Privacy Policy — adVantage for Recruiters and Employers
This explains what we collect, why, where it goes, and how deletion works — including the candidate data you upload, which you account for and we process on your instructions.
Who we are
DataPoint adVantage ("adVantage", "we", "us") is a service of DataPoint Management and Consulting Inc., of British Columbia, Canada.
Contact for anything in this document: contact@datapoint-advantage.com
What we collect from you
Your account. Your name, your work email address, and a cryptographic hash of your password — never the password itself.
What you upload. Job descriptions and the role profiles built from them. Candidate résumés, which contain whatever those documents contain: name, email addresses, phone numbers, links, work history, education and credentials. We store both the original text and a redacted copy. Scores and pipeline status for each candidate.
Your usage. Every call we make to our AI provider on your behalf, with its cost, size and outcome, so we can enforce your plan's allowance.
We never see or store your payment card.
Candidate data you upload is yours to account for
This is the most important clause in this agreement, because the documents you upload are about people who have no relationship with us.
You are the organization accountable to those candidates. We hold and process their information on your instructions and for no other purpose — under PIPEDA and PIPA we are your service provider, and under the GDPR we are your processor and you are the controller.
By uploading a candidate's document you confirm that:
- you have a lawful basis to hold that person's personal information and to have it assessed against a role;
- you have given that person whatever notice is required where they are, and where consent is required you have it;
- you will answer that candidate if they ask what you hold, ask for a copy, ask you to correct it or ask you to delete it — that request comes to you, not to us, and responding to it is yours;
- you are responsible for complying with the law that applies to you and to them, including employment, privacy, human rights, child protection and anti-discrimination law, and including any rule specific to automated or AI-assisted hiring tools in your jurisdiction or theirs.
What we do in return is set out in the Data Processing Addendum, at https://www.datapoint-advantage.com/dpa, which forms part of these Terms and which you do not sign separately. In short: we act only on your instructions, we never use candidate data for our own purposes or to train AI models, we tell you before adding a sub-processor, we help you answer a candidate and we tell you quickly if anything goes wrong. The Addendum states each of those as an obligation rather than an intention.
Your own retention policy is enforceable through us. If your organization purges candidate data after a set period, you can act on that here: deleting removes the documents and the personal data in them, and the data is actually gone. See the deletion section.
If a candidate contacts us directly, we will tell them that you hold their information and point them to you, and we will let you know. We will not act on their request without your instruction, because it is not ours to act on.
You cover us if this goes wrong. You will indemnify us against a claim by a candidate, by a regulator or by anyone else, and against the losses, liabilities, damages, costs and reasonable legal fees arising from it, to the extent it arises from a breach of this section — from holding a person's information without a lawful basis, from a notice you did not give, or from a request you did not answer. The procedure in the indemnity section of the Terms applies. This does not cover a claim to the extent it arises from our own breach of the Data Processing Addendum.
Why we may use your information
| Purpose | Basis (PIPEDA / PIPA) | Basis (GDPR, in the EU/UK) |
|---|---|---|
| Running the service you asked for | consent | performance of a contract |
| Extracting and scoring what you submit | consent | performance of a contract |
| Account security, sessions, abuse prevention | reasonable purposes | legitimate interests |
| Enforcing allowances and billing | consent | performance of a contract |
| Transactional email | consent | performance of a contract |
| Aggregate site statistics | reasonable purposes | legitimate interests |
Scoring, and decisions about candidates
Scoring is automatic; the hiring decision is not ours. An AI model reads the role description, and each résumé, and returns structured signals; a fixed formula in our own code turns those into the Fit Score. No person here reviews a score as it is produced. The score ranks and does not select: it is shown to the customer who uploaded the document, and every hiring decision is theirs.
It is profiling, and the customer answers for how it is used. Assessing a person's résumé against a role is profiling in the sense the GDPR uses. The customer is the controller: they decide whether to use a score, how to weigh it against everything else they hold, and what to do next — including whether a rule specific to automated or AI-assisted hiring applies where they and the candidate are.
