Effective Date: July 19th, 2024
Introduction
We are VidHirePro Inc. (“VidHirePro”), a Canadian registered company. We provide online applicant recruitment and selection services, as more fully described on our websites (our “Services”), including the online recording of text, multiple choice, file upload, audio, and video responses to questions selected by clients. This Privacy Policy explains what personal information (“Personal Information”) VidHirePro collects from customers who have subscribed to and use our Services (including any employees, contractors, or other non-applicant users: “Users”) and why, what we do with that information, and how we share it. We have separate privacy policies with respect to (i) users of marketing websites (set out here); (ii) applicants whose information is processed through our Services (set out here); and (iii) customers who subscribe to our Services (set out here).
Our Privacy Officer may be contacted using the contact details set out at the bottom of this policy.
Compliance Certification Programs
VidHirePro is committed to helping our customers support their regulatory compliance requirements. Our Information Security Risk Management Program is built on widely accepted frameworks for Information Security and Risk Management, including ISO 27001, ISO 27017, and SOC2 Type2. VidHirePro adheres to Fair Information Practice Principles of notice, choice, access, security, and enforcement.
Choice
VidHirePro is committed to helping our customers support their regulatory compliance requirements. Our Information Security Risk Management Program is built on widely accepted frameworks for Information Security and Risk Management, including ISO 27001, ISO 27017, and SOC2 Type2. VidHirePro adheres to Fair Information Practice Principles of notice, choice, access, security, and enforcement.
Information Collected About Applicants
Personal data, or personal information, means any information relating to an identifiable person who can be directly or indirectly identified. It does not include data that cannot be related to an identifiable person (anonymous data). We may collect, use, store, and transfer different kinds of personal information about Users which we have grouped together as follows:
| Data Type |
Description |
| Identity Data |
Includes first name, last name, or similar identifier. |
| Contact Data |
Includes email address and telephone numbers. |
| Profile Data |
Includes Users’ rating of Applicants’ responses and interview notes. |
| Technical Data |
Includes internet protocol (IP) address, browser type and version, operating system, and platform. |
| Usage Data |
Includes information about how Users use our Services, such as browsing actions within the portal. |
We also collect, use, and share non-personalized data called “Service Data” such as statistical or demographic data for any purpose. Service Data may be derived from the User’s personal information but is not considered personal information in law as this information does not directly or indirectly reveal the User’s identity. For example, we may aggregate User’s Usage Data to calculate the percentage of users accessing a specific Website feature.
We do not collect any special categories of Personal Data about Users (this includes details about the User’s race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offenses.
How Is User’s Personal Information Collected
We use different methods to collect data from and about Users, including through:
Direct interactions: Users may give us their Identity, Contact, and Profile Data by registering for the Service and completing fields within the Service.
Automated technologies or interactions: As Users interact with our Service, we may automatically collect Technical and Usage Data about users’ equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies.
Third parties or publicly available sources: We may receive personal information about Users from various third parties and public sources, such as:
Technical Data: from analytics providers like Google Analytics, and search information providers like Google.
Purposes for Which We Will Use User’s Personal Information
We have set out below, in a table format, a description of all the ways we plan to use Users’ personal information.<br/><br/>
| Purpose/Activity | Type of Data |
|---|
| To deliver the Services to Users (including recognizing users across devices, providing, maintaining, and improving services) | Identity, Contact, Profile, Usage, Technical |
| To register Users on website | Identity, Contact |
| To manage our relationship with Users, including notifying them about changes to our terms or Privacy Policy | Identity, Contact |
| To administer and protect our business and the Service (including troubleshooting, data analysis, testing, and system maintenance) | Identity, Contact, Technical |
| To use data analytics to improve our services, customer relationships, and experiences and to personalize VidHirePro’s services | Technical, Usage |
| To make suggestions and recommendations to Users about services that may be of interest to them and provide requested information | Identity, Contact, Technical, Usage, Profile |
| To improve our Services, including tracking email open rates, web page visits, and form submissions | Identity, Contact, Profile, Usage, Technical |
Disclosures
We may disclose Personal Information that we collect, or Users provide as described in this Privacy Policy:
- To our subsidiaries and affiliates where they are providing services to us.
- To contractors, service providers, and other third parties we use to support our business solely for the purpose of them providing services to us.
- To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of VidHirePro’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Information held by VidHirePro about our Site or App users is among the assets transferred.
- To fulfill the purpose for which Users provide it.
- For any other purpose expressly disclosed by us when Users provide the information.
- With User’s express consent to other uses not indicated in this Privacy Policy.
