Privacy Policy

1. About This Privacy Policy

The Automatic Office Corp, doing business as MeritoHire ("MeritoHire," "we," "us," or "our"), is a cloud-based recruiting automation platform that provides AI-driven video interview services (the "Services") to employers that have entered into a written agreement with MeritoHire (each a "Client" and collectively "Clients").

At MeritoHire, we take data privacy seriously. This Privacy Policy ("Policy") describes our privacy practices for the activities set out in this Policy, including with respect to users of our website at https://meritohire.com (the "Website"), suppliers, job applicants, and candidates who participate in video interviews conducted through our platform.

Please read this Policy carefully, as it outlines how we collect, use, share, and otherwise process personal information from which an individual (and in some jurisdictions, a household) can be identified ("Personal Data"). Additionally, this Policy outlines your choices and rights with respect to our processing of your Personal Data.

2. Privacy Policy Scope

2.1 Data Processed on Behalf of Clients

This Policy does not apply to Personal Data we process on behalf of our Clients as a data processor or service provider, which:

• Is governed by the agreement(s) we have in place with the applicable Client
• May be processed pursuant to EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) (collectively, the "DPF"), with which MeritoHire complies where applicable
• Is subject to the Client's own privacy policies and data handling practices

We are not responsible for the privacy or data security practices of our Clients, which may differ from those set forth in this Policy.

2.2 Employees and Third-Party Links

This Policy does not apply to employees of MeritoHire. Employee data is handled pursuant to separate policies and agreements.

The Website and Services may contain links to other websites, applications, and services maintained by third parties. The privacy and data protection practices of such third parties are governed by their own privacy policies. Please review the privacy policies of those organizations to better understand their privacy practices.

3. Processing Activities

MeritoHire may process your Personal Data in a number of online and offline circumstances, including, without limitation, when you:

1. Visit the Website
2. Visit our offices
3. Communicate with MeritoHire via email, phone, or other means
4. Interact with MeritoHire as a representative of a company that provides goods or services to MeritoHire
5. Fill out a form online, at a conference, or at an event
6. Register to attend an event or webinar hosted by MeritoHire
7. Access or download content (such as whitepapers, case studies, or product documentation)
8. Apply for a job at MeritoHire
9. Use the Services as a Client recruiter, administrator, or authorized user
10. Participate in a video interview as a candidate through our platform (where processing occurs on behalf of our Client)

4. Collection of Personal Data

4.1 Personal Data That You Provide

The type of Personal Data that we may collect from you directly depends on how you interact with MeritoHire and for what purposes:

Client or Potential Client

If you are a representative of a company that has or is exploring a business relationship with MeritoHire, we may collect your business contact information including, without limitation:

• Full name
• Email address
• Job title and company information
• Mailing address
• IP address and general location
• Telephone number
• Professional information
• Device and usage information
• Unique identifiers and cookie data
• Any other Personal Data that MeritoHire requests or you elect to provide

Potential Job Applicant

As a potential applicant for employment at MeritoHire, the types of Personal Data you may choose to provide include, without limitation:

• Full name and contact information
• Professional and educational information
• Background information included in a CV/resume
• Device and usage information
• Any other Personal Data that MeritoHire requests or you provide

MeritoHire Supplier

As a MeritoHire supplier, the types of Personal Data you may choose to provide include business contact information, professional information, payment and tax information, and any other Personal Data that MeritoHire requests or you elect to provide.

Platform Users (Recruiters and Administrators)

If you are a recruiter or administrator using our Services on behalf of a Client, we may collect:

• Account credentials (username, email, password)
• Full name and contact information
• Role and permissions within the platform
• Usage data and activity logs
• Communication preferences

4.2 Personal Data We Collect from Other Sources

We also collect Personal Data about you from other sources, including:

• Third parties from whom we have purchased business contact information
• Publicly accessible sources such as LinkedIn, company websites, professional network services, and press releases
• Data enrichment services that supplement the information you provide

4.3 Device and Usage Data

When you visit the Website or use our Services, our servers automatically record information that may include Personal Data, such as:

• The web address you came from or are going to
• Your device model and operating system
• The type of web browser you are using
• Your internet service provider or mobile carrier
• Unique device identifiers and IP address
• The duration of your visit and pages visited
• Clickstream data and navigation patterns

4.4 Cookies and Other Tracking Mechanisms

Like many companies, we and our third-party providers use cookies and other technologies to receive and store certain types of information when you interact with us. Using these technologies helps us customize your experience and improve our Services.

Cookie Data

A cookie is a small amount of data that a website stores on your device. We may use:

• Session Cookies: Cookies that last until you close your browser
• Persistent Cookies: Cookies that last until they are deleted by you or your browser

For further information about how cookies work, visit www.aboutcookies.org or www.allaboutcookies.org.

