Privacy Policy

1. Introduction

Synapse Recruiting Agency Inc. ("Synapse", "we", "us", or "our") operates the Synapse AI Recruiting platform, available via web at jobs.synapserecruiternetwork.com, and as mobile applications on iOS (Apple App Store) and Android (Google Play Store). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and mobile applications (collectively, the "Service").

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: When you create an account, we collect your name, email address, and password. If you sign up via third-party authentication (e.g., Google), we receive your name and email from that provider.
• Payment Information: When you subscribe to a paid plan, payment is processed by our third-party payment processors (Stripe for web subscriptions, Apple/Google via RevenueCat for mobile subscriptions). We do not store your full credit card number, CVV, or bank account details on our servers.
• Job and Search Data: Job descriptions, search queries, candidate criteria, and preferences you enter into the platform to use our AI sourcing features.
• Outreach Content: Email messages, templates, and communications you create, review, or send through the platform.
• Support Communications: Messages, feedback, and information you provide when contacting our support team.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, searches performed, buttons clicked, time spent on pages, and interaction patterns within the Service.
• Device Information: Device type, operating system, browser type, screen resolution, and unique device identifiers.
• Log Data: IP address, access times, referring URLs, and error logs.
• Mobile-Specific Data: App version, mobile carrier, time zone, and language settings. Push notification tokens if you opt in to notifications.
• Cookies and Tracking: We use cookies, pixels, and similar technologies to maintain your session, remember preferences, and analyze usage patterns. See Section 8 for details.

2.3 Candidate Data

Our Service processes candidate information sourced from publicly available professional data sources (such as public LinkedIn profiles, GitHub contributions, published articles, and professional websites) to provide our AI-powered sourcing, scoring, and outreach features. This candidate data may include names, professional titles, employment history, skills, publicly listed contact information, and professional accomplishments. We process this data on behalf of our users (recruiters) who are the data controllers for their recruiting activities.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: To operate and maintain our AI-powered recruiting platform, including candidate sourcing, FitScore scoring, outreach generation, and conversation management.
• Process Payments: To manage subscriptions, process payments through our payment processors, and manage credits and usage limits.
• AI Processing: To power our Emma AI assistant, generate candidate recommendations, create FitScore rankings, and produce personalized outreach content. Your search queries and job descriptions are processed by AI models to deliver results.
• Improve the Service: To analyze usage patterns, diagnose technical issues, develop new features, and improve the accuracy of our AI models and FitScore algorithms.
• Communicate with You: To send account notifications, security alerts, trial reminders, product updates, and respond to support requests.
• Marketing (with consent): To send promotional communications about Synapse features and updates. You can opt out at any time.
• ATS Integrations: To sync data with your connected Applicant Tracking System (e.g., Greenhouse, Lever, Bullhorn, Ashby, Workday) as authorized by you.
• Legal Compliance: To comply with applicable laws, respond to legal requests, and protect our rights.

4. AI and Automated Processing

Synapse uses artificial intelligence and machine learning to provide core features of the Service:

• Candidate Sourcing: AI models search and analyze publicly available professional data to identify candidates matching your job requirements.
• FitScore Scoring: Our proprietary scoring algorithm evaluates candidates across multiple dimensions (skills match, experience relevance, career trajectory) to generate a 0-100 fit score. Scoring criteria are transparent and visible within the platform.
• Outreach Generation: AI generates personalized email and message content based on candidate profiles and job requirements. You review, edit, and approve all outreach before it is sent.
• Emma AI Assistant: Our conversational AI assistant processes your natural language queries to execute searches, manage pipelines, and draft communications.

You maintain full control over all AI-generated content. No outreach is sent to candidates without your explicit review and approval. AI-generated recommendations are advisory and do not constitute automated decision-making that produces legal or similarly significant effects on candidates.

