Privacy Policy

Welcome to ProfCircles. We respect your privacy and are fully committed to protecting the personal information you share with us. This Privacy Policy explains clearly what data we collect, why we collect it, how it's used, and the choices available to you.

By using ProfCircles — whether as an employer posting jobs or a job seeker applying for roles — you agree to the practices described in this policy. If you don't agree, please do not use our platform.

We only collect information that helps us run the platform effectively. Here's exactly what we gather and why:

Every piece of data we collect serves a specific purpose. We do not collect data speculatively — if we collect it, we use it for one of the following reasons:

• ✓To create and manage your account, and verify your identity securely
• ✓To display your job listings to relevant candidates, or match your profile to open positions
• ✓To allow employers to view applicant profiles and download CVs submitted through the platform
• ✓To power the Candidate Discovery feature — enabling employers to search registered job seekers by location, experience, and job title, and send them a job post as a formal expression of interest
• ✓To power skill quizzes and store your results so you can track your progress
• ✓To send transactional emails — account confirmations, application updates, quiz results, and employer interest notifications
• ✓To analyse platform usage and improve features, performance, and the overall experience
• ✓To prevent fraud, abuse, and ensure the security of all users on the platform

When you register as an employer on ProfCircles, we collect your account information and the details of job listings you create. This data is used solely to operate your employer account and connect you with qualified candidates.

• ✓Your job listings are publicly visible to job seekers browsing the platform
• ✓You can view the full profiles and resumes of candidates who apply to your jobs
• ✓Applicant data you access through the platform must be used solely for recruitment purposes
• ✓You must not store, share, or use applicant data outside of the hiring process
• ✓Candidate Discovery: Employers may search registered job seekers using filters such as location, current job title, and years of experience. This feature surfaces only the profile information job seekers have chosen to provide on the platform.
• ✓Expressing Interest: When an employer sends a job post to a candidate via the Candidate Discovery feature, a record of that interest is created and displayed to the candidate on their Employer Interest page. This record includes only the employer's active job listing — no personal employer contact details are shared outside the platform.
• ✓Candidate profile data accessed through discovery must be used for recruitment purposes only and must not be copied, stored externally, or used for any other purpose.

Your personal data and application history are private by default. We only surface your information to employers who are directly relevant to your applications or who use the Candidate Discovery feature to reach out to you.

• ✓Your profile and CV are only visible to employers of jobs you have explicitly applied to
• ✓Your profile information — such as current job title, location, and experience — may also be visible to employers using the Candidate Discovery search feature, as this is how employers find and reach out to suitable candidates proactively
• ✓Employer Interest page: If an employer expresses interest in you by sending one of their job posts, you will see this on your dedicated Employer Interest page. You are under no obligation to respond, and you remain in full control of any next steps.
• ✓Bookmarked jobs and quiz scores are private and visible only to you
• ✓You can withdraw an application at any time from your dashboard
• ✓Your email address is never shared with employers or third parties without your consent

Protecting your data is a core responsibility we take seriously. We implement multiple layers of security across our infrastructure:

• 🔒Encrypted passwords — Passwords are never stored in plain text. We use industry-standard hashing algorithms.
• 🔒HTTPS everywhere — All data transmitted between your browser and our servers is encrypted via TLS.
• 🔒Access controls — Only authorised personnel can access production systems, and access is logged and reviewed.
• 🔒Secure file storage — Uploaded CVs and documents are stored in secure cloud storage with restricted access.

We do not sell, rent, or trade your personal data. Period. We share information only in the following limited, necessary circumstances:

• →With employers you apply to — your profile and CV are shared with employers whose jobs you actively apply for
• →Via Candidate Discovery — your public profile fields (location, current job title, experience, skills) may be visible to employers searching for candidates. Only the job post is shared with you when an employer expresses interest — no raw personal contact data is exchanged directly between parties.
• →Cloud infrastructure providers — we use trusted providers (e.g. for file storage and hosting) who are contractually bound to protect your data
• →Email delivery services — to send transactional notifications such as application confirmations, account alerts, and employer interest notices
• →Legal requirements — if required by law, court order, or to protect the rights and safety of users or the public

You are in control of your data. Here's what you can do at any time:

• ✓Access your data — view everything stored in your profile from your account settings
• ✓Update your information — edit your name, email, profile, and CV anytime from your dashboard
• ✓Delete your account — request full account deletion and we will permanently remove your data
• ✓Opt out of emails — manage your email notification preferences from your account settings
• ✓Withdraw applications — remove your application from any job at any time through your dashboard
• ✓Manage employer interest — job seekers can view and manage all employer interest notices from their dedicated Employer Interest page
• ✓Data portability — request a copy of your personal data in a portable format by contacting us

We use cookies and similar technologies to keep you logged in, remember your preferences, and understand how the platform is being used so we can improve it.

You can disable non-essential cookies at any time through your browser settings. Note that disabling cookies may affect some functionality of the platform.

We may update this Privacy Policy from time to time as our platform evolves or regulations change. When we do:

• ✓The updated policy will be posted on this page with a revised effective date
• ✓If changes are significant, we will notify you by email or a prominent notice on the platform
• ✓Continued use of ProfCircles after changes take effect means you accept the updated policy

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, we'd love to hear from you. We're committed to responding promptly and resolving any concerns.