Brilliant Hires Privacy Policy

1.1 This Privacy Policy explains how Brilliant Hires, accessible at www.brillianthires.com, collects, uses, stores, and shares personal information. We believe in transparency and protecting the privacy of everyone who interacts with our platform. This document serves as a clear guide for understanding what happens to your

1.2 Audience and Coverage

This Privacy Policy applies to all users of the Brilliant Hires platform, including:

  • Candidates who create profiles, apply to jobs, and engage with employers

  • Employers who post jobs, manage applications, and interact with candidates

  • Site visitors who browse the platform without registering

It covers all use of our website and mobile services, including any tools, communication features, dashboards, or integrated third-party systems used in connection with the platform.

1.3 Key Definitions

To help you better understand the content of this policy, here are a few important terms we will use throughout:

  • Personal Data: Any information that identifies you directly or indirectly, such as your name, contact details, resume, or IP address.

  • Candidate: A registered user seeking job opportunities, who creates a professional profile and may apply to job listings on the platform.

  • Employer: A registered user or company representative who posts job vacancies, manages applications, and interacts with candidates.

  • Platform: The Brilliant Hires website, mobile version, and all features, tools, or services provided through it.

  • Processing: Any action performed on Personal Data, including collection, storage, use, sharing, or deletion.

2. What Data We Collect

Brilliant Hires collects a variety of information to provide, improve, and secure our platform. The data we collect falls into three categories: information you provide directly, information collected automatically, and information we receive from third-party sources. Each category is outlined below in detail.

2.1 Data You Provide Directly

We collect personal data that you actively submit when interacting with the platform. This includes, but is not limited to:

Candidate Data

  • Profile details: Full name, profile picture, professional headline, contact information (email, phone), location, and language preferences.

  • Employment history: Job titles, company names, employment dates, responsibilities, achievements, and work samples.

  • Education: Institution names, degrees earned, fields of study, academic achievements, and graduation dates.

  • Skills and certifications: Technical and soft skills, certifications, licenses, or accreditations relevant to your professional profile.

  • Projects and awards: Descriptions of personal or professional projects you have worked on, along with recognitions or awards received.

  • Profile status settings: Visibility preferences such as enabling or disabling Ghost Mode.

Employer Data

  • Company profile information: Business name, logo, industry, company description, website, location, and contact details.

  • Job listings: Job titles, descriptions, requirements, compensation ranges, application deadlines, and any custom application questions.

  • Team members: Personally identifiable information about team members.

Account and Communication Data

  • Account credentials: Username, password (encrypted), and account settings.

  • Messages: Content of messages sent between candidates and employers via the platform.

  • Reviews and feedback: Reviews written about employers or candidates, and ratings or endorsements given.

Payment Information

  • Billing and subscription data: When you purchase a premium plan (such as a Featured Profile or Employer Package), we collect billing information such as your name, payment method, and billing address. Payment card details are handled securely through a third-party payment processor and are not stored on Brilliant Hires servers.

By submitting this information, users consent to its use in delivering the platform’s core functionality, such as applying to jobs or contacting candidates.

2.2 Data Collected Automatically

In addition to the data you provide, we also collect certain information automatically when you use Brilliant Hires. This helps us maintain security, understand usage patterns, and improve the platform.

Technical Data

  • Device information: Type of device, operating system, browser type, screen resolution, and language settings.

  • IP address and location data: Automatically captured to help detect suspicious activity and optimize performance based on regional demands.

Usage Data

  • Log files: Information about your activities on the platform such as time stamps, pages visited, search queries, clicks, scrolls, and session duration.

  • Application activity: Actions taken on job posts, including saving, viewing, sharing, and applying.

  • Communication activity: Data on when messages are opened or replied to.

  • Interaction tracking: Candidate views on employer’s job listings and employer views on candidate’s profile.

Cookies and Tracking Technologies

  • Cookies: Small files stored on your device that help recognize you on future visits, keep you logged in, store preferences, and serve relevant content.

  • Analytics tools: Services like Google Analytics may be used to understand how users interact with the platform.

  • Pixel tags and local storage: Used for performance tracking and behavior insights.

