logo

Conduit Privacy Policy

Effective Date: 28th July 2025

Last Updated: 28th July 2025

1. INTRODUCTION

Conduit Jobs. We are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our job application tracking platform and related services.

Your privacy matters to us. We are transparent about our data practices and offer meaningful choices about how your information is used.

1.1 Scope of This Policy

This Privacy Policy applies to all information collected through:

  • Our website conduitjobs.io
  • Our mobile applications (iOS and Android)
  • Our API and integrations with third-party services
  • Customer support communications
  • Marketing and promotional activities

1.2 Contact Information

Data Controller:

Company: Conduitjobs
Address: 12804 Stanford Dr, Austin

Data Protection Officer: Not applicable at this stage.

EU Representative: Not applicable, as Conduitjobs does not currently target users in the European Union.

Note: Conduitjobs is an early-stage platform currently operating with a small team. While we aim to respond to all inquiries as quickly as possible, please understand that response times may vary. At this time, we do not offer phone support — all communication should be directed to our email contacts listed above.

2. INFORMATION WE COLLECT

2.1 Information You Provide Directly

Account Information:

  • Full name
  • Email address and mobile number
  • Password and security preferences
  • LinkedIn, GitHub, and personal website links (if provided)
  • Uploaded profile photo (optional)

Job Search Content:

  • Resume (uploaded files) and archived documents
  • Cover letters and writing samples (if uploaded)
  • Tags or labels on files (e.g., “PM”, “SWE”)
  • Calendar/scheduling data (if connected)
  • Job-related email content (parsed with your consent)
  • Application progress metadata (status, stage, employer)

Communications:

  • Messages sent via the in-app contact form
  • Customer support inquiries and responses
  • Feedback and suggestions submitted through the platform

2.2 Information We Collect Automatically

Usage Data:

  • Pages visited and features interacted with
  • Time spent on different sections
  • Click patterns and navigation behavior
  • Search queries and filter selections

Device & Technical Information:

  • Browser and application version
  • Device type, operating system, and browser type
  • IP address and general location (city/state)
  • Screen resolution and display capabilities
  • Network connection information
  • Unique device identifiers

Email Integration Data (with your consent):

  • Email metadata (sender, subject line, timestamps)
  • Email content related to job applications
  • Attachment information and file types
  • Conversation threads and response history
  • Parsed data used to track application status
  • Calendar/scheduling details if synced

2.3 Information from Third Parties

Email Service Providers:

  • OAuth authentication tokens
  • Email content and metadata (with your explicit consent)
  • Calendar information for interview scheduling
  • Contact lists for employer communication tracking

Payment Processors:

  • Transaction confirmations and payment status
  • Billing address and payment method details (tokenized)
  • Fraud prevention and security verification data

3. HOW WE USE YOUR INFORMATION

3.1 Primary Service Provision

Job Application Tracking

  • Organize and categorize your job applications
  • Track application status and important deadlines
  • Provide centralized document management

Resume Performance Insights

  • Track which resumes lead to interviews or job offers
  • Help you understand resume effectiveness based on outcomes
  • Highlight resume patterns correlated with positive results

AI-Powered Features (with your explicit consent)

  • Process email content to identify job-related communications
  • Extract relevant details (e.g., company names, positions, dates)
  • Automatically categorize and update application statuses
  • Provide intelligent recommendations and insights
  • Generate automated reminders and notifications

Communication and Support

  • Send service-related notifications and updates
  • Provide customer support and technical assistance
  • Communicate about new features and improvements
  • Manage billing and subscription settings (if applicable)

Coming Soon – Resume Optimization (Paid Feature)

  • Personalized resume feedback and suggestions using AI
  • Identify areas for improvement based on historical performance
  • Help users strengthen their resumes to improve job outcomes

3.3 Special Categories of Personal Data

We do not currently process special categories of personal data (such as health or racial/ethnic information) as defined by Article 9 of the GDPR. Should we introduce features involving such data in the future (e.g., accessibility accommodations or diversity analytics), we will request your explicit consent and implement the necessary safeguards as required by applicable law.

4. AI AND AUTOMATED PROCESSING

4.1 Artificial Intelligence Features

Email Processing AI

  • Identify job application-related messages
  • Extract company names, position titles, and dates
  • Categorize emails by application stage
  • Detect important deadlines and action items
  • Generate automated status updates

Automated Decision-Making

  • Spam detection and content filtering
  • Fraud prevention in payment processing
  • Application categorization and document organization
  • Reminder scheduling and notification timing

Note: No fully automated decisions are made that have legal or similarly significant effects.

4.2 Your Rights Regarding Automated Processing

Right to Human Review

  • You can request a human review of any automated decision
  • We will explain the logic involved
  • You may challenge or request modification of automated outcomes

Right to Opt Out

  • You can disable AI-based email processing at any time
  • Manual tracking features will remain fully available
  • Opting out does not affect your account status or access

Transparency and Explanation

  • We provide clear information about how our AI systems function
  • You can request details about the factors influencing automation
  • We explain the significance and potential consequences of automated processing

4.3 AI Bias Monitoring and Fairness

We are committed to building fair and unbiased AI systems, especially in the context of job search support.

Bias Prevention Measures

  • Regular testing to reduce the risk of discriminatory outcomes
  • Use of diverse training data and fairness-aware design practices
  • Internal monitoring of decision patterns across demographic groups
  • Corrective actions taken when potential bias is detected

Algorithm Auditing (Early-Stage Commitment)

  • Periodic internal reviews of model performance and accuracy
  • Documentation of how AI features are developed and tested
  • Transparency reporting on system behavior
  • Continuous improvement based on findings and user feedback

5. HOW WE SHARE YOUR INFORMATION

We do not sell your data. We only share it with trusted third-party service providers under carefully controlled circumstances to support our platform and operations. These providers are contractually obligated to protect your data and only use it as necessary to perform their services.

5.1 Service Providers and Processors

  • Cloud Infrastructure Providers
    • Data hosting and storage
    • Backup and disaster recovery
    • Content delivery networks (CDNs)
    • Database management
  • Payment Processing
    • Payment gateways and billing platforms
    • Fraud detection and risk management
    • Subscription management
    • Tax and compliance reporting
  • Communication Services
    • Email delivery and customer support tools
    • SMS and push notification platforms
    • Video conferencing for support
  • Security and Analytics
    • Threat detection and incident monitoring
    • Usage analytics and error tracking
    • Legal compliance and performance audits

5.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your data may be part of the transfer. We will:

  • Provide notice before any transfer occurs
  • Ensure equivalent privacy protections are maintained
  • Allow you to delete your data before transfer
  • Honor any existing opt-out preferences

6. DATA RETENTION

6.1 General Retention Principles

  • Account information: Retained for the duration of your subscription plus 5 years
  • Email processing data: Retained for 90 days unless longer retention is consented to with payment
  • Usage analytics: Retained for 24 months from collection
  • Support communications: Retained for up to 7 years if required for legal purposes

6.2 Automatic Deletion

  • Data is flagged for deletion once the retention periods expire
  • Users are notified before deletion occurs
  • Backups are purged according to retention schedules
  • Legal hold procedures may override automatic deletion when required

6.3 User-Initiated Deletion

  • You may delete your account at any time
  • Personal data is deleted within 30 days of account closure
  • Some information may be retained to meet legal obligations
  • Anonymized usage data may be kept for performance and analytics

7. YOUR PRIVACY RIGHTS

7.1 California Consumer Privacy Act (CCPA/CPRA) Rights

Right to Know

  • What personal information we collect and why
  • The sources of that information
  • The business or commercial purpose for collecting it
  • The third parties we share it with

Right to Delete

  • Request deletion of the personal information we collected
  • Some exceptions may apply (e.g. legal or operational needs)
  • You’ll receive confirmation once deletion is completed

Right to Correct

  • Request correction of inaccurate personal information
  • We'll make reasonable efforts to update it across our systems
  • We notify third parties when required

Right to Opt-Out

  • We do not sell your personal information
  • You can opt out of targeted advertising and data sharing
  • We honor opt-out preference signals where technically possible

Right to Limit Use of Sensitive Information

  • Limit the use of sensitive data to only what's necessary
  • Includes government IDs, financial details, and health info

7.2 Additional State Privacy Rights

Residents of Virginia, Colorado, Connecticut, Utah, and other states have rights similar to those under the GDPR, including:

  • The right to access, correct, delete, and transfer your personal data
  • The right to opt out of targeted advertising and profiling
  • The right to appeal decisions regarding denied privacy rights requests
  • Protection from discrimination for exercising privacy rights

7.3 Exercising Your Rights

How to Submit a Request:

  • Online: Visit our help desk portal at Conduit Help
  • Email: support@conduitjobs.io

Verification:

  • We verify your identity before processing your request
  • Some requests may require additional documentation or proof of authorization
  • Requests will receive a response within 30 days

Fees:

  • The first request within 12 months is free
  • A reasonable fee may apply for excessive or repetitive requests — we’ll notify you in advance if this applies

8. DATA SECURITY

8.1 Technical Safeguards

Encryption

  • Data in transit is encrypted using TLS 1.3
  • Data at rest is encrypted using AES-256
  • End-to-end encryption is used for sensitive communications
  • Encryption key management and rotation procedures are in place

Access Controls

  • Multi-factor authentication is required for all admin accounts
  • Role-based access controls follow the principle of least privilege
  • Regular access reviews and permission audits
  • Automated account lockouts for suspicious activity

Infrastructure Security

  • Regular security assessments and penetration testing
  • Network segmentation and firewall protection
  • Intrusion detection and monitoring systems
  • Secure software development lifecycle (SDLC) practices

