PRIVACY POLICY - Pennpoint Search

PENNPOINT SEARCH, INC.

Effective Date: May 16, 2026 | Last Updated: May 16, 2026

PennPoint Search, Inc. (“PennPoint,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website, platform, and related services (collectively, the “Services”).

This Policy applies to all individuals who interact with our Services, including job seekers (“Candidates”), employers and hiring organizations (“Employers”), and general visitors to our website. Please read this Policy carefully. By using the Services, you acknowledge that you have read and understood this Privacy Policy.

If you do not agree with the practices described in this Policy, please do not use our Services.

1. Information We Collect

We collect information in the following ways:

1.1 Information You Provide Directly

We collect personal information that you voluntarily provide when you register for an account, submit a resume, post a job listing, or otherwise interact with the Services. This may include:

For Candidates:

Full name, professional name, and contact information (email address, phone number, mailing address)
Resume, CV, cover letter, portfolio, work samples, and other career documents you upload
Employment history, educational background, certifications, and professional skills
Salary expectations, desired job type, location preferences, and availability
References and any additional information you choose to include in your profile
Communications you send to PennPoint or Employers through the Services

For Employers:

Company name, business address, and contact information
Job postings, position descriptions, and hiring requirements
Billing and payment information (processed securely through our payment processor)
Names and contact details of authorized representatives or account administrators
Communications with PennPoint or Candidates through the Services

1.2 Information Collected Automatically

When you access or use our Services, we may automatically collect certain technical and usage information, including:

IP address, browser type, operating system, and device identifiers
Pages visited, links clicked, time spent on pages, and referring URLs
Search queries entered within the Services
Cookie identifiers and similar tracking technology data (see Section 6)
General geographic location based on IP address

1.3 Information from Third Parties

We may receive information about you from third-party sources, including:

Professional networking platforms (such as LinkedIn) if you choose to connect your account or import your profile
Background check providers, where permitted by law and with your consent
References you provide, who may submit information about your professional background
Analytics providers and advertising partners

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 To Provide and Operate the Services

Creating and managing your account
Matching Candidates with relevant job opportunities and Employers with qualified applicants
Facilitating communication between Candidates and Employers
Processing and storing resume and document uploads
Sending transactional communications such as application confirmations and account notifications

2.2 To Improve and Personalize the Services

Analyzing usage patterns to understand how the Services are used and to improve functionality
Personalizing your experience, including surfacing relevant job listings or candidates
Conducting research and analytics to enhance our recruiting processes
Testing new features and making improvements to the platform

2.3 For Communications and Marketing

Sending you newsletters, product updates, and promotional materials (where you have opted in)
Responding to your inquiries, support requests, and feedback
Notifying you of changes to our Services, Terms of Service, or this Privacy Policy

2.4 For Legal and Compliance Purposes

Complying with applicable laws, regulations, and legal processes
Enforcing our Terms of Service and other agreements
Detecting, investigating, and preventing fraud, abuse, or security incidents
Protecting the rights, property, and safety of PennPoint, our users, and the public

2.5 Legal Bases for Processing (EEA/UK Users)

If you are located in the European Economic Area (EEA) or the United Kingdom, we process your personal data on the following legal bases:

Performance of a contract: processing necessary to fulfill our agreement with you to provide the Services.
Legitimate interests: processing for our legitimate business interests, such as improving the Services, preventing fraud, and marketing, where those interests are not overridden by your rights.
Legal obligation: processing necessary to comply with applicable laws and regulations.
Consent: where you have given us explicit consent, such as to receive marketing communications or to share your profile with specific Employers.

3. How We Share Your Information

PennPoint does not sell your personal information. We share information only in the following circumstances:

3.1 With Employers

When you submit your resume or apply for a position through our Services, we share your Candidate Materials with the relevant Employer(s) for the purpose of evaluating your candidacy. By submitting your materials, you consent to this sharing. Employers are required to handle your data in compliance with applicable law and our Employer Terms of Service.