4.5 Video Interview Data (Processed on Behalf of Clients)

The data we process includes:

• Video and Audio Recordings: Video recordings of your interview responses, audio transcriptions, and associated metadata
• AI Analysis Data: Automated transcripts, AI-generated scores and assessments, keyword matching, communication quality metrics, and sentiment analysis (if enabled)
• Technical Data: Device and browser information, video quality metrics, connection stability information
• Resume and Application Data: Resume or CV, work history, educational background, skills and qualifications

This data is processed solely for the purpose of facilitating the hiring process on behalf of our Client. For questions about how your interview data is used, retained, or to exercise your rights regarding this data, please contact the employer (Client) directly.

5. Use of Personal Data

5.1 Purposes for Which We Use Personal Data

We use Personal Data for legitimate business purposes, including:

Providing and Improving Our Services

• To provide, maintain, and improve the Services
• To process and facilitate video interviews
• To generate AI-powered interview questions and analysis
• To integrate with Applicant Tracking Systems (ATS) and other third-party services
• To provide customer support and respond to inquiries
• To detect, prevent, and address technical issues and security threats

Business Operations

• To administer your account and manage our relationship with you
• To process payments and maintain billing records
• To conduct internal research and development
• To analyze usage patterns and optimize the Services
• To perform data analytics and generate aggregated, de-identified statistics

Marketing and Communications

• To send you marketing communications about our Services (with your consent where required)
• To inform you about product updates, new features, webinars, and events
• To conduct surveys and gather feedback
• To personalize your experience

Legal and Compliance

• To comply with applicable laws, regulations, and legal processes
• To enforce our Terms of Service and other agreements
• To protect the rights, property, and safety of MeritoHire, our Clients, and others
• To maintain audit trails and support compliance obligations

5.2 Legal Basis for Processing (EEA, UK, and Switzerland)

If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, our legal basis for processing your Personal Data includes:

• Performance of a Contract: Processing necessary to perform our contract with you or our Client
• Legitimate Interests: Processing necessary for our legitimate business interests (where not overridden by your rights and interests)
• Consent: Where you have provided consent (which you may withdraw at any time)
• Legal Obligation: Where processing is necessary to comply with a legal obligation

6. Sharing of Personal Data

We may share your Personal Data in the following circumstances:

6.1 With Clients

When processing data on behalf of Clients, we share Personal Data (including video interview recordings, transcripts, AI analyses, and resume data) with the Client for whom we are providing Services. The Client controls this data and determines how it is used.

6.2 With Service Providers

We may share Personal Data with third-party service providers who perform services on our behalf, including:

• Cloud hosting and storage providers (e.g., AWS, Azure, Google Cloud)
• AI and machine learning service providers (e.g., speech-to-text APIs, language models)
• Email and communication platforms
• Analytics and performance monitoring tools
• Payment processors
• Security and fraud prevention services

6.3 With ATS and Integration Partners

With your Client's authorization, we may share candidate data with Applicant Tracking Systems and other HR technology platforms with which we integrate (e.g., Workday, Greenhouse, Taleo, iCIMS, SAP SuccessFactors).

6.4 For Business Transfers

If MeritoHire is involved in a merger, acquisition, sale of assets, bankruptcy, or other business transaction, Personal Data may be transferred as part of that transaction. We will provide notice before Personal Data is transferred and becomes subject to a different privacy policy.

6.5 For Legal Reasons

We may disclose Personal Data if required to do so by law or if we believe in good faith that such action is necessary to comply with legal obligations, protect our rights, prevent wrongdoing, or protect public safety.

6.6 We Do Not Sell Your Personal Data

MeritoHire does NOT sell your Personal Data. We do not rent, share, or otherwise disclose your Personal Information to third parties for their direct marketing purposes or any purposes unrelated to providing our Services.

When we share data with service providers (as described in Section 6.2), it is solely to enable them to perform services on our behalf, and they are contractually prohibited from using your data for any other purpose.

The only circumstances in which we share Personal Data are those explicitly described in this Section 6, and none of these constitute a "sale" of data as defined under applicable privacy laws including CCPA.

7. Accessing and Managing Your Personal Data

7.1 Your Rights

Depending on your jurisdiction, you may have the following rights regarding your Personal Data:

• Access: The right to request access to the Personal Data we hold about you
• Correction: The right to request that we correct inaccurate or incomplete Personal Data
• Deletion: The right to request that we delete your Personal Data in certain circumstances
• Restriction: The right to request that we restrict processing of your Personal Data
• Portability: The right to receive your Personal Data in a structured, machine-readable format
• Objection: The right to object to processing based on legitimate interests or for direct marketing
• Withdraw Consent: The right to withdraw consent at any time (where processing is based on consent)
• Lodge a Complaint: The right to lodge a complaint with a supervisory authority

7.2 Exercising Your Rights

To exercise any of these rights, please contact us using the information in Section 11 below. We will respond to your request within the timeframe required by applicable law (typically within 30 days).

7.3 Managing Cookies and Tracking

You can manage cookies through your browser settings. Most browsers allow you to view, delete, and block cookies. Please note that if you disable cookies, some features of our Website and Services may not function properly.

