Privacy Policy — FocalVAHire

This Privacy Policy explains how FocalVA (a Quadjam Division), operated in care of Quadjam Enterprises Inc., Four Tower Bridge, 200 Barr Harbor Drive, Suite 400 West, Conshohocken, PA 19428 ("FocalVAHire," "we," "us"), collects, uses, and shares information through the FocalVAHire website and application (the "Service").

This policy covers two different groups of people, and it's worth being clear about the distinction up front:

Employers — the companies and individuals who sign up for FocalVAHire to post jobs and manage hiring. You are our direct customer.
Candidates — the people who apply to jobs posted by an employer through the Service. You're submitting your information to that employer; FocalVAHire processes it on their behalf, as described below.

1. Information we collect

From employers:

Account details: name, email, password (stored hashed, never in plain text), company name
Billing information, handled directly by our payment processor, Stripe — we never see or store your card number
Content you create: job postings, pipeline stages, email templates, notes and scores you write about candidates
Optional integration credentials: OAuth tokens for Gmail/Outlook/Calendar (encrypted at rest), webhook URLs you configure for Slack/Zapier/Make.com, BambooHR credentials, API keys (stored as a one-way hash, same as passwords)
If you're on an Enterprise plan and use white-label branding: your uploaded logo and chosen accent color

From candidates:

Application materials: name, email, phone, resume, photo, and any recorded video or audio responses you submit
Profile details you choose to provide during application, which may include education, work history, location, skills, and salary expectations
If the employer has enabled it: voluntary responses to an EEO/diversity survey — these are never shown to reviewers and are used only in aggregate reporting
Interview activity: completion timestamps, do-over counts, and (for live video interviews) participation in a video call session

Automatically, from anyone using the Service:

Standard technical data like IP address, browser type, and pages visited, for security and to keep the Service working correctly

2. How we use this information

To operate the Service: authenticate accounts, run the hiring pipeline, host and stream video responses, send transactional email (invites, notifications, reminders)
To process payments and manage subscriptions via Stripe
To power optional AI features an employer has enabled — resume field extraction, transcription, and candidate scoring — using Anthropic's Claude API. We send the minimum data needed (e.g., resume text, video transcript) for that specific request; it is not used to train third-party models.
To operate features the employer has explicitly connected: pushing data to Slack, Zapier, Make.com, BambooHR, a custom webhook, or the FocalVAHire API
To keep the Service secure and prevent abuse
To communicate with you about the Service, respond to support requests, and (where legally permitted) send product updates

3. Who we share information with

We don't sell personal information. We share it only as needed to run the Service:

Stripe — payment processing for employer subscriptions
Daily.co — powers live video interview sessions when an employer schedules one
Anthropic — processes resume/video content for AI features an employer has turned on
Our email and hosting infrastructure — delivers transactional email and stores application data
Google or Microsoft — only if an employer individually connects their own Gmail, Outlook, or calendar account; data flows directly between the employer's FocalVAHire account and their own connected mailbox/calendar
Slack, Zapier, Make.com, BambooHR, or a custom API/webhook destination — only if an employer configures that specific connection; what happens to data after it reaches that destination is governed by the employer's own use of that tool, not this policy
Organic job boards (Indeed, LinkedIn, and others an employer chooses to submit a feed to) — only the public job posting itself (title, description, location) is included; candidate data is never part of a job feed
Law enforcement or legal process — if required to comply with a valid legal request, or to protect the rights, safety, or property of FocalVAHire, our users, or the public

4. Data retention

Employer account data is kept for as long as the account is active. Candidate data is kept according to the retention period the employer has configured for their account, after which it's automatically deleted; an employer can also delete individual candidate records manually at any time. If you're a candidate and want to know a specific employer's retention practice or request deletion of your data, contact that employer directly — they control it. If you can't reach the employer, contact us at support@focalvahire.com and we'll help route your request.

5. Security

Passwords are hashed, never stored in plain text. OAuth tokens and API keys are encrypted or hashed at rest. We use industry-standard measures to protect data in transit and at rest, but no system is perfectly secure — we can't guarantee absolute security of information transmitted over the internet.

6. Your rights

Depending on where you're located, you may have rights to access, correct, export, or delete your personal information, or to object to or restrict certain processing — for example under the EU/UK GDPR or the California Consumer Privacy Act. Employers can exercise these rights for their own account data directly in Settings. Candidates should generally start with the employer they applied to, since they control the data; if that's not possible, email support@focalvahire.com and we'll assist.

7. Children's privacy

The Service is intended for people old enough to apply for or offer employment and is not directed at children. We don't knowingly collect information from children under 16.

8. International data transfers

Our infrastructure and the third parties listed above may process data in the United States or other countries outside where you're located. Where required, we rely on appropriate safeguards for such transfers.

9. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date above, and where appropriate, we'll notify employers directly.

10. Contact us

Questions or requests regarding this policy: support@focalvahire.com
Or by mail:
FocalVA (a Quadjam Division)
c/o Quadjam Enterprises Inc.
Four Tower Bridge, 200 Barr Harbor Drive, Suite 400 West
Conshohocken, PA 19428