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IdealTraits Privacy Policy

Last Updated: 01/15/2026

IdealTraits Inc (“IdealTraits,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information we collect, use, and store. This Privacy Policy explains how we handle information in connection with our website (idealtraits.com), our hiring and assessment platform (app.idealtraits.com), and related services (collectively, the “Services”). By using our Services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use our Services.

1. Who We Are

IdealTraits Inc provides a software-as-a-service hiring and assessment platform that enables businesses (“Customers”) to post jobs to third-party job boards, evaluate and assess candidates, and manage their hiring pipeline.

2. Scope of This Policy

This Privacy Policy applies to:

  • Visitors to our public website.
  • Customers (businesses that subscribe to IdealTraits) and their authorized users.
  • Candidates whose information is processed through our platform by our Customers in the course of their hiring activities.

Our Role with Candidate Data

When our Customers use IdealTraits to manage their hiring, IdealTraits acts as a service provider (or “processor”) of the Customer’s candidate data. The Customer is the controller of that data and is responsible for how it is collected and used. If you are a candidate and have questions about how your information is used, please contact the Customer that invited you to apply or participate in an assessment.

3. Information We Collect

A. Information You Provide Directly

  • Account registration: Name, business email address, phone number, company name, job title, and password.
  • Billing information: Billing contact, billing address, and payment card details (processed by our payment processors; see Section 6).
  • Customer communications: Information you share when you contact support, respond to surveys, or communicate with us.

B. Candidate Information (Submitted by Customers or Candidates)

  • Contact information (name, email, phone, address).
  • Resume content and employment history.
  • Responses to assessments, questionnaires, and interview questions.
  • Communications between the Customer and the candidate.
  • Any additional information the Customer or candidate chooses to submit.

C. Information Collected Automatically

  • Usage data: Pages viewed, features used, timestamps, and actions taken within the Services.
  • Device and connection data: IP address, browser type, operating system, and device identifiers.
  • Cookies and similar technologies: See Section 9 below.

4. How We Use Information

We use information to:

  • Provide, operate, and maintain the Services.
  • Authenticate users and secure the platform.
  • Process billing and subscription transactions.
  • Respond to customer support requests.
  • Send service-related communications (account notices, security alerts, billing messages).
  • Send marketing communications (you can opt out at any time).
  • Improve, troubleshoot, and develop new features.
  • Detect, prevent, and respond to fraud, abuse, or security incidents.
  • Comply with legal obligations and enforce our agreements.

We do not sell personal information to third parties.

5. Legal Bases for Processing (Where Applicable)

Where required by law (for example, under applicable U.S. state privacy laws), we process personal information on the following bases:

  • Performance of a contract with our Customer or with you.
  • Legitimate interests in operating, improving, and securing our Services.
  • Compliance with legal obligations.
  • Consent, where required (e.g., certain marketing communications).

6. How We Share Information

We share information only as described below.

A. Service Providers (Sub-processors)

B. With Our Customers

Candidate information submitted through the platform is made available to the Customer for whom the hiring activity is conducted.

C. Legal and Safety Disclosures

We may disclose information if required to do so by law, legal process, or valid governmental request; or if we believe in good faith that disclosure is necessary to protect our rights, the safety of users, or the integrity of our Services.

D. Business Transfers

If IdealTraits is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to this Privacy Policy.

7. Data Storage and Security

We store personal information on systems hosted by AWS in the United States (us-east region).

We use technical and organizational safeguards to protect personal information, including:

  • Encryption of data in transit (TLS) and at rest (AWS-managed encryption).
  • Role-based access controls and the principle of least privilege.
  • A Web Application Firewall (WAF) in front of our application.
  • SAST/DAST security testing of our code.
  • Logging, monitoring, and periodic security reviews.
  • Annual security awareness training for all employees.
  • Background checks on new hires.
  • An Information Security Policy and Confidential Information Handling Policy reviewed at least annually.

No method of transmission or storage is 100% secure, but we work to protect information in a manner consistent with industry standards.

8. Data Retention and Deletion

We retain personal information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Customers may request deletion of their account data through written request to support@idealtraits.com. When we no longer need the data, we securely delete it in accordance with our data retention practices.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Keep you signed in.
  • Remember your preferences.
  • Understand how the Services are used and improve them.

You can control cookies through your browser settings. Disabling cookies may affect the functionality of the Services.

10. Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information, including the right to:

  • Access the personal information we hold about you.
  • Request correction of inaccurate information.
  • Request deletion of your personal information.
  • Object to or restrict certain processing.
  • Receive a copy of your information in a portable format.
  • Opt out of marketing communications.

To exercise these rights, contact us at support@idealtraits.com. We will respond within the timeframes required by applicable law.

Note for candidates: If your information was submitted to IdealTraits by a Customer (for example, a prospective employer), please direct your request to that Customer. We will assist the Customer in responding to your request.

California Residents

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) as amended by the CPRA, including the right to know what personal information we collect, the right to delete, the right to correct, and the right to opt out of the sale or sharing of personal information. IdealTraits does not sell personal information.

11. Children’s Privacy

Our Services are not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact support@idealtraits.com and we will take steps to delete it.

12. International Users

Our Services are operated from the United States, and information we process is stored in the United States. If you access the Services from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date at the top of this page. If the changes are material, we will provide additional notice (for example, by email or in-product notification). Your continued use of the Services after the effective date constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us at:

Last Updated: 01/15/2026