We may also disclose User’s Personal Information:
- To comply with any court order, law, or legal process, including responding to any government or regulatory request.
- To enforce or apply our terms of service, Terms of Use, and other agreements, including for billing and collection purposes.
- If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of VidHirePro, our customers, or others. This includes exchanging information with other companies and organizations for fraud protection and credit risk reduction.
Access
Upon request, VidHirePro will provide Users with information about whether we hold any of the User’s Personal Information. VidHirePro enables customers and website visitors to access and correct the Personal Information we have collected. If Users have any concerns or suspect unauthorized activities associated with the User’s account, please contact us at care@vidhirepro.com. We will respond to User’s request within a reasonable timeframe, and in any event within 30 days of receipt of the request.
VidHirePro acknowledges that Users have the right to access, update, and revoke permission to process, or request the deletion of users’ Personal Information. Any such query can be directed to VidHirePro’s Data Protection Officer at care@vidhirepro.com. If requested to remove data under either scenario, we will respond within a reasonable timeframe.
Security and Enforcement
The security of User’s Personal Information is important to us. We use security safeguards appropriate to the sensitivity of the information to ensure that the User’s Personal Information is stored and maintained in a secure environment. VidHirePro exercises managerial and technical safeguards designed to protect against the loss or unauthorized use or disclosure of Personal Information belonging to our customers and website visitors, as more fully described here. These safeguards include encryption, malware protection, logical and physical access controls, and detection of social engineering attacks.
VidHirePro monitors and reviews security safeguards and takes corrective action whenever we discover deviations from our Privacy Policy.
Retention of Data
VidHirePro will keep User’s Personal Information for as long as it remains necessary for the identified purposes set out below or as required by law, which may extend beyond the termination of our relationship with User. Users acknowledge and agree that if a User requests that their name be removed from our databases, it may not be possible to completely delete all User’s Personal Information due to legal constraints.
| Data Type | Retention Period | Reason |
|---|
| Identity, Contact, and Profile Data | Subscription term and 3 months after account termination | To provide the services to you during the subscription term. |
| Technical and Usage Data | Subscription term and 3 months after account termination | To provide the services to you during the subscription term and to protect against fraud. |
Note: VidHirePro is required to maintain records of consent and requests for correcting or deleting Personal Information for 6 years
Managing the Online Collection of Additional Data
As Users navigate through and interact with our Website and Services, we may use automatic data collection technologies to collect certain information about users’ equipment, browsing actions and patterns, location, and workplace usage patterns, including:
- Details of User’s visits to our Website or App and other communication data and the resources that Users access and use on the Site or App.
- Information about the User’s computer and Internet connection, including the User’s IP address, operating system, and browser type.
We also may use these technologies to collect information about User’s online activities over time and across third-party websites or other online services (behavioral tracking). When Users access and use the App, we may automatically collect certain details of their access to and use of the App, including traffic data, location data, and other communication data, and the resources that Users access and use on or through the App. We may collect information about the User’s mobile device and Internet connection, including the device’s unique device identifier, IP address, operating system, browser type, mobile network information, and the device’s telephone number. Our App collects real-time information about the location of the User’s device. We and our third-party service providers may collect information about Users in a variety of ways. We and/or our third-party partners may employ various tracking technologies, such as cookies, web beacons, and analytics software, that help us better manage content on our Service by informing us what content is effective.
11.1 Cookies
When Users visit our website or otherwise interact with the Service, we (or third-party data or ad networks we work with) may send one or more “cookies” to the User’s computer or other devices. Cookies are alphanumeric identifiers stored on the User’s computer through the User’s web browser and are used by most websites to help personalize the User’s web experience. Some cookies may facilitate additional site features for enhanced performance and functionality such as remembering preferences, allowing social interactions, analyzing usage for site optimization, providing custom content, allowing third parties to provide social sharing tools, and serving images or videos from third-party websites. Some features on this site will not function if Users do not allow cookies. We may link the information we store in cookies to any Personal Information Users submit while on our site.
We may use both session ID cookies and persistent cookies. A session ID cookie expires when Users close their browser. A persistent cookie remains on the User’s hard drive for an extended period. Persistent cookies enable us to track and target the interest of our users to enhance the experience on our site. If Users do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows Users to automatically decline cookies or be given the choice of declining or accepting the transfer to the User’s computer of a particular cookie (or cookies) from a particular site. Users may also refer to https://allaboutcookies.org/how-to-manage-cookies. If Users reject cookies, they may still use our site, but some features on the site will not function properly.
Functional cookies, persistent and session type, store information to enable core site functionality. Analytics cookies allow us to count page visits and traffic sources, so we can measure and improve the performance of our site and our marketing campaigns.