5. How We Share Your Information

We do not sell your personal data. We may share your information with the following categories of third parties, solely to operate and improve the Service:

• Payment Processors: Stripe (web payments), Apple App Store, and Google Play Store via RevenueCat (mobile payments) to process subscriptions and transactions.
• AI Service Providers: We use third-party AI models (which may include services from OpenAI, Google, or Anthropic) to power certain features. Data sent to these providers is processed according to their data processing agreements and is not used to train their models.
• Cloud Infrastructure: Our Service is hosted on cloud infrastructure providers that store and process data on our behalf under strict data processing agreements.
• Analytics Providers: We use analytics tools to understand usage patterns and improve the Service. Data shared with analytics providers is aggregated or pseudonymized where possible.
• ATS Providers: When you connect an ATS integration (e.g., Greenhouse, Lever, Bullhorn), candidate and job data is synced as authorized by you. We integrate via secure APIs and authorized middleware.
• Email Service Providers: When you send outreach through the platform, emails are delivered via your connected email tool or our email delivery infrastructure.
• Legal Requirements: We may disclose information when required by law, subpoena, court order, or to protect the safety, rights, or property of Synapse, our users, or the public.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Specifically:

• Account Data: Retained while your account is active and for 30 days after deletion to allow for account recovery.
• Search and Candidate Data: Retained while your account is active. Deleted or anonymized within 90 days of account closure.
• Payment Records: Retained as required by applicable tax and financial regulations (typically 7 years).
• Usage Analytics: Aggregated and anonymized analytics data may be retained indefinitely to improve the Service.

Trial accounts that are not converted to paid subscriptions are retained for 90 days after trial expiration, then deleted.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
• Secure authentication with hashed and salted passwords.
• Regular security assessments and vulnerability monitoring.
• Access controls limiting employee access to personal data on a need-to-know basis.
• Secure API connections for all third-party integrations.

While we strive to use commercially acceptable means to protect your personal data, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.

8. Cookies and Tracking Technologies

We use the following types of cookies and tracking technologies:

• Essential Cookies: Required for the Service to function (authentication, session management, security). Cannot be disabled.
• Analytics Cookies: Help us understand how the Service is used (page views, feature usage, error tracking). Can be disabled in your browser settings.
• Preference Cookies: Remember your settings and preferences (language, display options). Can be disabled.

We do not use advertising cookies or sell data to advertising networks. You can control cookies through your browser settings. Disabling essential cookies may affect the functionality of the Service.

9. SMS and Push Notifications

SMS: By providing your phone number, you may consent to receive text messages from us regarding your account, job opportunities, or application updates. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for assistance.

Push Notifications (Mobile App): Our mobile apps may send push notifications for candidate updates, outreach replies, and account alerts. You can manage push notification preferences in your device settings or within the app at any time.

10. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete personal data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Data Portability: Request a machine-readable copy of your personal data.
• Opt-Out of Marketing: Unsubscribe from marketing emails at any time via the unsubscribe link in any email or by contacting us.
• Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.
• Account Deletion: You can delete your account from within the app settings or by contacting us. Account deletion is processed within 30 days.

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

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. These countries may have data protection laws that differ from your jurisdiction. When we transfer data internationally, we implement appropriate safeguards, including standard contractual clauses approved by relevant authorities, to ensure your data is protected in accordance with this Privacy Policy.

12. GDPR Compliance (EEA, UK, and Swiss Users)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, the following additional provisions apply:

• Legal Basis: We process your personal data based on: (a) your consent, (b) performance of a contract (providing the Service), (c) our legitimate interests (improving the Service, preventing fraud), or (d) compliance with legal obligations.
• Data Controller: For your account data, Synapse is the data controller. For candidate data processed through our platform, you (the recruiter/employer) are the data controller and Synapse is the data processor acting on your instructions.
• Right to Lodge a Complaint: You have the right to lodge a complaint with your local supervisory authority if you believe your data protection rights have been violated.

13. CCPA Compliance (California Users)

If you are a California resident, you have the following additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request that we delete your personal information, subject to certain exceptions.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.
• No Sale of Personal Information: We do not sell personal information as defined under the CCPA.

14. Children's Privacy

The Service is not intended for individuals under the age of 16. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to delete that information promptly. If you believe we may have collected information from a child under 16, please contact us at privacy@synapserecruiternetwork.com.

15. Third-Party Links and Integrations

The Service may contain links to third-party websites or integrate with third-party services (including ATS platforms, email providers, and AI services). We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you connect to through Synapse.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. For significant changes, we will provide additional notice via email or in-app notification. Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

17. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: