NovoHire, Inc. Privacy Policy
Last Updated: May 2026
NovoHire, Inc. (“NovoHire,” “Jobflow,” “Company,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of the information entrusted to us.
This Privacy Policy describes how we collect, use, disclose, retain, and protect information when individuals access or use:
https://www.myjobflow.com
https://platform.myjobflow.com
related websites, applications, and AI-assisted employment services (collectively, the “Services”).
Jobflow is an AI-assisted employment platform designed to help users improve resumes, tailor application materials, identify relevant job opportunities, receive job fit coaching, organize job search workflows, and support workforce development, candidate matching, and employment placement activities.
By accessing or using the Services, you acknowledge and agree to this Privacy Policy and our Terms of Use.
I. Information We Collect
We may collect the following categories of information:
1. Account & Registration Information
Including:
Name
Email address
Authentication credentials
Account preferences
Organization or workforce affiliation (if applicable)
2. Employment & User-Generated Content
Including:
Uploaded resumes
Cover letters
Job application materials
Employment history
Education history
Skills and certifications
Job preferences
Career interests
User-entered onboarding information
Saved job descriptions
AI-generated employment materials
3. AI Workflow Information
Including:
AI prompts
AI-generated outputs
Workflow execution metadata
Job tailoring requests
Job fit coaching requests
Resume optimization requests
This information may be processed through AI-assisted workflows to provide platform functionality.
4. Usage & Device Information
Including:
Browser type
Device type
IP address
Operating system
Referring URLs
Platform interactions
Usage analytics
Session activity
Cookies and tracking information
5. Workforce & Organizational Information
If the Services are accessed through a workforce board, educational institution, employer partner, or enterprise customer, we may collect organizational affiliation and limited administrative metadata associated with account management or reporting functionality.
II. How We Use Information
We may use collected information to:
Provide and operate the Services
Create and manage accounts
Deliver AI-assisted employment workflows
Optimize resumes and application materials
Match users to employment opportunities
Provide job fit coaching and employment insights
Support workforce development and placement activities
Respond to support requests
Monitor platform performance and security
Improve platform functionality and user experience
Detect fraud, abuse, misuse, or unauthorized access
Comply with legal obligations
Enforce contractual terms and platform policies
III. AI-Assisted Functionality
Jobflow utilizes AI-assisted workflows to support employment-related services including:
Resume optimization
Resume tailoring
Cover letter generation
Job matching
Job fit coaching
Candidate shortlisting for role fit and matching
Employment workflow assistance
Human Oversight
Jobflow is designed as a human-in-the-loop platform:
AI-generated outputs remain reviewable, editable, and user-controlled prior to use or submission
Users remain responsible for reviewing and approving final materials
Jobflow does not autonomously make employment, eligibility, governmental, or legal decisions
AI Providers
Jobflow utilizes commercial API-based AI services from providers including OpenAI and Anthropic for inference and generation workflows.
Based on current provider policies for commercial API usage, customer API data submitted through these services is not used to train public foundation models absent explicit customer opt-in arrangements.
Jobflow does not use customer organizational data to train proprietary foundation models.
Jobflow is designed to minimize transmission of identifiers to model providers and applies controls intended to reduce or remove direct identifiers from prompts where feasible.
IV. How We Share InformationService Providers & Subprocessors
Jobflow maintains a separate Subprocessor & Infrastructure Provider List available to enterprise and organizational customers upon request.
We may share information with authorized service providers and subprocessors that support:
Cloud hosting
Database infrastructure
Authentication
AI-assisted workflows
Email delivery
Monitoring and operational support
Platform functionality
These providers process information solely for authorized operational purposes and subject to contractual and operational safeguards.
Workforce, Employer & Organizational Sharing
Certain Services may involve workforce boards, educational institutions, employer partners, or enterprise customers.
Jobflow does not provide employers or workforce organizations unrestricted access to private user accounts or user-generated employment materials.
Information may be shared:
when explicitly authorized by the user
when required to facilitate employment workflows or referrals
when associated with organizational reporting featuresas otherwise permitted by law or contract
Legal & Security Disclosures
We may disclose information where reasonably necessary to:
comply with legal obligations
respond to lawful requests
enforce agreements or policies
investigate fraud, misuse, or security incidents
protect users, organizations, or the public
Business Transactions
If NovoHire undergoes a merger, acquisition, financing, reorganization, or asset sale, information may be transferred as part of that transaction subject to applicable legal protections.
V. Data Retention & Lifecycle Management
Jobflow retains information only as long as reasonably necessary to:
provide Services
support platform functionality
maintain operational continuity
investigate security incidents
resolve disputes or support requests
satisfy contractual or legal obligations
User Content & AI Workflow Records
User-generated content and AI workflow records may be retained to support:
workflow continuity
troubleshooting
product support
monitoring
security investigations
Deletion Requests
Users may request deletion of their account and associated data.
Current deletion workflows include:
manual review and processing of deletion requests
removal of applicable account-associated data from production systems
revocation of platform access
Jobflow continues to formalize lifecycle governance, retention schedules, and automated deletion workflows as part of its evolving governance program.
VI. Security & Governance
Jobflow maintains layered administrative, technical, and operational safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction.
Security controls include:
AES-256 encryption at rest
TLS 1.2+ encryption in transit
Role-based access controls
Row-level security (RLS)
Operational logging and monitoring
Patch management processes
Incident response procedures
Change management controls
Credential-restricted production access
Production database access is restricted to authorized technical leadership personnel and access is logged.
Jobflow evaluates evolving AI-related operational and security risks including:
prompt manipulation
unauthorized access
misuse scenarios
data exposure risks
AI workflow abuse
VII. Cookies & Analytics
Jobflow may utilize cookies, session technologies, and analytics tools to:
maintain sessions
improve platform functionality
analyze usage patterns
support authentication
improve user experience
Users may modify browser settings to limit cookies, though certain platform functionality may be affected.
VIII. User Rights & Choices
Depending on applicable law and account type, users may have the ability to:
access account information
update or correct information
request account deletion
export certain account data
manage communication preferences
Users may opt out of marketing communications while continuing to receive operational or administrative messages related to the Services.
IX. Children’s Privacy
The Services are not directed to children under 13 years of age, and Jobflow does not knowingly collect personal information from children under 13.
If we become aware that information has been collected from a child under 13 without appropriate consent, we will take reasonable steps to delete such information.
X. Third-Party Websites & Services
The Services may contain links to third-party websites, applications, or services.
Jobflow is not responsible for the privacy or security practices of third parties not controlled by NovoHire.
Users should review applicable third-party privacy policies before interacting with those services.
XI. Incident Response & Notification
Jobflow maintains incident response and escalation procedures designed to investigate, contain, remediate, and communicate security incidents.
In the event of a confirmed security incident involving customer or organizational data, impacted organizational customers and designated contacts may be notified in accordance with applicable law, contractual obligations, and incident severity.
XII. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect:
operational changes
product updates
legal requirements
security improvements
evolving AI governance practices
Material changes may be communicated through the Services or via email where appropriate.
Continued use of the Services following updates constitutes acceptance of the revised Privacy Policy.
XIII. Contact Information
If you have questions regarding this Privacy Policy or Jobflow’s privacy and governance practices, please contact:
NovoHire, Inc.
privacy@myjobflow.com