3.2 With Service Providers

We share information with trusted third-party vendors who assist us in operating the Services, including:

Cloud hosting and data storage providers
Payment processors (who handle billing information directly and do not share full payment details with us)
Email and communications service providers
Analytics and performance monitoring providers
Background check providers (only with your explicit consent)

All service providers are contractually required to use your information only as directed by PennPoint and in compliance with applicable privacy laws.

3.3 For Legal Reasons

We may disclose your information when we believe in good faith that disclosure is necessary to:

Comply with a subpoena, court order, or other legal obligation
Respond to a lawful request by a government authority
Protect the rights, property, or safety of PennPoint, our users, or the public
Enforce our Terms of Service or other agreements

3.4 Business Transfers

If PennPoint is involved in a merger, acquisition, asset sale, or other business transaction, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our website prior to such a transfer and any change in how your data is handled.

3.5 With Your Consent

We may share your information with third parties not listed above when you have given us your explicit consent to do so.

4. Resume and Document Uploads

Given the nature of our Services, we want to be especially transparent about how uploaded files are handled.

4.1 Storage and Retention

Resumes, CVs, cover letters, and other documents you upload are stored on secure servers located in the United States. We retain uploaded documents for up to three (3) years from the date of your last activity on the platform, after which they are deleted from our active systems. You may request earlier deletion at any time (see Section 8).

4.2 Access Controls

Your uploaded documents are accessible only to:

You, through your account
PennPoint staff who need access to provide the Services or address a support request
Employers to whom you have applied or whose job postings you have expressed interest in

We do not make your resume or uploaded materials publicly searchable or visible to other Candidates.

4.3 Employer Access

When an Employer receives your Candidate Materials, they are bound by our Terms of Service to use your documents solely for evaluating your candidacy for the specific role you applied for. Employers may not redistribute your materials to third parties without your consent.

4.4 File Security

All uploaded files are scanned for malware upon receipt. Files are transmitted using TLS encryption and stored with AES-256 encryption at rest. Despite these measures, no storage system is completely secure, and we cannot guarantee the absolute security of your files.

5. Data Retention

We retain your personal information for as long as necessary to provide the Services and fulfill the purposes described in this Policy, unless a longer retention period is required by law. Specific retention periods include:

Active accounts: personal information is retained for the duration of your account and for up to three (3) years following your last activity.
Uploaded documents: retained for up to three (3) years from your last platform activity, or until you request deletion.
Application records: retained for up to five (5) years to comply with employment-related recordkeeping obligations.
Financial and billing records: retained for seven (7) years to comply with tax and accounting requirements.
Legal hold: if your information is subject to a legal hold or dispute, we may retain it beyond standard periods until resolution.

When data is no longer needed, we delete or anonymize it in a secure manner.

6. Cookies and Tracking Technologies

6.1 Types of Cookies We Use

We use cookies and similar technologies (such as web beacons and pixel tags) to operate and improve the Services. These include:

Strictly necessary cookies: essential for the Services to function, such as session management and security.
Functional cookies: remember your preferences and settings to improve your experience.
Analytics cookies: help us understand how users interact with the Services so we can improve them (e.g., Google Analytics).
Marketing cookies: used to show you relevant content and measure the effectiveness of our marketing (only where you have consented).

6.2 Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete them. Note that disabling certain cookies may affect the functionality of the Services. For more information on managing cookies, visit www.allaboutcookies.org.

For users in the EEA or UK, we will request your consent before setting non-essential cookies.

7. Data Security

PennPoint implements industry-standard technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

TLS/SSL encryption for all data transmitted between your browser and our servers
AES-256 encryption for data stored at rest
Role-based access controls limiting employee access to personal data on a need-to-know basis
Regular security audits and vulnerability assessments
Multi-factor authentication for internal systems
Malware scanning for all uploaded files

In the event of a data breach that affects your personal information, we will notify you and applicable regulatory authorities as required by law, typically within 72 hours of becoming aware of the breach.

