Privacy Policy

When you apply for a role,we collect the information you provide and the documents you upload, which typically include: your name, email address, phone number, city or location, your résumé and (optionally) cover letter, links you share (such as LinkedIn, GitHub, portfolio, or personal websites), and your answers to any screening questions on the application. If you are hired, this information becomes part of your employment record and is handled under our internal HR practices.

When you visit this site, we collect limited technical information needed to operate and secure it — for example, your device and browser type and log data such as IP address and timestamps. We do not use this information to build advertising profiles.

We only ask for information that is reasonably necessary for recruiting and for operating our services. Please do not include sensitive personal information (such as health information, government identifiers, or financial details) in your application unless we specifically request it.

We use the personal information we collect to:

• evaluate your application and assess your suitability for the role and for future openings;
• communicate with you about your application, schedule interviews, and respond to your questions;
• make hiring decisions and, if you are hired, complete onboarding;
• operate, maintain, secure, and improve this site and our recruiting process; and
• comply with applicable laws and meet our legal, regulatory, and record-keeping obligations.

To help our team review applications efficiently, we use automated tools, including artificial intelligence, to analyze the materials you submit (such as your résumé and screening answers) against the requirements of the role and to generate a summary and a suggested rating.

These tools support human decision-making — they do not make hiring decisions on their own. A member of our team reviews candidates, and the output of any automated screening is one input among others. If you would like to know more about how automated screening was used in your application, or to request a human review of a decision, contact us using the details below.

By submitting an application, you consent to our collection, use, and disclosure of your personal information as described in this policy, including its analysis by the automated tools described above. Where required, we rely on your consent (or another legal basis permitted by law) to process your information. You may withdraw your consent at any time, subject to legal and contractual limits — though doing so may mean we can no longer consider your application. To withdraw consent, contact us using the details below.

We do not sell your personal information. We share it only as needed to run our recruiting and services, namely with:

• Service providers that process information on our behalf and under our instructions — for example, cloud hosting and infrastructure providers, the provider of the AI model used for the screening described above, and email and communication tools. These providers are permitted to use the information only to provide their services to us.
• Our team — Copoly personnel involved in recruiting and hiring for the relevant role.
• Legal and safety — where we believe in good faith that disclosure is required by law, or is necessary to protect our rights, our users, or the public, or in connection with a corporate transaction such as a merger or acquisition.

Your personal information may be stored and processed in Canada and in other countries — including the United States — where we or our service providers operate. When your information is handled outside Canada, it may be subject to the laws of those jurisdictions, including lawful access by courts, law enforcement, and government authorities. We take steps intended to ensure your information receives a comparable level of protection wherever it is processed. If you have questions about our handling of information across borders, contact us using the details below.

We keep application information only as long as needed for the purposes described in this policy. If you are not hired, we generally retain your application for a limited period so we can consider you for future roles and meet our legal and record-keeping obligations, after which we delete or anonymize it. If you are hired, your information is retained as part of your employment record. You may ask us to delete your application information sooner by contacting us.

We use administrative, technical, and physical safeguards designed to protect personal information against loss, theft, and unauthorized access, use, or disclosure — including access controls, encryption in transit, and limiting access to those who need it. No method of transmission or storage is completely secure, but we work to protect your information and to continually improve our safeguards.

Subject to applicable law, you have the right to access the personal information we hold about you, to ask us to correct it if it is inaccurate or incomplete, and to withdraw your consent as described above. To make a request, contact us using the details below. We will respond within the timeframes required by applicable law. We may need to verify your identity before acting on a request.

We handle personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws. If you have a concern about how we handle your information that we have not resolved to your satisfaction, you may contact the Office of the Privacy Commissioner of Canada.

This site and our recruiting activities are directed at people seeking employment and are not intended for children. We do not knowingly collect personal information from children.

We may update this policy from time to time. When we do, we will revise the “Last updated” date above and post the updated policy on this page. Material changes will take effect when posted; your continued use of this site or submission of an application after that constitutes acceptance of the updated policy.

If you have questions about this policy or how we handle your personal information, or to exercise any of your rights, contact our privacy team at privacy@copoly.ai.