Privacy Policy

1. Introduction

Welcome to Deepverse BV, an AI-powered hiring and recruitment platform. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

Data Controller: Deepverse BV, Rijvisschestraat 132/003, 9000 Gent, Belgium (VAT: BE 0771 668 850)

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Account Information: Name, email address, company name, phone number
• Professional Information: Job title, work experience, skills, qualifications
• Resume/CV Data: Personal details, education, work history, skills, references
• Communication Data: Messages, feedback, support requests
• Usage Data: IP address, browser type, device information, usage patterns

2.2 Candidate Information

When processing candidate resumes and job applications, we may collect:

• Personal identification information (name, contact details)
• Educational background and qualifications
• Work experience and employment history
• Skills, certifications, and competencies
• References and recommendations
• Any additional information provided in application materials

2.3 Automatically Collected Information

• Cookies and similar tracking technologies
• Log files and server data
• Analytics and performance metrics
• Device and browser information

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Provision

• Provide and maintain our AI-powered recruitment services
• Process and analyze resumes and job applications
• Match candidates with job opportunities
• Generate HR documents and reports
• Facilitate communication between recruiters and candidates

3.2 Platform Improvement

• Analyze usage patterns to improve our services
• Develop and enhance AI algorithms
• Conduct research and analytics
• Test new features and functionality

3.3 Communication

• Send service-related notifications
• Respond to inquiries and provide support
• Send marketing communications (with consent)
• Provide updates about our services

3.4 Legal and Security

• Comply with legal obligations
• Protect against fraud and security threats
• Enforce our terms of service
• Resolve disputes

4. Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

• Contractual Necessity: To provide our services and fulfill our contractual obligations
• Legitimate Interest: To improve our services, prevent fraud, and ensure security
• Consent: For marketing communications and optional features
• Legal Obligation: To comply with applicable laws and regulations

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

5.1 Service Providers

• Cloud hosting and data storage services
• Email and communication services (SendGrid)
• Analytics and monitoring tools
• Payment processing services

5.2 Business Purposes

• With your consent or at your direction
• For legitimate business purposes (mergers, acquisitions)
• To comply with legal requirements
• To protect our rights and interests

5.3 Candidate Matching

With appropriate consent, candidate information may be shared with potential employers for recruitment purposes.

6. Data Security

We implement robust security measures to protect your information:

• Encryption of data in transit and at rest
• Secure cloud infrastructure with industry-standard protections
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Employee training on data protection practices
• Incident response and breach notification procedures

7. Data Retention

We retain your information for as long as necessary to:

• Provide our services and fulfill contractual obligations
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements
• Pursue legitimate business interests

Account Data: Retained while your account is active and for up to 7 years after account closure for legal compliance.

Candidate Data: Retained as long as necessary for recruitment purposes or as required by employment law (typically 1-3 years).

Usage Data: Typically retained for 2 years for analytics and service improvement purposes.

8. Your Rights

Under GDPR and applicable data protection laws, you have the following rights:

8.1 Access and Portability

• Right of Access: Request information about how we process your data
• Data Portability: Receive your data in a structured, machine-readable format

8.2 Correction and Deletion

• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)

8.3 Control and Objection

• Right to Restrict Processing: Limit how we use your data
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for processing at any time

8.4 Exercising Your Rights

To exercise these rights, please contact us at contact@deepversebv.be. We will respond within 30 days of receiving your request.

9. International Data Transfers

We may transfer your data to countries outside the European Economic Area (EEA). When we do so, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by the European Commission
• Certification schemes and codes of conduct
• Other legally recognized transfer mechanisms

10. Cookies and Tracking

We use cookies and similar technologies to enhance your experience. For detailed information about our cookie practices, please see our Cookie Policy.

You can manage your cookie preferences through your browser settings or our cookie consent banner.

11. Children's Privacy

Our services are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying prominent notices on our platform

Continued use of our services after such modifications constitutes acceptance of the updated Privacy Policy.

13. Supervisory Authority

You have the right to lodge a complaint with a supervisory authority if you believe we have processed your personal data unlawfully. In Belgium, you can contact:

Data Protection Authority (APD/GBA)
Rue de la Presse 35, 1000 Brussels, Belgium
Website: www.dataprotectionauthority.be