Applicant Privacy Notice

Overview

CloudOffix, Inc. (“CloudOffix”, “we”, “us”) values the privacy of everyone who applies to work with us. This Applicant Privacy Notice explains what personal information we collect when you apply for a job or are considered for one, how we use and share it, how long we keep it, and the choices and rights you have.

This Notice applies to job applicants and candidates for positions at CloudOffix. It supplements our general Privacy Policy, which covers visitors to our website and users of our products. If the two differ for your job application, this Notice applies.

Effective date: October 12, 2026.

1. Who We Are

CloudOffix, Inc. is the company responsible for your application information. We are located at 6751 Columbia Gateway Dr. Suite 300 Columbia MD 21046 United States and can be reached at legal@cloudoffix.com.

2. Information We Collect

Depending on how far your application progresses, we may collect:

• Identification and contact details: name, email address, phone number, city, state and country, and time zone.
• Professional information: your CV or resume, work history, education, skills, certifications, references, and anything you write in your introduction or answers.
• Application and assessment information: the position you applied for, your application status, recruiter notes, CV scores and assessment results, and our hiring decision.
• Interview information: when you take part in an AI video interview, the video and audio recordings of your answers, transcripts of those recordings, and the evaluations described in Section 5.
• Communications: emails and text messages we exchange about your application, and your communication preferences, including your SMS consent.
• Technical information: when you use our website or interview pages, your IP address, browser and device type, and the date and time of your visit, as described in our Privacy Policy.

3. Where We Get Your Information

We collect information directly from you, for example through our application form, by email or during interviews. We may also receive it from job boards and career sites you used to apply (such as Indeed or LinkedIn), from recruiters or people who refer you, from your references with your permission, and from publicly available professional profiles.

4. How We Use Your Information

We use your information to:

• review your application and assess your qualifications for the position you applied for and, if you agree, for other suitable openings;
• communicate with you about your application, schedule interviews and send status updates and reminders;
• run AI-assisted screening and interviews as described in Section 5;
• verify the information you provide and, if we make you an offer, complete the hiring process;
• improve and keep track of our recruiting process;
• comply with our legal obligations, keep records required by law, and establish, exercise or defend legal claims; and
• protect the security of our systems, our people and our company.

We do not sell your personal information, and we do not use it for advertising.

5. AI-Assisted Screening and Video Interviews

We use artificial intelligence (AI) tools to help our recruiters work through applications consistently and quickly:

• CV screening: an AI model compares the work experience in your CV with the requirements of the role and produces a fit score and a short written summary for our recruiters.
• AI video interview: if you are invited, you answer interview questions by recording video answers online. We record your video and audio and create a transcript. AI models evaluate the content of your answers against the role, your spoken English communication, and your overall presentation in the video (for example, how clearly and professionally you come across). This may include automated analysis of images from your video recording.

By accepting this Notice on our application form, you consent to the recording and AI analysis of your interview described above, including, where Maryland law applies, the use of technology that analyzes images of your face during the interview (Maryland Code, Labor and Employment, § 3-717). If you would prefer an interview without AI analysis, or need an accommodation, contact us at legal@cloudoffix.com before your interview and we will offer an alternative. You may also ask us to delete your interview recordings at any time; we will delete them, and ask our service providers to delete their copies, within 30 days of your request.

6. Sensitive Information and Accommodations

We do not ask for, and you do not need to give us, information about your health or disability, genetic information, religion, sexual orientation, political views, criminal history, or similar sensitive information during the application process. We also do not ask about your salary history. Please do not include this kind of information in your CV or answers.

If you include sensitive information anyway, we will use it only as necessary to handle your application and will not use it to make hiring decisions. If you need a reasonable accommodation at any stage of the process, please email legal@cloudoffix.com; we handle accommodation requests confidentially and separately from your application evaluation.

7. How We Share Your Information

We share your information only as needed for the purposes in this Notice:

• Service providers that work on our behalf under contract, such as cloud hosting, email and SMS delivery, video interview and transcription services, and AI model providers (for example, OpenAI and Google). Our AI providers process your data under paid-account terms that prohibit using it to train their models.
• CloudOffix affiliates and personnel involved in the hiring decision.
• Professional advisors, such as lawyers and accountants, when needed.
• Authorities and others when required by law, regulation, subpoena or court order, or to protect our rights, our people or others.
• A buyer or successor in connection with a merger, acquisition, reorganization or sale of assets.

8. Email and SMS Communications

We will email you about your application. Text messages are optional: we send recruiting SMS notifications (application status updates, interview scheduling and reminders) only if you agree on the application form. Your consent to SMS is not required to apply. Reply STOP to any message to unsubscribe or HELP for assistance. Message frequency varies, and message and data rates may apply. See our SMS Terms for details.

9. How Long We Keep Your Information

We keep application records for four (4) years after the last status change of your application. This period reflects the time limits that apply to employment-related legal claims and is longer than the minimum record-keeping periods required by U.S. federal and Maryland law. At the end of this period, we delete or anonymize your information unless we need to keep it longer because of a legal obligation or an ongoing claim.

If you are hired, your application information becomes part of your employee records and is kept under our employee record policies. You can ask us to delete your information earlier, as described in Section 11; interview recordings are deleted within 30 days of your request.

10. Security and International Transfers

We use administrative, technical and physical safeguards designed to protect your information, including encrypted connections, access controls, and limiting access to people who need it for recruiting. No system is completely secure, but we work to protect your information and to respond promptly to any incident.

We are based in the United States, and your information is stored and processed in the United States. Some of our service providers may process information in other countries; when they do, we require them to protect it as described in this Notice.

11. Your Rights and Choices

You may ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct information that is inaccurate or incomplete;
• delete your information, subject to records we must keep by law;
• withdraw your consent to the processing described in this Notice (if you do, we may not be able to continue considering your application); and
• stop sending you text messages (reply STOP at any time) or other communications.

Depending on the state where you live (for example, California), you may have additional rights under state privacy laws. To make a request, email legal@cloudoffix.com. We will verify your identity before acting on your request, respond within 45 days, and not treat you differently for exercising your rights. You may use an authorized agent to make a request on your behalf.

12. Equal Opportunity, Minors and Changes

CloudOffix is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status or any other characteristic protected by law.

Our positions are open only to applicants who are at least 18 years old, and we do not knowingly collect information from anyone younger.

We may update this Notice from time to time. The effective date at the top of this Notice shows when it was last changed. If we make material changes, we will post the new Notice on this page; the version you accepted is recorded with your application.

13. Contact Us

If you have questions about this Notice or how we handle your application information, or if you want to exercise your rights, contact us: