Privacy Policy

This Privacy Policy explains how SolaceHire (“we”, “us”, “the Service”) collects, uses, discloses, and protects your personal data. We are committed to complying with the Republic of the Philippines Republic Act No. 10173, also known as the Data Privacy Act of 2012 (DPA), its Implementing Rules and Regulations (IRR), and the European Union General Data Protection Regulation (EU) 2016/679 (“GDPR”) where it applies.

1. Lawful Basis for Processing

We process your personal data based on one or more of the following lawful bases under the DPA:

• Consent: When you voluntarily provide personal information during registration or account setup.
• Contract Performance: When processing is necessary to provide the services you requested (e.g., account creation, job posting, candidate search, subscription features).
• Legitimate Interest: When processing is necessary for our legitimate business operations, such as platform security, fraud prevention, analytics, and service improvement.
• Legal Obligation: When processing is required to comply with applicable laws, regulations, or legal processes.

2. Information We Collect

2.1 Information You Provide

• Account & Profile: Name, email address, company name, website, address, TIN, and contact information.
• Company Branding: Logo, tagline, brand colors, and company description.
• Job Postings: Job title, description, salary, location, requirements, and application data.
• Payment Information: When you purchase a subscription, payment is processed by Stripe. We do not store your full credit card number.
• API Keys: Generated keys for external integrations, stored as hashed values.

2.2 Information Collected Automatically

• Technical Data: IP address, browser type, device information, and usage patterns.
• Usage Data: Pages visited, features used, job searches, and API calls.
• Cookies & Local Storage: Used for authentication, session management, and caching.
• Performance Analytics (optional): If you accept analytics cookies, we collect anonymized page-performance metrics (load times, responsiveness) to improve the product. You can change this choice at any time via the button below.

Manage cookie preferences

3. How We Use Your Information

• To create and manage your account and company profile.
• To provide job posting, candidate search, and application management features.
• To power AI-powered DashScore candidate matching.
• To process subscription payments and manage your subscription tier.
• To deliver webhooks and API integrations.
• To send service-related notifications and job alerts.
• To ensure platform security, prevent fraud, and detect prohibited conduct.
• To analyze usage patterns and improve our services.
• To comply with legal obligations.

4. Candidate Data

When you search for or view candidate profiles through SolaceHire, candidate data is provided by Dash2Career under a data sharing agreement. Candidate data includes profile information, skills, experience, and DashScore rankings. You agree to use candidate data only for legitimate hiring purposes and in compliance with the Data Privacy Act of 2012.

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We share your data only with:

• Cloud Infrastructure: Amazon Web Services (AWS) for hosting, databases, and serverless compute. Data is stored in the Asia Pacific (Singapore) region.
• Payment Processing: Stripe for subscription payments.
• Authentication: AWS Cognito for identity management.
• Candidate Data Provider: Dash2Career for candidate profile and matching data.

6. Data Retention

• Account data: For as long as your account is active. Deleted within 30 days of account deletion.
• Job postings: Retained while active, plus 12 months after closure for analytics.
• Application data: Each employer configures their own application retention period (default 24 months from submission). When the period expires, application data is automatically anonymized or permanently deleted — including CVs and message threads — according to the employer's retention setting. If you consented to extended retention for future openings, the extended period applies instead.
• Transaction records: Retained for 5 years as required by Philippine tax regulations.
• API logs: Retained for 90 days for security and debugging.

7. Data Security

We implement appropriate security measures including encryption in transit (TLS/HTTPS) and at rest (AWS-managed encryption), role-based access controls, and regular security reviews. If a data breach occurs, we will notify the National Privacy Commission and affected data subjects within 72 hours in accordance with the DPA.

8. Your Rights as a Data Subject

Under the Data Privacy Act of 2012, you have the right to be informed, to access, to object, to erasure or blocking, to rectify, to data portability, and to file a complaint with the National Privacy Commission.

To exercise any of these rights, contact us at privacy@solacehire.com. We will respond within 30 days.

9. EU GDPR

Where the GDPR applies to processing of your personal data:

• Controller / Processor roles: Employers using SolaceHire act as data controllers for the personal data of their applicants. SolaceHire acts as a data processor on their behalf, and as a controller only for the limited data we process for our own purposes (account management, billing, security).
• Consent: When an employer requires it, application forms display an explicit privacy-consent checkbox. Consent is recorded with a timestamp, policy version, and submission source. Consent is never a condition hidden in general terms.
• Your rights: You may request access to and a portable export of your data, rectification of inaccurate data, erasure (“right to be forgotten”), restriction of or objection to processing, and withdrawal of consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
• Automated retention: Application data carries a retention expiry date and is anonymized or deleted automatically when it expires — you do not need to submit a request for routine retention cleanup.
• International transfers: Data is hosted on AWS in the Asia Pacific (Singapore) region. Where data is transferred outside the EEA, it is protected by appropriate safeguards.
• Complaints: You have the right to lodge a complaint with your local supervisory authority, in addition to contacting us or the employer concerned.

For GDPR requests relating to a specific job application, you may contact the employer directly (as controller) or email privacy@solacehire.com and we will route your request appropriately.

10. Children’s Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal data from children under 18.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or in-app notification. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

12. Contact

For any questions or requests related to your personal data, contact us at privacy@solacehire.com.