This automated data collection allows us to personalize your experience, deliver job alerts, monitor platform health, and detect potential misuse.

2.3 Data from Third Parties

We may also receive limited personal data from trusted third-party sources, which helps verify user identities and enhance platform functionality.

Identity and Verification Services

  • In certain cases, we may use third-party services to confirm the validity of employers’ contact details or candidate credentials. This includes address verification, email authentication, and phone number validation.

Payment Processors

  • When you make payments for subscription plans, your financial transactions are processed through secure third-party vendors such as Stripe or PayPal. These vendors may provide us with transaction confirmation, payment status, and user IDs for account verification.

Social Sign-In and Authentication

  • If you choose to register or sign in using a third-party account (such as Google or LinkedIn), we may receive limited profile data such as your name, email address, and profile picture from those services. This information is used solely to set up your Brilliant Hires account and streamline login.

All third-party data is handled in accordance with this Privacy Policy and relevant data protection laws. We only collect what is necessary to provide services and will never purchase or resell data from external sources.

 

3. How We Use Your Data

Brilliant Hires uses the data we collect to provide core services, improve the quality and functionality of the platform, and communicate relevant updates. All data usage is guided by applicable privacy laws and based on either contractual necessity, legitimate interest, or your explicit consent.

3.1 Core Service Delivery

We process your personal data to deliver the essential services of the Brilliant Hires platform. These functions include:

Profile Matching and Discovery

  • We use your profile data (such as skills, experience, job preferences, and location) to match you with job listings and suggest candidates to employers.

  • Our search and ranking algorithms rely on factors like profile completeness, user activity, and featured status to determine visibility and order in search results.

Job Applications and Candidate Management

  • When you apply to a job, your data is shared with the employer for evaluation.

  • Employers use your submitted data to review, shortlist, contact, and schedule meetings with you as part of the recruitment process.

User Communication

  • Data is used to facilitate messaging between candidates and employers within the platform.

  • We also notify users of important account activities, such as new applicants, job application status updates, and profile messages.

These data uses are necessary to fulfill the services you expect from us as part of your engagement with the platform, whether you are a candidate or an employer. They are also part of our legitimate interest in maintaining a secure and effective job-matching environment.

3.2 Analytics and Product Improvement

We process data in aggregated and anonymized forms to better understand how the platform is used and to improve functionality. These include:

Performance Analytics

  • We collect and analyze overall usage data such as page views, click patterns, login times, and search behavior to monitor performance and enhance user experience.

A B Testing and User Experience Experiments

  • We may use anonymized or pseudonymized data to test new features, layout changes, or interaction flows to determine what best supports users in finding jobs or hiring candidates.

Employer Reporting

  • Employers receive insights such as job listing views, application counts, and candidate interest over time. These metrics are aggregated and do not expose any identifiable candidate data unless it’s explicitly a part of the application process.

Where possible, we anonymize or pseudonymize data during analysis to protect user identity. All insights are used to refine existing tools, reduce friction in hiring workflows, and inform new features that serve the platform community.

3.3 Marketing and Notifications

We use certain data to provide optional communications that keep you informed and help you make the most of Brilliant Hires.

Job Alerts and Saved Searches

  • If you opt in, we send email notifications based on your saved search criteria to inform you of new job listings that match your preferences.

Newsletters and Platform Updates

  • You may receive newsletters containing career tips, platform updates, and industry insights. These are sent only if you have opted to subscribe.

Promotional Messages

  • From time to time, we may offer special features, premium services, or event invitations via email. You will only receive these if you have given explicit consent.

You are always in control of these communications. Each email includes an unsubscribe link, and you can also manage notification preferences directly from your user dashboard. Opting out of marketing messages does not affect your ability to receive important service notifications, such as job application confirmations or account alerts.

4. Legal Bases for Processing

Brilliant Hires processes your personal data in accordance with recognized legal grounds that justify each type of data use. These legal bases ensure that data is handled responsibly, lawfully, and only when necessary to provide the services we offer or to comply with regulatory requirements.

The specific legal bases we rely on include contractual necessity, legitimate interests, your consent, and legal obligation.

