Privacy Policy for WorkerMinds

Last Updated: 9/02/2025

1. Introduction
Welcome to WorkerMinds ("we," "us," or "our"). Based in Belgium and targeting users worldwide, WorkerMinds is an AI-driven recruitment platform committed to delivering a bias-free hiring experience. This Advanced Privacy Policy explains how we collect, use, store, and share personal data when you access or use our website and platform (collectively, the "Services"). By creating an account, applying to an interview, or using our Services, you expressly agree to the practices outlined in this policy.

Important: No Privacy Policy can guarantee complete legal protection. While we implement various measures to protect data and limit our liability, your use of our Services remains at your own risk. Please consult legal counsel for further advice.

2. Definitions
"Personal Data": Any information relating to an identified or identifiable natural person, including names, email addresses, resumes, interview responses, and CV content.
"Applicant Data": Data submitted by job seekers, including their CVs (which may contain extensive personal data), responses to AI-driven interview questions, names, and email addresses.
"Recruiter Data": Data provided by recruiters when they sign up or add employees, including names, email addresses, login history, and tracking data.
"Employee Data": Data related to additional users (employees) that recruiters add to their account.
"Processing": Any operation performed on Personal Data, whether automated or not.
"Tracking Data": Information collected automatically via cookies or similar technologies, including IP addresses, browser type, device information, and usage history.
3. Data We Collect
A. For Applicants (Job Seekers)
During Account Creation and Interview Application:
Name and email address.
Consent to participate in the AI-driven interview process.
During the AI Interview:
Uploaded CVs (which may contain detailed personal data such as education, work history, certifications, etc.).
Answers to interview questions.
Automatically Collected Data:
Tracking data such as IP address, browser type, and device information.
By creating an account and applying for an interview, you expressly consent to the collection and processing of your CV and interview data as described.

B. For Recruiters and Their Employees
Recruiter Data:
Name, email address, and contact details provided during registration.
Login history and tracking data.
Employee Data:
When recruiters add employees for additional logins, we collect the employee's name, email address, and login-related tracking data.
Storage and Access:
All recruiter and employee data is stored in MongoDB.
Role-based access controls are implemented so that recruiters and their designated employees only access the data appropriate to their account.
C. Data Entered via Recruiters
Applicant Data via Recruiters:
When recruiters post jobs, applicants’ data (CVs, interview responses, name, and email) is shared exclusively with the recruiter who posted the job.
Although recruiters have exclusive access, WorkerMinds retains full access for processing and platform management purposes.
4. How We Collect and Process Your Data
Direct Collection:
Data is directly provided by users when creating an account, applying to interviews, uploading CVs, or when recruiters enter applicant data.

Automated Collection:
Data is collected automatically via cookies, web beacons, and similar tracking technologies as you navigate our Services.

Consent:
Applicants and recruiters indicate their consent by clicking “I agree” during account creation or when applying for an interview. By doing so, they acknowledge that they have read and agree to this Privacy Policy and all related data processing terms.

5. How We Use Your Information
Service Delivery:
To deliver a bias-free, AI-driven recruitment experience by building and maintaining a curated talent pool.

Platform Improvement:
To analyze user behavior (via tracking data) and improve our Services.

Communication:
To send important updates and notifications. Marketing communications may be controlled in user settings.

Legal and Compliance:
To comply with applicable legal obligations, including GDPR and other data protection regulations.

6. Data Sharing
Within the Platform:

Recruiters and Their Employees:
Recruiters who post jobs have exclusive access to the applicant data submitted for their job postings. WorkerMinds retains full access for management and operational purposes.
With Third-Party Service Providers:
We may share data with trusted service providers (such as cloud storage or analytics providers) under strict confidentiality agreements. Data is stored in MongoDB; if any international transfers occur, appropriate safeguards (such as Standard Contractual Clauses) will be implemented.

Legal Disclosures:
We may disclose your data if required by law, or in good faith to protect our rights, user safety, or comply with judicial processes.

Aggregated/Anonymized Data:
Non-personally identifiable data may be aggregated and used for analytical or reporting purposes without further notice.

7. Data Security and Retention
Technical Safeguards:
Currently, we secure data with email and password-based authentication.
We do not yet offer two-factor authentication (2FA) and do not have a formal incident response plan in place.
We intend to enhance our security measures over time.
Data Retention:
At present, we plan to retain applicant data (CVs, interview data, etc.), recruiter data, employee data, and tracking data indefinitely.
While indefinite retention is planned, users may request deletion of their data at any time.
Deletion Procedures:
Upon request, we will delete all associated records from our system.
Automated or scheduled deletion procedures are not yet in place but will be developed as part of future platform enhancements.
8. Your Rights and Options
Access and Correction:
Users (applicants, recruiters, and employees) may request access to, correction of, or deletion of their Personal Data.
For deletion requests, simply contact us at the address below and we will remove your records.
Opt-Out:
Users can opt out of marketing communications via their account settings.
Please note that tracking data collection for platform functionality cannot be opted out of.
Manual Review:
Although our AI-driven interview process is designed to eliminate all biases, a manual review option is always available as part of our Applicant Tracking System (ATS).
9. Updates and Notifications
Policy Updates:
Updates to this Privacy Policy will be published on our website via a link in the footer.
It is your responsibility to review the policy periodically.
Language:
This Privacy Policy is provided in English only.
10. Legal Disclaimers and Limitation of Liability
No Warranty:
Our Services are provided "as is" without any express or implied warranties.

Limitation of Liability:
In no event shall WorkerMinds, its officers, directors, employees, or affiliates be liable for any indirect, incidental, or consequential damages arising from your use of our Services.

Indemnification:
Users agree to indemnify and hold WorkerMinds harmless from any claims arising from their use of our Services.

Dispute Resolution:
Any disputes or claims arising from this Privacy Policy shall be resolved in accordance with Belgian law and through legal proceedings in Belgium.

11. Compliance
EU and Worldwide Regulations:
As a company based in Belgium with a worldwide user base, we are committed to complying with the GDPR and other applicable data protection regulations.

Algorithm Transparency:
Our AI system is designed to eliminate biases in the recruitment process. Should you have concerns about an AI-generated outcome, a manual review is always available through our Applicant Tracking System.

12. Contact Information
For any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:

Email: support@workerminds.com
Website: www.workerminds.com