Privacy Policy

This policy explains how CloudPSO Inc. ("CloudPSO", "we", "us") collects, uses and protects personal information when you visit our careers sites, apply for a role, or work with us as a contractor. It covers:

• app.cloudpso.com: our job portal, candidate workspace and staff portal;
• careers.cloudpso.com and cloudpso.zohorecruit.com: our careers site, hosted for us by Zoho Recruit.

If you sign an agreement with us, that agreement and any notices given with it also apply. Where they differ from this policy, the agreement prevails.

1. Information we collect

Information you give us

• Account and contact details: name, email address, phone number and preferred name. We sign you in with a one-time code sent to your email; we do not use passwords.
• Application information: your CV or résumé, work history, skills, location, answers to application questions, and anything else you choose to send.
• Interview and scheduling information: your availability, time zone and interview details.
• Offer and onboarding information (if we make you an offer): your legal name, address, country, signed agreements, tax forms (for example W-8BEN), and onboarding documents.
• Payment information (contractors): bank account details needed to pay you, and payment history.
• Workforce information (contractors): role, manager, pay terms, time off and leave records, benefits enrollment, performance reviews, and offboarding records.

Information collected through identity verification. Before an offer, we may ask you to verify your identity through our provider Veriff. Veriff collects images of your identity document and face, and checks them against public and sanctions lists. Veriff handles this under its own privacy notice; we receive the result and the details needed to confirm it.

Information from other sources

• Job boards and our Zoho Recruit careers site, when you apply there. For example LinkedIn, Indeed or Google Jobs.
• Referrals from people who know you.
• References and background information, only with your knowledge where the law requires it.

Information collected automatically. We collect basic technical data needed to run and secure our services: your IP address, browser type, the pages you request, and security logs. Our own site uses only cookies that are needed to keep you signed in and protect your session; we do not use advertising cookies. The Zoho-hosted careers site may set its own cookies, which you can manage on that site ("Manage cookies").

2. How we use your information

We use your information to:

• consider your application and communicate with you about it;
• schedule and run interviews;
• prepare offers and agreements, and verify your identity before engagement;
• onboard you, pay you, and manage your engagement: time off, benefits, reviews and offboarding;
• keep our services secure, prevent fraud and comply with legal obligations, including tax, sanctions and record-keeping rules;
• improve our recruiting process.

AI-assisted features. We may use an AI service (currently OpenAI) to help our recruiters, for example by summarizing a CV or suggesting interview questions. The AI does not make hiring decisions: a person at CloudPSO reviews every application and makes every decision. Information we send for this is not used by the provider to train its models, and the provider is asked not to store the conversation.

Where the law requires a legal basis (for example in the EU or UK), we rely on: taking steps at your request before entering into a contract, performing our contract with you, our legitimate interests in recruiting and running our business, compliance with legal obligations, and your consent where we ask for it. You can withdraw consent at any time.

3. Who we share it with

We do not sell your personal information. We share it only with:

• Service providers that act for us: Amazon Web Services (hosting, sign-in and email), Zoho Recruit (careers site and applicant tracking), Microsoft 365 (email, calendar and interview meetings), Veriff (identity verification), DocuSign (electronic signatures), Wise (contractor payments), and OpenAI (AI-assisted features). They may use your information only to provide their services to us.
• People at CloudPSO who need it for their role, such as recruiters, hiring managers, HR, finance and your manager. Access is limited by role.
• Authorities and advisers, when required by law or to protect our rights, and our professional advisers under confidentiality.
• A buyer or successor, if CloudPSO is involved in a merger or sale, under this policy's protections.

4. International transfers

CloudPSO is based in the United States and works with people in many countries. Your information may be processed in the United States and in other countries where we or our providers operate. Where the law requires it, we use appropriate safeguards for these transfers, such as standard contractual clauses.

5. How long we keep it

• Applications, including those that don't lead to a hire: we keep application records so we can consider you for future roles and meet legal and audit needs. You can ask us to delete your application at any time (see section 7), and we will do so unless the law requires us to keep it.
• Contractor records (agreements, payments, tax forms, time off and offboarding): kept permanently as part of our business, legal, tax and audit records, subject to your rights in section 7 where the law gives them.
• Security logs: for a limited period, then deleted.

6. How we protect it

We use encryption in transit, access controls based on role, two-person approval for sensitive changes, audit logs, and providers with recognized security certifications. No system is perfectly secure, but we work to protect your information and will notify you and authorities of a breach where the law requires.

7. Your rights

Depending on where you live, you may have the right to:

• access the personal information we hold about you;
• correct it;
• delete it;
• restrict or object to certain uses;
• receive a copy in a portable format;
• withdraw consent;
• complain to your local data protection authority.

California residents have rights under the CCPA, including to know, delete and correct, and not to be discriminated against for exercising them. We do not sell or share personal information for cross-context advertising.

To use these rights, email privacy@cloudpso.com. We will verify your identity and respond within the time the law requires. Some information we must keep, for example for tax or legal reasons, and we will tell you if so.

8. Children

Our services are for adults seeking work. We do not knowingly collect information from anyone under 18.

9. Changes to this policy

We may update this policy. We will post the new version with a new "last updated" date, and tell you directly about significant changes.

10. Contact us

CloudPSO Inc.
Email: privacy@cloudpso.com