4.1 Contractual Necessity

We process personal data when it is required to fulfill a contract between you and Brilliant Hires. This includes:

  • Allowing candidates to register, create profiles, and apply for jobs

  • Enabling employers to create company profiles, post job listings, and manage applications

  • Supporting communication and messaging between candidates and employers

  • Delivering services tied to your subscription plan or premium account

Without this processing, we would not be able to provide the core services you expect when you sign up and use the platform.

4.2 Legitimate Interests

Certain data uses are necessary for the legitimate interests of Brilliant Hires or third parties, provided those interests do not override your fundamental rights and freedoms. These include:

  • Improving platform performance and user experience through analytics and A B testing

  • Preventing fraud, spam, and misuse of the platform

  • Suggesting jobs to candidates or candidate profiles to employers based on relevance

  • Ensuring account and platform security, including monitoring unusual or unauthorized activities

  • Sending transactional notifications (e.g., application status changes or profile views)

We assess each legitimate interest carefully and apply safeguards such as pseudonymization or opt-out mechanisms where appropriate.

4.3 Consent

We request your explicit consent for processing activities that are not strictly necessary for service delivery or legitimate interests. These include:

  • Sending promotional emails, newsletters, and marketing content

  • Enabling job alerts based on your saved searches or preferences

  • Displaying certain optional profile elements or testimonials

  • Integrating third-party account data when using social sign-in features

You can withdraw your consent at any time by adjusting your account settings or using the unsubscribe link in any marketing email. Withdrawing consent does not affect the lawfulness of processing based on consent before it was withdrawn.

4.4 Legal Obligation

We may process your personal data where required to comply with applicable laws and regulatory obligations. Examples include:

  • Retaining transaction records for accounting and tax compliance

  • Responding to lawful requests from courts, regulators, or law enforcement

  • Cooperating with investigations into fraud, harassment, or platform misuse

  • Meeting age verification or labor-related compliance where relevant

These obligations are imposed by law and may require us to retain or disclose certain data regardless of your account status or preferences.

5. Data Sharing and Disclosure

Brilliant Hires shares personal data only when necessary to operate the platform effectively, to provide services you have requested, or to meet legal obligations. We do not sell your personal data. Below, we explain the different scenarios where data may be shared, who receives it, and under what conditions.

5.1 Sharing with Employers

If you are a candidate, your profile may be shared with employers in two ways:

1. When You Apply to a Job

  • When you apply to a job, your profile and any attached information (such as your resume, contact details, and application responses) are shared directly with the employer who posted that job.

2. When You Appear in Search Results

  • Employers with an active subscription can search the candidate directory. If your profile is set to visible, it may appear in those search results based on relevance factors like skills, experience, or location.

Ghost Mode and Visibility Settings

  • If you enable Ghost Mode, your profile will not appear in any employer searches or listings. It is fully hidden from all employers unless you directly apply to a job, in which case only that employer sees your data.

  • You can manage your visibility preferences at any time in your profile settings.

5.2 Service Providers

We share limited data with trusted third-party service providers who help us deliver, secure, and maintain the platform. These include:

  • Hosting providers who manage our servers and databases

  • Analytics tools that help us understand platform usage (such as Google Analytics)

  • Payment processors who handle subscription transactions securely (e.g., Stripe or PayPal)

  • Identity verification services that help us confirm the legitimacy of employers or users

  • Email and notification services used to send platform updates or alerts

All service providers operate under strict contractual agreements that require them to safeguard your data, use it only for specified purposes, and comply with applicable privacy laws.

5.3 Publicly Available Information

Some elements of the platform are publicly accessible, meaning they can be viewed by anyone, including users who are not logged in. These include:

  • Candidate reviews

  • Verified company profiles with badges that confirm identity checks

  • Job postings created by employers, including basic company information associated with the listing

Candidates can control the public visibility of their account within their profile settings. We encourage users to be mindful of what they choose to display publicly.

6. Cookies and Similar Technologies

Brilliant Hires uses cookies and similar tracking technologies to provide a better user experience, secure the platform, and understand how visitors interact with our services. This section explains what types of cookies we use, their purpose, and how you can control them.

6.1 What Cookies Are Used

Cookies are small text files stored on your device when you visit a website. They allow the platform to remember your actions and preferences over time.

