Privacy Policy

Part 3. Privacy Policy

Who we are. [HOAHire LLC — registration pending], a Florida limited liability company ("HOAHire"). Contact: [email protected]. Mailing address: HOAHire, 2672 Third Ave S, Clearwater, FL 33759.

Last updated: October 29, 2026 · Version: privacy v2.0

P1. What we collect

• Account and profile: name, email, phone, state and city of residence, the markets you're interested in, school (optional), work history, licenses (for example CAM), preferences (roles, locations, relocation, availability), sharing choices.
• Optional voluntary self-identification: if you choose to answer, sex, race/ethnicity, whether you are 40 or older, disability, and veteran status. This is optional, stored separately, never used in scoring or matching, never shown to employers, and used only in aggregate to check that our process is fair.
• Consent records: what you agreed to (for example the assessment notice, Terms, and Privacy Policy), the version, the time, your IP address, and how you reached us.
• Usage and source data: pages visited and the link or campaign that brought you to us (for example UTM tags), so we know which outreach works.
• Training records: HOAHire training modules you complete, quiz scores, lesson progress, and badges you earn.
• Résumé and files: résumé files (PDF or Word) and an optional profile photo.
• Assessment results: answers to the work-style profile, scores by trait and axis, fit band, and the versions of the scoring engine and items used.
• Booking and calendar data: times you book with us, meeting details, and, for HOAHire staff calendars only, free/busy information. We do not read candidates' or clients' calendars.
• Employer data: company and community information, contacts, Job Orders, e-signature records (name, title, email, time, IP address, browser).
• Communications: messages in the portals, emails, and notes from conversations with our recruiters.
• Technical and audit data: IP address, browser and device information, sign-in records, and an audit log of significant actions (for example, who viewed or changed a record).
• Cookies: essential cookies for sign-in and security, and a settings cookie for staff. We do not use analytics or advertising cookies. If we add analytics, we will update this policy first.

P2. How we use it

To match candidates with openings, run the work-style profile, coach candidates, schedule sessions and interviews, present candidates to employers with a signed Job Order, bill employers, secure the service, meet legal obligations, and improve our service. We use aggregate, de-identified pass rates (including any voluntary self-identification) to check that the assessment does not disadvantage any group. We do not make hiring or referral decisions about you by automated means; a person reviews every candidate and people make every decision. We do not refer or decline to refer anyone on the basis of a protected characteristic. HOAHire does not obtain consumer reports or conduct reference checks for Clients.

P3. AI processing of résumés

If you choose to use the résumé reader and tick the consent box, we send your résumé file to our AI provider, Anthropic, to suggest profile details. For PDFs we send the whole file (including scanned pages) so the AI can read it; for Word files we send the extracted text. Anthropic processes it under its commercial terms, which do not permit training on our data. We record that you consented, and token counts, but not the content of the request in our logs. Nothing is saved to your profile until you review and confirm. You can use the site without this feature.

P4. When we share

• Employers: only at a late-stage introduction, with notice to you and your permission, and only after you are submitted for a specific opening with a signed Job Order. Your profile-sharing setting still decides whether you can be presented to employers at all. Employers see a short profile summary, not detailed trait scores. Your résumé and scores are shared only for an opening you are submitted to.
• Training progress and badges: your HOAHire training progress (modules passed and average best score) and the badges you have earned are always visible to employers you are presented to; there is no separate switch for this. Employers do not see your individual answers. If you are hired through HOAHire, your training from before the hire carries over to your team profile at that employer, so its administrators can see it and you do not start again.
• Service providers: hosting (Railway), email delivery, calendar (Google), AI (Anthropic), and payments/invoicing providers, under contracts that limit their use of your data.
• Legal: when required by law, to protect rights or safety, or in a merger or sale of the business.
• We do not sell or rent personal information, and we do not share it for cross-context behavioral advertising.

P4a. Assessment notice

Before you start the assessment we tell you what it asks, how it is used (one input, not a medical or psychological test), who sees results, and how to ask for an accommodation. Your answers and scores stay with HOAHire unless you agree to an introduction.

P5. Retention

Each record carries a retention date; when it passes, staff delete or anonymize it, and that action is logged.

P6. Your choices

You can view and edit your profile, change your profile-sharing setting, download a copy of your data (JSON), and request deletion from the Privacy page. When you request deletion:

• your profile-sharing setting switches off immediately, so you are not presented to new employers;
• your training progress and badges are hidden from employers immediately, including any employer you were already presented to or hired by;
• your profile content, training records and badges are deleted within 30 days (deleting your account yourself from the Privacy page removes your training records and badges right away); and
• records the law requires us to keep (Job Orders, résumés and assessment results tied to a referral, e-signature records, and billing records) are kept for the required period in the table above and then deleted.

You can opt out of marketing emails at any time with the unsubscribe link in any such email; we honor opt-outs within 10 business days. Marketing emails include our mailing address.

If you change your sign-in email (after confirming the new address by email link), your training record and badges stay with your account; they are tied to you, not to your email address.

As a courtesy, we honor requests to access, correct or delete your information from anyone, wherever you live, as described above. Send requests to [email protected].

State-specific rights. Some states give residents additional rights, depending on the business's size and activities. We track these state by state. Florida: HOAHire is not currently subject to the Florida Digital Bill of Rights; we follow Florida's data security and breach-notice law (Fla. Stat. § 501.171). Other states: where a state privacy law applies to HOAHire, we will honor the rights it gives (for example access, correction, deletion, and opting out of sale or targeted advertising, which we don't do) and list them here.

P7. Security

Passwords are hashed; data is encrypted in transit; access is limited by role and organization; sensitive tokens are encrypted at rest; actions are audit-logged. No system is perfectly secure; we will notify affected people of a breach as required by law (including Fla. Stat. § 501.171).

P7a. Cookies

We use essential cookies for sign-in, security, and saving your assessment progress in your browser. We do not use advertising cookies.

P8. Children

The service is for people 18 and older. We do not knowingly collect information from anyone under 18 and will delete it if we learn we have.

P9. Changes and contact

We will post updates here and, for material changes, notify account holders. Questions or requests: [email protected], or by mail to HOAHire, 2672 Third Ave S, Clearwater, FL 33759.