Privacy Policy

Privacy Policy

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Type of website: Hiring Platform and SaaS 

Effective date: 1st day of January, 2023

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Picsume Inc. ( “the company”, “we”, “our”, or “us”) is committed to protecting the privacy of its users. This Privacy Policy explains how we collect, use, disclose, and safeguard users information when using our Software-as-a-Service (SaaS) platform,www.picsume.ca (the “Site”  which is owned and operated by Picsume Inc.).

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The company can be contacted at:

ops@picsume.ca

1241 South Malden Rd, Essex, ON, N9V 2Y7

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Purpose

The purpose of this privacy policy (this “Privacy Policy”) is to inform the users of our Site of the following:

1. The personal data we will collect;

2. The use(s) for the collected data;

3. Outline who will have access to the collected data;

4. The rights of our Site users; and

5. The Site’s cookie policy.

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This Privacy Policy, in full, applies in addition to the terms and conditions of our Site.

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Consent

By using our Site users consent to:

1. The conditions set out in this Privacy Policy; and

2. The collection, use, disclosure, storage, and retention of the data listed in this Privacy Policy.

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By using our services, you confirm that you are of legal age in your jurisdiction, or have obtained the necessary consent from a parent or legal guardian, to sign up for the company’s services. 

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You have the right to withdraw your consent at any time. However, please note that withdrawing consent may limit your ability to access the Site and its features. To withdraw consent, contact our privacy officer:

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Nicholas Mastromattei

ops@picsume.ca

1241 South Malden Rd, Essex, ON, N9V 2Y7

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Minors

The minimum age required to use our Site is 14 years of age, with parental or guardian consent. We do not knowingly collect or use personal data from minors under the age of fourteen, even with consent from a parent or guardian. If we learn that we have collected personal data from a child 13 years of age or younger, the personal data will be deleted within seventy-two (72) hours of notification. If a child 13 years of age, or younger, has provided us with personal data their parent or guardian may contact our privacy officer.

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Personal Data We Collect

We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first.

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Data Collected Automatically

When you visit and use our Site, we may automatically collect and store the following information:

1. IP address;

2. Location;

3. Hardware and software details;

4. Clicked links; and

5. Content viewed.

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Data Collected in a Non-Automatic Way

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We may also collect the following data when you perform certain functions on our Site:

1. First and last name;

2. Age*;

3. Date of birth*;

4. Sex*;

5. Email address;

6. Phone number;

7. Address;

8. Legal Status*;

9. Payment information; and

10. Auto fill data.

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* These data points are only collected if the user voluntarily and expressly provides it to the Site by uploading their resume, through manual entry, or otherwise. The company will never use, or disclose, this information for any purposes other than what is required by law. Picsume does not request this information to be uploaded, and therefore it is at the discretion of the user if they so choose to include it on the Site.

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In addition to specific data collected, as specified above, when you engage in chat communications on our Site, such as customer support inquiries, feedback, or other interactions with users, the content of these communications is retained and stored. The purpose of retention is to assist with inquiries, improve the quality of support services, can be used to train staff and/or AI, for trend analysis, to address common issues, and for legal purposes. All chat communications on the Site are securely stored to protect against unauthorized access and will only be accessed by authorized personnel who require it for legitimate business or legal purposes. 

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This data may be collected using the following methods:

1. Creating an account;

2. Editing an account;

3. Interacting with job postings;

4. Interacting with other users; and

5. Updating information on an account. 

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How We Use Personal Data

The data we collect, including Raw Data and Processed Data as defined in our Terms, will be used solely for the purposes specified in this Privacy Policy and/or outlined in the Terms. Raw Data collected from users remains their property and will not be shared with third parties without explicit consent, except as required by the law. Once transformed into Processed Data, the data is owned by Picsume and may be retained indefinitely for purposes permitted by applicable laws, including platform improvements, analytics, and internal research.

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Raw Data from user accounts will be retained while the account is active for a period of five (5) years following any period of inactivity After this period, the account and associated data may be deleted unless required to be retained for legal, regulatory, or operational purposes. Data associated with closed or terminated accounts will be retained for a period of three (3) years after account closure to ensure legal compliance, resolve disputes, and fulfill any other legitimate business or regulatory requirements. Communication records, including but not limited to chats, emails, and other correspondences, will be retained for twelve (12) months to improve customer service, resolve disputes, and maintain operational records. After this period, the Raw Data will be deleted unless retention is required for legal or regulatory purposes. 

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We collect certain types of data automatically when you interact with our services. This data is outlined above in this Privacy Policy under “Data Collected Automatically”. The data we collect automatically is used for the following purposes:

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  • Improving user experience by tailoring services based on location availability and to optimize the navigation and usability of the Site and its features.
  • Service monitoring for performance, speed, and reliability of the Site.
  • Identifying suspicious activity and preventing unauthorized access, fraud, or malicious activities. 
  • Mitigate potential security threats to safeguard personal data. 
  • Ensure compliance with regional laws and regulations, including reporting to fulfill legal obligations related to data usage and security. 