We use the following categories of cookies on Brilliant Hires:

Type Description
Essential Required to log in, navigate the site, and access secure areas.
Preference Store your language, display, or other user settings to enhance experience.
Analytics Help us understand user behavior, such as which pages are visited most often.
Security Used to detect and prevent unauthorized access, spam, and abuse.
Notification Manage alerts such as job matches, application updates, or unread messages.

6.2 Purposes (Authentication, Preferences, Analytics)

Cookies serve several important purposes that support both user experience and platform functionality:

  • Authentication: Remember your login status so you can stay signed in securely between sessions.

  • Preferences: Maintain your settings, such as language choice, or saved filters.

  • Analytics: Collect aggregated data about how the site is used, helping us improve performance, fix bugs, and enhance features.

  • Security: Identify suspicious activity, prevent fraudulent access, and maintain account integrity.

  • Communication: Ensure delivery of job alerts, application updates, and relevant platform notices.

These technologies do not access or store sensitive personal information unless you have provided it as part of your interaction with the platform.

6.3 Controls and Choices

You have full control over how cookies are used in your browser. Here’s how you can manage or disable cookies:

  • Browser Settings: Most browsers allow you to block or delete cookies through your settings. You can usually find these options in the Privacy or Security section of your browser.

  • Third-Party Tools: You can opt out of many analytics cookies through tools such as Google Analytics Opt-out.

  • Site Preferences: Some cookie preferences can be managed directly within your Brilliant Hires account settings, especially for notifications and alerts.

Please note that disabling essential cookies may impact your ability to use core features, such as logging in or applying to jobs.

7. Data Retention

Brilliant Hires retains your personal data only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, and support platform functionality. This section explains how long data is stored and what happens to it when it is no longer needed.

7.1 Retention Periods

We apply different data retention periods depending on the status of your account and the type of data involved.

Active Accounts

  • As long as your account is active, your data including your profile, job applications, messages, and account settings is retained to support continuous access and service delivery.

  • This ensures that your information is available whenever you log in, apply for jobs, or engage with employers.

Inactive Accounts

  • If your account remains inactive for 24 months (no logins, applications, or messages), we may notify you before marking it as dormant.

  • Dormant accounts may have their data archived or removed unless you take action to reactivate them.

Deleted Accounts

  • When you delete your account, we begin a data removal process within 30 days.

  • Some non-personal data (such as anonymized analytics) may be retained for internal research or compliance purposes.

Backup Archives

  • Backups containing fragments of your data may be retained securely for up to 90 days for disaster recovery purposes.

  • These are stored in a way that prevents unauthorized access and are automatically purged after the retention period ends.

7.2 Deletion and Anonymization

We use secure and responsible data handling practices to ensure your information is removed or de-identified when it is no longer needed.

Secure Deletion

  • Personal data is permanently deleted from active databases and storage systems using industry-standard methods that prevent recovery.

  • Deletion requests are processed within a reasonable timeframe, typically within 30 days of confirmation.

Anonymization

  • In cases where full deletion is not required (such as for analytical or historical reporting), personal identifiers are removed and the data is anonymized.

  • Once anonymized, the data no longer contains any information that can be linked back to you as an individual.

These practices ensure that your data does not persist indefinitely and is handled responsibly in compliance with data protection standards.

8. Security Measures

Brilliant Hires is committed to protecting your personal data through a combination of technical safeguards, internal procedures, and response plans. While no system is entirely immune to risk, we take every reasonable step to secure your information and respond effectively in the event of a security incident.

8.1 Technical Safeguards

We employ industry-standard technologies to protect your data during transmission and storage. These include:

  • Encryption: Personal data is encrypted both in transit (when moving between your device and our servers) and at rest (when stored in our databases).

  • Secure connections: All data transfers occur over HTTPS, which ensures that communications between your browser and our servers are encrypted and secure.

  • Access controls: Systems are protected by role-based access, meaning only authorized staff members can access personal data, and only to perform specific tasks.

  • Infrastructure monitoring: We continuously monitor platform infrastructure for suspicious activity, service interruptions, and unauthorized access attempts.

