Privacy Policy

This Privacy Policy explains how Ideas Factory US, LLC ("Ideas Factory", "we", "us") collects, uses, discloses, and protects personal information in connection with the VisionHR platform, websites, and related services (the "Service"). By using the Service you acknowledge this Policy.

1. Our Role

For information about our own account holders and website visitors, we act as a controller. For the recruiting data our customers submit and manage through the Service - including candidate names, contact details, resumes, evaluations, and interview records ("Candidate Data") - we act as a processor on behalf of the customer, who is the controller. Customers are responsible for having a lawful basis and any required notices or consents to process Candidate Data through the Service.

2. Information We Collect

• Account and profile data: name, work email, display name, profile picture, company, and role assignments.
• Authentication data: identifiers from Microsoft Entra External ID (we do not store your password).
• Customer and Candidate Data: jobs, candidates, resumes, evaluations, matches, interviews, transcripts, and support tickets that you or your organization create.
• Billing data: subscription plan and status; card details are handled by our payment processor, not stored by us.
• Usage and technical data: log data, IP address, device/browser information, and audit records of actions taken in the Service.

3. How We Use Information

• provide, operate, secure, and improve the Service;
• authenticate users and enforce role-based access and tenant isolation;
• generate AI features such as candidate matching, resume summaries, interview questions, and grading;
• process subscriptions and send transactional notifications (for example interview invitations and support-ticket updates);
• maintain audit trails, prevent abuse, and comply with legal obligations.

4. AI Processing

Some features send relevant content (for example a job description, resume text, or interview transcript) to our AI providers to generate output. This output assists human decision-making and should be reviewed; it is not an automated decision that produces legal or similarly significant effects without human involvement.

5. Sharing and Service Providers

We do not sell personal information. We share it only with service providers (subprocessors) that help us run the Service, under contracts that limit their use, including: Microsoft Azure and Entra External ID (hosting and identity), our payment processor (billing), our email provider (notifications), our SMS provider (notifications), our AI providers (matching, summaries, interviews), and our workflow-automation provider (candidate intake). We may also disclose information to comply with law or protect rights, safety, and security.

6. Data Retention

We retain personal information for as long as needed to provide the Service and for legitimate business or legal purposes. Customers control the retention and deletion of their Customer and Candidate Data within the Service; on account termination, data is deleted or returned as described in our agreement, subject to legal retention requirements.

7. Security

We use reasonable technical and organizational measures to protect personal information, including encryption in transit and at rest, database row-level tenant isolation, permission-based access controls, and audit logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Privacy Rights

Depending on your location, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. Where we act as a processor, we will refer requests to the relevant customer (controller) or assist them in responding. To exercise a right, contact us using the details below; we may need to verify your identity.

9. California Privacy Rights (CCPA/CPRA)

Ideas Factory US, LLC is based in California. If you are a California resident, you have the right to know what personal information we collect and how we use and disclose it, to request access to and deletion of your personal information, to correct inaccurate information, and to not be discriminated against for exercising these rights. We do not sell or share personal information as those terms are defined under the CCPA/CPRA. To make a request, contact us at the address below.

10. Cookies

The Service uses cookies and similar technologies that are strictly necessary to keep you signed in and to operate the application. We do not use them for advertising.

11. International Transfers

We and our service providers may process information in the United States and other countries. Where required, we rely on appropriate safeguards for cross-border transfers.

12. Children's Privacy

The Service is intended for business use and is not directed to children. We do not knowingly collect personal information from children under 16.

13. Changes to This Policy

We may update this Policy from time to time. Material changes will be posted here with an updated date and, where appropriate, communicated to you.

14. Contact Us

For privacy questions or to exercise your rights, contact contact@visionconcierge.io - Ideas Factory US, LLC, Solano County, California, United States.