8. Your Privacy Rights

Depending on where you are located, you may have the following rights regarding your personal information:

8.1 Rights for All Users

Access: request a copy of the personal information we hold about you.
Correction: request that we correct inaccurate or incomplete information.
Deletion: request that we delete your personal information, subject to legal retention requirements.
Opt-out of marketing: unsubscribe from marketing emails at any time using the unsubscribe link in any email or by contacting us directly.

8.2 Additional Rights for California Residents (CCPA/CPRA)

If you are a California resident, you have the following additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

Right to know: request disclosure of the categories and specific pieces of personal information we have collected, the sources, the business purpose, and the categories of third parties with whom we share it.
Right to delete: request deletion of personal information we have collected, subject to certain exceptions.
Right to correct: request correction of inaccurate personal information.
Right to opt out of sale or sharing: PennPoint does not sell or share personal information for cross-context behavioral advertising. You may still submit an opt-out request at privacy@pennpointsearch.com.
Right to limit use of sensitive personal information: you may request that we limit the use of sensitive personal information to only what is necessary to provide the Services.
Right to non-discrimination: we will not discriminate against you for exercising any of your CCPA/CPRA rights.

To submit a CCPA/CPRA request, contact us at privacy@pennpointsearch.com or call [Phone Number]. We will respond within 45 days.

8.3 Additional Rights for EEA and UK Residents (GDPR/UK GDPR)

If you are located in the EEA or UK, you have the following additional rights:

Right to restrict processing: request that we restrict processing of your data in certain circumstances.
Right to data portability: receive your personal data in a structured, commonly used, machine-readable format.
Right to object: object to processing based on legitimate interests or for direct marketing purposes.
Right to withdraw consent: withdraw consent at any time where processing is based on consent, without affecting the lawfulness of prior processing.
Right to lodge a complaint: lodge a complaint with your local data protection authority.

To exercise any of these rights, contact our Data Protection Officer at privacy@pennpointsearch.com. We will respond within 30 days.

9. Children’s Privacy

The Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take immediate steps to delete that information. If you believe we may have collected information from a child, please contact us at privacy@pennpointsearch.com.

10. International Data Transfers

PennPoint is based in the United States. If you access our Services from outside the United States, your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

For users in the EEA or UK, we transfer data to the United States using appropriate safeguards, including Standard Contractual Clauses approved by the European Commission. By using the Services, you consent to such transfers in accordance with this Policy.

11. Third-Party Links and Services

Our Services may contain links to third-party websites, applications, or services not operated by PennPoint. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access through our platform. PennPoint is not responsible for the privacy practices of third parties.

12. Changes to This Privacy Policy

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

Posting the updated Policy on our website with a new “Last Updated” date
Sending an email notification to the address associated with your account
Displaying a prominent notice within the Services

Your continued use of the Services after any changes to this Policy constitutes your acceptance of the updated terms. If you do not agree with the updated Policy, you must stop using the Services and may request deletion of your account.

13. SMS Communication & Phone Number Privacy

PennPoint Search is committed to protecting the privacy of individuals who provide their phone numbers for SMS communication purposes. Phone numbers collected for SMS communication and SMS consent will not be shared with any third party or affiliate for marketing purposes. SMS consent obtained from candidates, clients, or website visitors is collected solely to facilitate direct communication related to recruiting services, job opportunities, appointment confirmations, and other business-related matters. You may opt out of SMS communications at any time by replying STOP to any message you receive from us. For questions regarding our SMS communication practices please contact us at admin@pennpointsearch.com or (559) 412-5090.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

PennPoint Search, Inc.

Attn: Privacy Officer

516 W. Shaw, Suite 200

Fresno, CA 93704

Email: admin@pennpointsearch.com

Phone: (559) 412-5090

Website: www.pennpointsearch.com

This Privacy Policy is effective as of the date listed above and supersedes all prior versions. Your continued use of PennPoint Search services constitutes acceptance of this Policy.