date at the top of this page shows the latest version.

13. Contact Us

Got questions, concerns, or data requests? Please contact us.