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.

2.6 Google & Microsoft User Data

If you choose to connect your Google or Microsoft account, Happlicant may access certain Google/Microsoft user data through Google and Microsoft APIs, subject to the permissions you grant.

Depending on the features you use, this may include:

• Your Google or Microsoft account email address

• Gmail or Microsoft email content, message metadata, labels, folders, and account settings required to display, organize, synchronize, search, and send emails within Happlicant

• Google or Microsoft Calendar events used for interview scheduling

• Google or Microsoft Tasks and Reminders sync

• Basic profile information provided by Google or Microsoft

Authentication with Google and Microsoft is performed using OAuth 2.0. Access tokens are stored securely and used only to provide the integrations you have enabled.

We only request the Google and Microsoft permissions necessary to provide the features you choose to enable within Happlicant. We do not request access to data unrelated to those features.

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.

3.1 Google & Microsoft API User Data

Google and Microsoft user data is used solely to provide the features you explicitly enable within Happlicant, such as displaying your connected mailbox, sending and receiving recruitment emails, synchronizing email conversations, and scheduling interviews.

Depending on the permissions you grant, Happlicant may:

• Display your Gmail mailbox and email conversations within the Platform.

• Search and retrieve emails related to candidates, clients, and recruitment activities.

• Compose and send emails from your connected Gmail account on your behalf.

• Synchronize email conversations, folders, labels, and related metadata to keep recruitment communications organised.

• Access Google Calendar events to support interview scheduling and calendar synchronization.

We do not use Google Workspace API data or Microsoft user data to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models.

We do not sell Google or Microsoft user data or use it for advertising purposes.

Happlicant's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

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.

4.1.1 Google and Microsoft integrations

We do not transfer, sell, or disclose Google or Microsoft user data to third parties except as necessary to provide the requested service, comply with applicable law, or with your explicit consent.

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

Google and Microsoft user data obtained through their respective APIs is retained only while your connected account remains linked to Happlicant and only for as long as necessary to provide the requested functionality.

If you disconnect your Google or Microsoft account or request deletion of your Happlicant account, any stored Google or Microsoft user data will be securely deleted within 30 days, unless a longer retention period is required by law.

You may revoke Happlicant's access to your Google or Microsoft account at any time either from within Happlicant or through your Google or Microsoft account security settings.

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 multi-factor authentication

• Regular security reviews and audits

6.1 Protection of Google & Microsoft User Data

Google and Microsoft user data is protected using industry-standard security measures including:

• TLS encryption for data transmitted between your browser and our servers

• Encryption of stored data where applicable

• Restricted access based on least-privilege principles

• Authentication and access logging

• Regular monitoring for unauthorized access

Access to Google and Microsoft user data is limited to authorized systems and personnel who require it to operate or support the requested functionality. Access by Happlicant personnel is restricted to situations where it is necessary to provide customer support, maintain the Platform, investigate security incidents, or comply with legal obligations.

6.2 Google & Microsoft Account Disconnect & Deletion

You may disconnect your Google or Microsoft account at any time from within Happlicant or by revoking Happlicant's access through your Google or Microsoft account security settings.

Upon disconnection:

• Happlicant immediately stops requesting and sending new data from and to Google or Microsoft APIs.

• Stored Google or Microsoft user data is scheduled for deletion in accordance with our data retention policy.

• Any cached or stored Google or Microsoft API data that is no longer required will be securely deleted.

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. Data Controller

The data controller is:

Happlicant Software SL,

Carrer Migdia, 12 4-3

17002 Girona

Spain

NIF: B24870347

Email: support@happlicant.com

14. Contact Us

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