Privacy Policy

1. Introduction

[Company Name] ("we," "our," or "us") operates the FairLens platform, an AI-powered application review service. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website and services. By using FairLens, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Personal Information

• Name, email address, and account credentials
• Profile information (photo, biography, demographic details you choose to provide)
• Organization and role information

2.2 Application Materials

• Uploaded documents (CVs, resumes, essays, transcripts, certificates)
• Text responses and form submissions
• Video recordings submitted as part of applications
• Links to external profiles or portfolios (e.g., LinkedIn, GitHub, personal websites)

2.3 Usage Data

• Browser type, device information, and IP address
• Pages visited, features used, and interaction timestamps
• Cookies and similar tracking technologies (see Section 7)

3. How We Use Your Information

• To provide, maintain, and improve our services
• To process and manage applications submitted through the platform
• To authenticate your identity and manage your account
• To communicate with you about your account or applications
• To process payments for organization subscriptions
• To ensure the security and integrity of our platform
• To comply with legal obligations

4. AI Processing Disclosure

FairLens uses artificial intelligence to assist in the application review process. This includes:

• Document parsing: Automated extraction of structured data from uploaded documents (CVs, essays, transcripts)
• Text analysis: Natural language processing to summarize and evaluate written responses
• Scoring and ranking: AI-generated scores to support reviewers in evaluating applications against defined criteria
• Bias detection: Analysis to identify and mitigate potential biases in the review process

AI-generated assessments are used as decision-support tools only. Final application decisions are always made by human reviewers. You may request a fully human review of your application by contacting us.

5. Third-Party Services

We use the following third-party services to operate our platform:

• Clerk — Authentication and user management. Clerk processes your login credentials and profile data under their own privacy policy.
• Stripe — Payment processing for organization subscriptions. Stripe handles payment card data directly; we do not store your full card number.
• Cloudflare R2 — Secure cloud storage for uploaded files (documents, videos, and other application materials).
• OpenAI and Anthropic — AI model providers used for document analysis, text evaluation, and scoring. Application content may be sent to these providers for processing. We use their API services with data processing agreements in place.
• Google — AI services used for supplementary analysis capabilities.

Each third-party service operates under its own privacy policy. We encourage you to review their policies for details on how they handle your data.

6. Data Retention

We retain your personal information and application data for as long as your account is active or as needed to provide you with our services. Application data is retained for the duration of the review cycle and for a reasonable period thereafter to support any appeals or audit requirements. When data is no longer required, we securely delete or anonymize it. You may request deletion of your data at any time (see Section 8).

7. Cookies and Tracking

We use cookies and similar technologies for authentication, session management, and to remember your preferences. These are essential for the platform to function correctly. We do not use advertising or third-party tracking cookies. For more information, see our cookie consent notice displayed when you first visit the site.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data, subject to legal retention requirements
• Portability: Request a machine-readable copy of your data to transfer to another service
• Objection: Object to processing of your data in certain circumstances, including automated decision-making
• Restriction: Request restriction of processing while a complaint is being resolved

To exercise any of these rights, please contact us using the information in Section 10.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes encryption in transit (TLS) and at rest, access controls, and regular security assessments. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

10. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data rights, or have concerns about how your data is being handled, please contact us at:

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of FairLens after changes are posted constitutes acceptance of the revised policy.