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The data we collect when the user interacts with our services, as outlined in the “Data Collected in a Non-Automatic Way” section of this Privacy Policy, such as during account creation, applications to job postings, interacting with other users, and updating information on the Site, are used for the following purposes:

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  • Create, verify, and manage the account.
  • Communicate important updates, notifications and support-related information.
  • Ensure compliance and eligibility to use our services.
  • Manage subscriptions and process payments.
  • Analyzing trends and improving service offerings. 
  • Enhance user convenience and improve the accuracy of information entered into our systems.

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Who We Share Personal Data With 

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The Company Employees

We may share your personal data and disclose user data with authorized employees of the Company to fulfill legitimate business purposes, ensuring the efficient operation of our services, in accordance with the purposes set out in this Privacy Policy, and which comply with all legal obligations. Some reasons that employees would require this data disclosure includes, but is not limited to, the following:

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  1. Provide customer support and address inquiries or concerns;
  2. Manage accounts, and service-related activities;
  3. Develop and improve our services and internal processes; and
  4. Facilitation for the hiring process. 

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Third Parties

To facilitate the hiring process, manage human resources, and support employment-related activities, we may share your data with third parties as necessary. We may share user data, including user profiles and interactions, with private employers, government entities, and NGOs, as permitted by, and in compliance with, applicable laws. Moreso, Raw Data is not transferred outside of Canada to any third parties.  Data sharing will adhere to the following conditions:

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  1. Raw Data will only be shared with explicit consent from the user.

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  1. Third parties receiving data will comply with confidentiality and data protection obligations consistent with Picsume’s Terms and applicable laws.

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  1. Processed Data may be shared without unique identifiers, ensuring that it is anonymized and secure.

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Third-Party Service Providers

Picsume carefully vets third-party service providers to ensure compliance with privacy and security standards. The company only shares information with third-party service providers to the extent necessary to perform their specific functions. These providers are contractually obligated to:

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  1. Keep user data confidential;

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  1. Use data only for the purposes specified by Picsume; and

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  1. Maintain appropriate technical and organizational measures to protect the data shared with them.

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Storage of Personal Data

User data will be stored until its initial purpose has been achieved, as outlined in this Privacy Policy. However, Processed Data, which no longer contains unique identifiers, will be retained indefinitely for internal business purposes, including but not limited to platform enhancements and analytics, in accordance with applicable laws.

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How We Protect Your Personal Data

In order to protect your security, we use the strongest available browser encryption and store all of our data on servers in secure facilities. All data is only accessible to our employees. Our employees are bound by strict confidentiality agreements and a breach of this agreement would result in the employee’s termination. While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

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Picsume is committed to maintaining industry-standard security protocols, including:

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  1. Regular security assessments, such as vulnerability scans and penetration testing, to identify and mitigate risks.

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  1. Incident response protocols to address and resolve any data breaches promptly.

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  1. Ongoing updates to our security measures to remain compliant with evolving best practices and legal requirements.

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In the event of a data breach or security incident involving user data:

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  1. Picsume will notify affected users and relevant authorities within 72 hours of becoming aware of the breach.

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  1. Notifications will include details such as the nature and scope of the breach, the data affected, and the corrective actions taken.

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  1. Users will be provided with contact information for a dedicated representative to assist with further inquiries and support.

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Data Security Standards

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Picsume employs comprehensive physical, electronic, and managerial controls to safeguard user data from unauthorized access, disclosure, and alteration. These measures include:

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  1. Encryption of data both in transit and at rest.

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  1. Regular security audits and vulnerability assessments to identify and address potential risks.

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  1. Strict access controls to ensure that only authorized personnel have access to sensitive data.

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  1. Monitoring of outsourced service providers to ensure they meet organizational and technical security requirements.

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How to Access, Modify, Delete, or Challenge the Data Collected

‍If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to whom we disclosed your personal data, or if you would like your data to be deleted or modified in any way, please contact our privacy officer:

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Nicholas Mastromattei

ops@picsume.ca

1241 South Malden Rd, Essex, ON, N9V 2Y7

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International Compliance

Picsume adheres to data protection standards, including the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable. For users outside of Canada, we ensure that data privacy complies with applicable laws and regulations in the users jurisdiction. This includes localized privacy rights such as the California Consumer Privacy Act (CCPA), or the General Data Protection Regulation (GDPR) in the European Union. For users in the European Economic Area (EEA), data will be processed under European Commission-approved Standard Contractual Clauses.

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Cookie Policy

A cookie is a small file, stored on a user’s hard drive by a website. Its purpose is to collect data relating to the user’s browsing habits. We ensure that our use of cookies complies with the data collection and usage principles outlined in PIPEDA. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience. Picsume began with a vision to transform the traditional resume, providing dynamic work profiles that match candidates with their ideal jobs. Our core values of innovation, efficiency, and meritocracy drive us to create a seamless experience for both candidates and employers.

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Changes to the Privacy Policy

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Picsume reserves the right to update this Privacy Policy to reflect changes in practices or legal requirements. Users will be notified of material changes via email or a prominent notice on OUR Site. The effective date of changes will be included in the notification. Continued use of the platform signifies acceptance of the updated policy.

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Updated: January 30, 2025

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