11.2 Web Beacons
We (or third-party data or ad networks we work with) may use Web Beacons alone or in conjunction with cookies to compile information about our Service, or other information we or they have collected. Web Beacons are tiny graphic objects that are embedded in a web page or email and are usually invisible to the user but allow checking that a user has viewed the page or email. Web Beacons may be used within the Service to track email open rates, web page visits, or form submissions. In some cases, we tie the information gathered by Web Beacons to our Users’ Personal Information. For example, we use clear gifs in our HTML-based emails to let us know which emails have been opened by recipients. This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns.
11.3 Flash and HTML5 Storage
We use Local Shared Objects, such as Flash cookies, AND/OR Local Storage, such as HTML5, to store content information and preferences. Third parties with whom we partner to provide certain features on our website upon the User’s web browsing activity also use Flash cookies or HTML5 to collect and store information. Various browsers may offer their management tools for removing HTML5.
11.4 Do Not Track Signals
At this time, we do not respond to browser ‘do not track’ signals.
Transfers of Data
As Users navigate through and interact with our Website and Services, we may use automatic data collection technologies to collect certain information about users’ equipment, browsing actions and patterns, location, and workplace usage patterns, including:
- Details of User’s visits to our Website or App and other communication data and the resources that Users access and use on the Site or App.
- Information about the User’s computer and Internet connection, including the User’s IP address, operating system, and browser type.
We also may use these technologies to collect information about User’s online activities over time and across third-party websites or other online services (behavioral tracking). When Users access and use the App, we may automatically collect certain details of their access to and use of the App, including traffic data, location data, and other communication data, and the resources that Users access and use on or through the App. We may collect information about the User’s mobile device and Internet connection, including the device’s unique device identifier, IP address, operating system, browser type, mobile network information, and the device’s telephone number. Our App collects real-time information about the location of the User’s device. We and our third-party service providers may collect information about Users in a variety of ways. We and/or our third-party partners may employ various tracking technologies, such as cookies, web beacons, and analytics software, that help us better manage content on our Service by informing us what content is effective.
11.1 Cookies
When Users visit our website or otherwise interact with the Service, we (or third-party data or ad networks we work with) may send one or more “cookies” to the User’s computer or other devices. Cookies are alphanumeric identifiers stored on the User’s computer through the User’s web browser and are used by most websites to help personalize the User’s web experience. Some cookies may facilitate additional site features for enhanced performance and functionality such as remembering preferences, allowing social interactions, analyzing usage for site optimization, providing custom content, allowing third parties to provide social sharing tools, and serving images or videos from third-party websites. Some features on this site will not function if Users do not allow cookies. We may link the information we store in cookies to any Personal Information Users submit while on our site.
We may use both session ID cookies and persistent cookies. A session ID cookie expires when Users close their browser. A persistent cookie remains on the User’s hard drive for an extended period. Persistent cookies enable us to track and target the interest of our users to enhance the experience on our site. If Users do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows Users to automatically decline cookies or be given the choice of declining or accepting the transfer to the User’s computer of a particular cookie (or cookies) from a particular site. Users may also refer to https://allaboutcookies.org/how-to-manage-cookies. If Users reject cookies, they may still use our site, but some features on the site will not function properly.
Functional cookies, persistent and session type, store information to enable core site functionality. Analytics cookies allow us to count page visits and traffic sources, so we can measure and improve the performance of our site and our marketing campaigns.
11.2 Web Beacons
We (or third-party data or ad networks we work with) may use Web Beacons alone or in conjunction with cookies to compile information about our Service, or other information we or they have collected. Web Beacons are tiny graphic objects that are embedded in a web page or email and are usually invisible to the user but allow checking that a user has viewed the page or email. Web Beacons may be used within the Service to track email open rates, web page visits, or form submissions. In some cases, we tie the information gathered by Web Beacons to our Users’ Personal Information. For example, we use clear gifs in our HTML-based emails to let us know which emails have been opened by recipients. This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns.
11.3 Flash and HTML5 Storage
We use Local Shared Objects, such as Flash cookies, AND/OR Local Storage, such as HTML5, to store content information and preferences. Third parties with whom we partner to provide certain features on our website upon the User’s web browsing activity also use Flash cookies or HTML5 to collect and store information. Various browsers may offer their management tools for removing HTML5.
11.4 Do Not Track Signals
At this time, we do not respond to browser ‘do not track’ signals.VidHirePro’s headquarters in Canada is our primary location for business operations. In addition, VidHirePro maintains a presence in the United Kingdom, the European Union, Australia, and the Philippines. Servers hosting the VidHirePro platform are located in the United States, EU, Canada, and Australia.