What we remove before scoring. The candidate's name, gendered pronouns and honorifics, and the contact details we extracted are taken out before a résumé is scored, so the model is not shown them. That is a real reduction in the most direct signals and not a claim that the score is free of bias.
If you are a candidate, the customer who uploaded your document holds it and is the organization accountable to you. Write to us and we will tell you who to ask, and let them know you asked — see the section on your rights.
Candidate résumés go to Claude, and what we remove first
Extraction is done by Claude, an AI model operated by Anthropic in the United States. The text of the job descriptions and candidate résumés you upload is sent to Anthropic, which reads it and returns structured information about it.
The Fit Score is not produced by the model. Our own code calculates it from that structured information, using a fixed formula, which is what makes one candidate comparable with the next.
The candidate's identity is removed before the résumé is scored. The sequence matters, because one step sees the identity and the rest do not:
- The résumé is first sent as it is so the model can locate the identifying parts — the candidate's name, email addresses, phone numbers and links. That is the only purpose of that step, and it is what makes redaction possible at all.
- Those identifiers are removed from the text, and gendered pronouns and honorifics are replaced with neutral forms.
- Every score sees only the redacted version. We then search the redacted text for every identifier we removed and report the result to you in the candidate's panel.
Redaction is a boundary around the scoring model, not around your records. You need to be able to contact the candidate, so the original résumé is still stored and you can view it, and the candidate's name and contact details are stored separately and shown to you.
It is automated and not guaranteed to be perfect. It reports what it could not remove rather than failing silently, but an unusually laid-out document can defeat it.
We do not use your data to train AI models, and our agreement with Anthropic does not permit them to train on it either — their Commercial Terms, which govern our use of the API, state that "Anthropic may not train models on Customer Content from Services".
How long Anthropic keeps what we send, and the rest of their handling of it, is set out in their own policies at https://privacy.claude.com. We link rather than restate it, because it is their document to change and a copy here would go stale without anyone noticing.
Who else is involved
| Provider | What it gets | Why |
|---|---|---|
| Anthropic | the text of the documents you submit | reading them and returning the signals a score is calculated from |
| Freemius | your name, email and payment details, given to them directly | payments; merchant of record |
| Railway | everything the service stores | hosting and database |
| Resend | your email address and the content of our email to you | confirmation and password reset |
| Porkbun | mail to and from our @datapoint-advantage.com addresses |
domain and mail forwarding |
We do not sell personal information.
We do not use your data to train AI models, and our agreement with Anthropic does not permit them to train on it either — their Commercial Terms, which govern our use of the API, state that "Anthropic may not train models on Customer Content from Services".
How long Anthropic keeps what we send, and the rest of their handling of it, is set out in their own policies at https://privacy.claude.com. We link rather than restate it, because it is their document to change and a copy here would go stale without anyone noticing.
This list is maintained at https://www.datapoint-advantage.com/subprocessors, which is the authoritative version. We will disclose personal information where the law requires it, and on a sale or reorganization of the business, where the recipient is bound by this document.
Where your data is held
Your data is stored and processed in the United States, not in Canada.
- The service and its database run on Railway, in the United States.
- Text sent for extraction or scoring goes to Anthropic, in the United States.
- Transactional email goes through Resend, in the United States.
- Payments are handled by Freemius, under their own privacy policy — see the table under Who else is involved.
Data held outside Canada is subject to the laws of the country it is held in. We tell you where your data is held because you are entitled to know, and because privacy law in several of the jurisdictions our users live in requires us to.
Where that data belongs to someone in the EU, the UK or Switzerland, the transfer is covered by the Standard Contractual Clauses — the European Commission's approved terms for sending personal data outside those regions — together with the UK Addendum and the Swiss equivalent. They are part of our agreements with Railway, Anthropic and Resend.