These measures help protect against data loss, unauthorized access, and potential abuse of the system.

8.2 Organizational Policies

We maintain strict internal policies and procedures to support the safe handling of user data.

  • Employee training: Staff members receive training on privacy practices, data protection responsibilities, and how to recognize and report security risks.

  • Data minimization: We limit access to personal data to only those employees or service providers who need it to perform their roles.

  • Vendor vetting: All third-party providers undergo a review process to ensure they meet appropriate security and data handling standards.

  • Confidentiality agreements: Employees and contractors are bound by confidentiality agreements that require them to protect user data as part of their role.

These policies are reviewed and updated regularly to reflect evolving risks and best practices.

8.3 Incident Response

We have a structured process in place to detect, assess, and respond to potential data breaches or security incidents.

  • Rapid response protocols: If a security incident is detected, our internal response team is activated immediately to contain the threat and assess its scope.

  • User notification: If a data breach occurs that poses a significant risk to your privacy, we will notify you promptly with details about what happened, what data may have been affected, and what steps you can take.

  • Regulatory compliance: Where required, we also inform relevant data protection authorities in accordance with applicable laws and response timelines.

We test and improve our incident response procedures regularly to ensure readiness and reduce impact in case of an unexpected event.

9. Your Rights and Choices

Brilliant Hires respects your right to control your personal data. Depending on your location and the applicable data protection laws (such as the General Data Protection Regulation (GDPR) in the European Union or PIPEDA in Canada), you may be entitled to exercise specific rights concerning your personal data.

This section explains your rights and how to request actions related to your data.

9.1 Access and Portability

You have the right to:

  • Request access to the personal data we hold about you

  • Receive a copy of that data in a structured, commonly used, and machine-readable format

  • Request that we transfer your data directly to another service provider, where technically feasible

To request a data export, you can contact our support team by submitting a support ticket email. We aim to respond to access and portability requests within 30 days.

9.2 Correction

You have the right to:

  • Update or correct inaccurate or incomplete information we hold about you

Most of your personal data, including your profile, skills, and job experience, can be updated at any time directly through your account settings. If you are unable to make a specific change or correction, you can contact us and we will assist you promptly.

9.3 Deletion

You may request the deletion of your personal data in the following cases:

  • If the data is no longer needed for its original purpose

  • If you withdraw your consent (for data processed based on consent)

  • If the data was collected unlawfully

  • If you simply wish to close your account and remove your profile from the platform

You can delete your account from your profile settings. Once deleted, your data is removed from active systems and scheduled for secure deletion within 30 days, subject to backup retention periods and legal obligations.

9.4 Objection and Restriction

You have the right to:

  • Object to the processing of your data based on legitimate interests (such as profiling or personalized job suggestions)

  • Request a restriction on how your data is used in situations where accuracy is contested or the data is no longer needed for processing but must be retained for legal purposes

If you file an objection, we will assess whether our processing has overriding legitimate grounds. If not, we will respect your request and cease or limit processing as appropriate.

9.5 Withdraw Consent

Where we rely on your consent for specific types of data processing (such as marketing emails or job alerts), you have the right to withdraw that consent at any time.

You can withdraw consent by:

  • Clicking “unsubscribe” in any promotional email

  • Updating your notification preferences in your account settings

  • Contacting us directly with your request

Withdrawing consent does not affect the lawfulness of any processing carried out before your request.

If you would like to exercise any of these rights or have questions about your personal data, you can contact us from our contact us page. We may ask you to verify your identity before processing certain requests to ensure data security.

10. International Transfers

Brilliant Hires operates globally, which means your personal data may be transferred to and stored in countries outside of your home jurisdiction. We are committed to ensuring that all international data transfers comply with applicable data protection laws and provide a consistent level of protection regardless of location.

10.1 Hosting Locations

Our primary servers and data infrastructure are located in the United States, with additional support systems or service providers possibly operating in other countries such as Canada, the United Kingdom, or within the European Economic Area (EEA).

When you use the Brilliant Hires platform, your data may be processed in one or more of these locations. This applies to both candidate and employer data submitted through the platform, as well as data generated automatically through usage.