In order to provide Users with the information, products, or services Users have requested, Personal Data may be transferred or shared with other companies within our family of companies, including those third-party vendors who act on our behalf, process Personal Data in accordance with the purposes for which the data was originally collected, or for purposes to which Data Subjects have subsequently consented. Our Privacy Policy, supported by model contract agreements and safeguards for data governance, is designed to provide equivalent data protection for all customers wherever they may reside.
For example, regarding normal business operations, VidHirePro may engage a third party to support our billing, support services, information technology, or mailings on our behalf.
We may also disclose User’s Personal Information as required by law, such as to comply with a subpoena or other legal process, when we believe in good faith that disclosure is necessary to protect our rights, protect User’s safety, or the safety of others, investigate fraud, or respond to a government request.
Outside Parties and Sites
Through us, Users may be introduced to a variety of third-party vendors and/or websites. The privacy policies of these third parties are not under our control and may differ from ours. The use of any information that Users may provide to any third party or the use of “cookie” technology by any third party, will be governed by the privacy policy of the operator of the website that Users are visiting. If Users have any doubts about the privacy of the information they are providing on another website, we recommend that Users contact that website directly for more information and review its privacy policy. To properly process online orders, Users may be directed to a third-party credit card processing or other payment processing website. The privacy policies of these third parties are not under our control and may differ from ours. If Users have any doubts about the privacy of the information they are providing on another website, we recommend that Users contact that website directly for more information and review its privacy policy.
Additional Privacy Protections for Minors
We join the industry in recognizing that children, including young teens, may not be able to make informed choices about Personal Information requested online. VidHirePro does not solicit or collect Personal Information targeted at those under the age of eighteen. VidHirePro’s Terms of Use (TOU) do not permit the use of the Website, Apps, and/or Services by users under the age of eighteen.
Residents of the European Union (EU)
VidHirePro generally processes Personal Information to fulfill contracts we have with our customers and end users and to pursue our legitimate business interests listed above. Otherwise, VidHirePro will obtain consent from an individual with respect to the processing of Personal Information if required by law to do so.
Further, individuals located in the EU have certain rights under European law (including under the General Data Protection Regulation) with respect to Personal Information, including the right to request access to, obtain, correct, amend, delete, or limit the use of User’s personal data. Individual end users, customers, or prospective customers located in the EU who wish to exercise these rights should contact VidHirePro using the contact information below in Section 17. If we are processing the User’s information on behalf of a third party, then the User should contact that party directly because VidHirePro serves as a data processor on behalf of third parties in that instance and can only forward the User’s request to the buyer to allow them to respond. Individuals also have the right to make complaints to regulatory authorities regarding our privacy practices.
Changes to this Privacy Policy
VidHirePro generally processes Personal Information to fulfill contracts we have with our customers and end users and to pursue our legitimate business interests listed above. Otherwise, VidHirePro will obtain consent from an individual with respect to the processing of Personal Information if required by law to do so.
Further, individuals located in the EU have certain rights under European law (including under the General Data Protection Regulation) with respect to Personal Information, including the right to request access to, obtain, correct, amend, delete, or limit the use of User’s personal data. Individual end users, customers, or prospective customers located in the EU who wish to exercise these rights should contact VidHirePro using the contact information below in Section 17. If we are processing the User’s information on behalf of a third party, then the User should contact that party directly because VidHirePro serves as a data processor on behalf of third parties in that instance and can only forward the User’s request to the buyer to allow them to respond. Individuals also have the right to make complaints to regulatory authorities regarding our privacy practices.VidHirePro may make changes to this Privacy Policy from time to time for any reason. The use of the information we collect now is subject to the Privacy Policy in effect at the time such information is used. If we make any material changes or changes in the way we use information, we will notify customers via e-mail or by posting an announcement on the Website before the change becomes effective. Website users are bound by any changes to the Privacy Policy after such changes have been posted
In the event that VidHirePro is involved in a merger, acquisition, or asset sale, we will continue to ensure the confidentiality of any Personal Information and give affected users notice before Personal Information is transferred or becomes subject to a different privacy policy. Account holders will be notified via email and/or a prominent notice on our Website of any change in ownership or uses of User’s information, as well as any choices Users may have regarding User’s information.
Contact Information
VidHirePro Privacy Officer
VidHirePro Headquarters
VidHirePro Inc.
6216 Baker Road Suite 120
Eden Prairie, MN 55346
info@vidhirepro.com