To opt out of Google Analytics, visit: https://tools.google.com/dlpage/gaoptout

7.4 Marketing Communications

You can opt out of receiving marketing emails from us by:

• Clicking the "unsubscribe" link in any marketing email
• Updating your communication preferences in your account settings
• Contacting us at contact@meritohire.com

8. International Data Transfers

MeritoHire is based in the United States. If you are accessing our Services from outside the United States, please be aware that your Personal Data may be transferred to, stored in, and processed in the United States and other countries where we or our service providers operate.

These countries may have data protection laws that are different from the laws of your country. However, we take appropriate steps to ensure that your Personal Data receives an adequate level of protection, including:

• Implementing Standard Contractual Clauses approved by the European Commission
• Relying on adequacy decisions by the European Commission
• Complying with the EU-U.S. Data Privacy Framework, UK Extension, and Swiss-U.S. Data Privacy Framework where applicable
• Obtaining your consent where required by law

9. California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).

9.1 Categories of Personal Information We Collect

We collect the following categories of Personal Information (as defined by California law):

• Identifiers: Name, email address, IP address, device identifiers
• Commercial Information: Purchase history, payment information
• Internet or Network Activity: Browsing history, usage data, interactions with our Services
• Audio/Visual Information: Video interview recordings, photographs (when provided)
• Professional or Employment Information: Resume, work history, skills, job title
• Inferences: Profiles reflecting preferences, characteristics, behaviors, or aptitudes

9.2 Your California Rights

• Right to Know: You have the right to request disclosure of the Personal Information we have collected about you
• Right to Delete: You have the right to request deletion of your Personal Information
• Right to Correct: You have the right to request correction of inaccurate Personal Information
• Right to Opt-Out: You have the right to opt out of the "sale" or "sharing" of your Personal Information for targeted advertising
• Right to Non-Discrimination: You have the right not to receive discriminatory treatment for exercising your CCPA rights

9.3 Exercising Your California Rights

To exercise these rights, please contact us at contact@meritohire.com. We will verify your identity before processing your request.

10. Additional Privacy Information

10.1 Security

MeritoHire employs reasonable and appropriate physical, technical, and administrative security measures designed to protect Personal Data from unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Access controls and authentication mechanisms
• Regular security assessments and vulnerability testing
• Security awareness training for employees
• Incident response and breach notification procedures
• SOC 2 Type II compliance (where applicable)

Please be aware that despite these measures, no data security measures can guarantee 100% security. You are responsible for maintaining the security of your password and account credentials.

10.2 Data Retention

We retain your Personal Data as long as reasonably necessary to fulfill the purposes we collected it for, including for legal, regulatory, tax, accounting, or reporting requirements.

General Retention Periods:

• Client and Business Contact Data: Retained for the duration of the business relationship and for up to 7 years thereafter
• Marketing Data: Retained until you opt out or for up to 3 years of inactivity
• Job Applicant Data: Retained for up to 2 years after the application process concludes
• Website Usage Data: Typically retained for up to 2 years
• Account Data: Retained for the duration of your account and up to 3 years after closure

Candidate Interview Data (Processed on Behalf of Clients):

• Video recordings, transcripts, and AI analyses are retained according to the Client's instructions
• Default retention period: 6 months from interview completion (configurable by Client)
• Clients may configure retention from 30 days to 5 years as permitted by law
• After the retention period, data is automatically deleted or anonymized

10.3 Children's Privacy

MeritoHire does not knowingly collect Personal Data from children under the age of 16 (or under 13 in the United States). Our Services are directed at employers and job candidates who are of legal working age.

If we discover that we have inadvertently collected Personal Data from a child, we will promptly delete such Personal Data from our systems. If you are a parent or guardian and believe that your child has provided us with Personal Data, please contact us at contact@meritohire.com.

10.4 Changes to This Privacy Policy

We reserve the right to change or update this Policy at any time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes to this Policy, we will:

• Update the "Last Updated" date at the top of this Policy
• Post the updated Policy on our Website
• Provide notice through the Services or by email (for material changes)

We encourage you to periodically review this Policy to stay informed about our privacy practices.

11. Contact MeritoHire

11.2 Data Protection Officer

For inquiries specific to data protection and GDPR compliance, you may reach our Data Protection Officer using the contact information above.

12. Jurisdiction-Specific Provisions

12.1 Canada

If you are a resident of Canada, the following additional terms apply:

• Accountability: We are responsible for Personal Data under our control, including Personal Data transferred to third parties
• Access and Correction: Upon written request and authentication of identity, we will provide you with access to your Personal Data within 30 days
• Complaints: If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca

12.2 Australia

If you are a resident of Australia, the following additional terms apply under the Privacy Act 1988 (Cth):

• Australian Privacy Principles: We comply with the Australian Privacy Principles
• Overseas Disclosure: Where we disclose Personal Information to overseas recipients, we take reasonable steps to ensure compliance
• Complaints: You may contact the Office of the Australian Information Commissioner at www.oaic.gov.au

12.3 Brazil

If you are a resident of Brazil, the following additional terms apply under the Lei Geral de Proteção de Dados (LGPD):

• You have the right to confirm the existence of processing, access, correct, anonymize, delete, port, and obtain information about your Personal Data
• You may revoke consent and lodge complaints with the Autoridade Nacional de Proteção de Dados (ANPD)