8.2 Organizational Safeguards

Employee Training

  • Ongoing privacy and security training for all staff
  • Specialized training and background checks for personnel handling sensitive data
  • Clear internal policies for data handling and incident response

Vendor Management

  • Security due diligence for all vendors
  • Data processing agreements with equivalent protections
  • Regular audits of vendor security practices
  • Incident notification clauses included in vendor contracts

8.3 Incident Response

Data Breach Procedures

  • Containment and assessment within 1 hour of detection
  • Risk evaluation and evidence preservation within 4 hours
  • Regulatory notifications within 72 hours when required
  • Prompt individual notification for high-risk breaches

Business Continuity

  • Regular, tested data backups
  • Disaster recovery plans with defined recovery time objectives
  • Redundant systems and failover capabilities
  • Routine testing of all recovery systems

9. CHILDREN'S PRIVACY

9.1 Age Restrictions

Our services are not intended for children under 18 years of age. We do not knowingly collect personal information from individuals under 18.

  • We will immediately delete any information collected from a child
  • We will take steps to prevent future collection from the same source
  • We will notify parents or guardians where legally required
  • We will implement additional safeguards to prevent recurrence

9.2 Parental Rights

If you believe we have collected information from a child under 18, please contact us:

  • Email: privacy@conduitjobs.io
  • Provide details about the child and the information collected
  • We will investigate and respond within 48 hours
  • We will delete the information and take corrective action

10. COOKIES AND TRACKING TECHNOLOGIES

10.1 Types of Cookies We Use

Essential Cookies

  • Authentication and session management
  • Security and fraud prevention
  • Basic site features and functionality
  • Load balancing and performance optimization

Analytics Cookies

  • Usage statistics and performance metrics
  • Error tracking and diagnostics
  • Feature usage and behavior analysis
  • A/B testing and product improvements

Preference Cookies

  • UI customization and display preferences
  • Language and region settings
  • Accessibility accommodations

10.2 Third-Party Tracking

Analytics Providers

  • Usage tracking and performance monitoring
  • Conversion tracking for marketing attribution
  • Custom analytics to support product development

Marketing and Advertising

  • Marketing attribution and performance measurement
  • Social media integration widgets
  • Customer support chat systems

11. MARKETING COMMUNICATIONS

11.1 Types of Communications

Service-Related (Non-Marketing)

  • Account notifications and security alerts
  • Billing and subscription updates
  • Feature announcements and service changes
  • Customer support communications

Marketing Communications (Opt-In)

  • Product updates and new feature announcements
  • Educational content and best practices
  • Industry insights and career advice
  • Promotional offers and discounts

11.3 CAN-SPAM Compliance

  • Accurate header information and subject lines
  • Clear identification as promotional content
  • Physical postal address in all commercial emails
  • One-click unsubscribe functionality
  • Processing of opt-out requests within 10 business days

12. ACCESSIBILITY AND ACCOMMODATIONS

  • Large print, audio, and translated versions of key documents upon request
  • Screen reader-friendly formatting
  • Keyboard navigation and WCAG 2.1 AA-compliant web interfaces
  • Personalized accommodations processed securely and shared only with relevant personnel

To request assistance, please contact us at support@conduitjobs.io.

13. CHANGES TO THIS PRIVACY POLICY

13.1 Policy Updates

  • Changes in applicable laws or regulations
  • Introduction of new features or services
  • Enhancements to security or privacy practices
  • Feedback from users or regulatory authorities

13.2 Notice of Changes

Significant Changes

  • Email notifications at least 30 days before changes take effect
  • Prominent notice displayed on website and mobile apps
  • Clear explanation of the changes and their impact
  • Opportunity for users to object or withdraw consent

Minor Updates

  • “Last Modified” date updated on the policy
  • Notice included in the next regular user communication
  • Updated policy posted on our website
  • Continued use indicates acceptance of minor changes

13.3 Your Options When We Update

  • Review the updated policy to understand the changes
  • Reach out with any questions or concerns
  • Exercise your rights under the current policy before changes
  • Object to or decline the changes where applicable

14. CONTACT US

14.1 Privacy Questions and Requests

General Inquiries: info@conduitjobs.io

Media & Partnerships: socials@conduitjobs.io

Privacy Rights / Customer Support: support@conduitjobs.io

Online Portal: Conduit Help

Note: Conduit does not currently maintain a physical mailing address.

14.2 Response Times

  • Standard Inquiries: 5 business days
  • Privacy Rights Requests: 30 days (extendable to 60 days for complex cases)
  • Data Breach Notifications: Immediate for high-risk breaches
  • Legal Compliance Requests: As required by law

Last Updated: 28th July 2025
Effective Date: 28th July 2025

This Privacy Policy is in English. Translations may be provided for convenience, but the English version controls in case of any conflict.