Deletion, and what deletion means
No billing event deletes anything. If a subscription lapses — a card expires, a renewal fails, you decide not to continue — your account drops to the free limits and everything you have stays exactly where it is. We do not delete data because you stopped paying, and we do not delete it because an account has gone quiet. A free account is still an account.
Deletion happens when you ask for it, and only then. Ask us to delete your data and we will, within 60 days.
Ending a subscription does not delete anything. Your account is still an account, so your data stays exactly where it is and you can pick it up again whenever you want. The only thing that removes it is an active request from you.
If you have a paid subscription, cancel it first. We do not delete data while a subscription is active. Cancellation is handled by our payment provider rather than by us, at https://customers.freemius.com/store/19309. A live subscription renews, and a renewal would create your account again — so we complete the deletion once it is cancelled. Cancelling before the end of a period you have paid for gives up the remainder.
Deleting removes the account itself, and everything in it. Not just the contents: the account record goes, so there is no free account left behind. The documents you uploaded, the text taken from them, the profiles built from them, scores, pipeline status, sessions and subscription records all go with it.
Timing. Once deletion is due we remove the data no earlier than 30 days and no later than 60, so that an accidental request can be undone and a real one is not left open indefinitely. Answering you is faster than that: we reply within 30 days, which is the limit PIPEDA sets.
How to ask. Use the form at https://www.datapoint-advantage.com/contact, or write to contact@datapoint-advantage.com. Either reaches us; the form gives you a reference number. You do not need to be able to sign in, and you do not need an account at all. We will do it and confirm when it is done.
What survives a deletion
Two things survive a deletion, and nothing else.
The record that you agreed to these terms. When you accept our Terms of Service and Privacy Policy we record that you did, the date, and which version of each document it was. That record carries no name and no address: an account number, the document, its version and the date. Once the account is gone the number refers to nobody. We keep it so that we can show what was agreed if it is ever questioned, which is a purpose the law allows us to keep records for.
The request you sent us. When you write to us — including when you ask us to delete your account — we keep the request itself: your email address, your name if you gave one, what you asked for, anything you wrote, and when. Unlike the record above, this one does identify you. We keep it so that we can show the request was made and acted on, which is what lets either of us answer the question later; it is not used for anything else.
What we record when you visit
We record the page, the referring site, any campaign tag in the link you followed, and a one-way hash of your browser's user-agent string.
We do not store your IP address. It contributes to that hash and is not kept. The visitor identifier has the date built into it, so it cannot follow you from one day to the next.
There are no advertising or analytics trackers, and no third-party scripts on our marketing pages at all.
Security
Passwords are hashed with scrypt and never stored or logged in readable form. Session credentials are stored only as hashes, travel in a cookie that scripts on the page cannot read, and expire on both an idle clock and an absolute one. Traffic is encrypted in transit. Access to the production database is limited to the operator, and routine inspection uses a read-only account.
No service can promise perfect security, and we do not.
Your rights
Under PIPEDA and British Columbia's PIPA you may ask what we hold about you, ask for a copy, ask us to correct it, and withdraw your consent. In the EU or UK you also have rights to erasure, restriction, portability and objection.
Use the form at https://www.datapoint-advantage.com/contact, or write to contact@datapoint-advantage.com. We respond within 30 days, which is PIPEDA's limit. We may ask you to confirm who you are first, so that we do not hand your information to someone else.
Children
adVantage is not for anyone under 16. We do not knowingly collect their information. If we hold a document belonging to someone below that age, write to us and we will delete it.
Changes to this document
We may change it. We post the new version with a new date, and for a material change affecting a paying customer we email you before it takes effect. Continuing to use adVantage after that is acceptance.
Complaints
Write to us first at contact@datapoint-advantage.com. If we do not resolve it you may complain to the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca). In the EU or UK, to your own supervisory authority.