10.2 Safeguards

When we transfer personal data across borders, we implement recognized legal safeguards to ensure your information receives an adequate level of protection, regardless of the hosting country.

These safeguards include:

  • Standard Contractual Clauses (SCCs): Where required, we enter into legally binding contracts with our service providers using the European Commission’s approved SCCs. These clauses create obligations to protect data in accordance with EU standards.

  • Adequacy Decisions: If your data is transferred to a country that has been formally recognized by the European Commission or another relevant authority as providing adequate protection (such as Canada), we rely on that adequacy decision as a lawful basis for the transfer.

  • Data Processing Agreements: All service providers handling data on our behalf are contractually obligated to maintain strict security practices and comply with privacy regulations.

We continuously monitor international data protection developments to ensure that all cross-border data transfers remain lawful, secure, and transparent.

11. Children’s Privacy

Brilliant Hires is designed specifically for adults who are seeking employment opportunities or hiring talent. We do not knowingly collect or process personal data from individuals under the legal working age in their respective jurisdiction.

11.1 Minimum Age Requirement

To use the Brilliant Hires platform, users must be at least 16 years of age or the minimum legal working age in their country, whichever is higher. Our services are intended for working professionals, job seekers, employers, and recruiters. We do not offer services directed at children.

If we become aware that a user under the required minimum age has registered on the platform, we will take appropriate steps to immediately disable the account and remove any associated personal data from our systems.

11.2 Parental Consent Procedures

If a parent or legal guardian believes that their child has submitted personal information to Brilliant Hires without proper consent, they should contact us immediately.

Upon verification of the request, we will:

  • Review the account to confirm the user’s age

  • Remove or anonymize all associated personal data, as required by law

  • Notify the parent or guardian once the data has been fully removed

We encourage parents and guardians to monitor their children’s online activity and help them understand responsible internet use.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or user feedback. When we make changes, we are committed to being transparent and keeping you informed.

12.1 Update Process

We review and revise this Privacy Policy periodically to ensure it remains accurate and aligned with our practices. Revisions may be prompted by:

  • Changes in applicable privacy laws or regulations

  • Updates to our platform features or services

  • Adjustments in how we collect, use, or share data

  • Clarifications based on user feedback or evolving best practices

Each version of the policy will include a “Last Updated” date at the top, so you can easily identify when it was last modified. We maintain a record of major updates to preserve transparency and track how our practices have evolved.

12.2 Notice Methods

When we make significant changes to this Privacy Policy, we will notify users through one or more of the following methods:

  • A notification banner or pop-up within your Brilliant Hires dashboard

  • A direct email to your registered address

  • A public notice on our website’s Privacy Policy page

For material changes that affect how we process your personal data or your rights under the policy, we may ask you to review and acknowledge the updated terms before continuing to use the platform.

We encourage you to review this Privacy Policy regularly to stay informed about how we protect your information.

13. Contact Information

We take your privacy seriously and are committed to addressing any questions, concerns, or complaints related to the handling of your personal data. If you would like to exercise your data rights, request further information, or raise an issue, you can contact us using the details below.

13.1 Data Protection Officer or Privacy Lead

For all privacy-related inquiries, please contact our Privacy Desk, which is responsible for overseeing compliance with this Privacy Policy and ensuring that your data is handled in accordance with applicable privacy laws.

13.2 Postal Address

If you prefer to contact us by mail, you can write to:

Brilliant Hires
Attn: Privacy Department
4029 Wilder Avenue
Bronx, New York, 10466
United States of America

Note: Please ensure your correspondence clearly states that it is a privacy-related matter to help us respond promptly.

13.3 Email Address

For all general privacy inquiries or formal data subject requests, submit an email through our contact us page.

We aim to respond to most requests within 30 days, unless a longer response time is required by law or the request is unusually complex.

13.4 Supervisory Authority Contact

If you are located in a jurisdiction with data protection regulations (such as the European Union or Canada) and believe your data rights have been violated, you have the right to contact or lodge a complaint with your local data protection authority.

For users in the European Economic Area (EEA), contact details for your local authority can be found at:
https://edpb.europa.eu/about-edpb/board/members_en

We encourage you to contact us first so we can attempt to resolve your concern directly and promptly.