Closial Privacy Notice

Information we collect

Candidate information

When you join the Closial talent pool, Closial collects:

• Your name
• Your email address
• Your technology discipline or area of expertise
• An optional LinkedIn or portfolio URL
• Information you later provide through email or screening conversations
• Screening notes related to your professional experience and interests
• Records of your consent to potential employer introductions

If you provide a LinkedIn or portfolio URL, Closial may review the professional information you have chosen to make available at that link. Closial stores the submitted URL but does not automatically copy the entire external profile.

Employer information

When you submit a hiring request, Closial collects:

• Company name
• Work email address
• Role being hired
• Information you later provide through communications about the hiring request

Technical information

When you access the website or submit a form, Closial’s hosting provider may process limited technical information such as your IP address, browser or device information, request headers, timestamps, and security events.

This information is used to deliver and secure the website, validate submissions, enforce rate limits, prevent spam, and investigate abuse.

How we use information

Closial uses personal information to:

• Maintain a talent pool of candidates interested in future opportunities
• Assess potential matches between candidates and opportunities
• Contact candidates about relevant opportunities
• Conduct candidate screening conversations
• Respond to employer hiring requests
• Understand the role an employer is hiring
• Coordinate potential introductions
• Record consent for candidate introductions
• Operate and secure the website
• Prevent spam, fraud, and abuse
• Respond to privacy questions and requests
• Meet applicable legal obligations

Closial does not use form submissions for mailing lists, unrelated marketing, behavioural advertising, automated employment decisions, or AI model training.

Consent and candidate introductions

Submitting the candidate form allows Closial to retain your information in its talent pool and contact you about potentially relevant opportunities.

Submitting the employer form allows Closial to retain the submitted information and respond to the hiring request.

Closial will not share a candidate’s personal information with a prospective employer without first obtaining the candidate’s express consent for that specific introduction.

Before requesting consent, Closial will identify the employer and role and explain what information it proposes to share.

Consent may be provided verbally or in writing. Closial may record the date, employer, role, information covered, and manner in which consent was obtained.

A candidate may decline an introduction without being removed from the talent pool and may withdraw consent before the information is shared.

Service providers and international processing

Closial uses the following service providers:

• Vercel provides website hosting and processes form requests and related technical information.
• Neon provides the database used to store employer and candidate submissions.
• Google Workspace processes messages sent directly to contact@closial.com, including screening communications, privacy requests, and related correspondence.

These providers may use their own subprocessors. Personal information may be processed or stored outside Canada, including in the United States. Information processed outside Canada may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement agencies, or national-security authorities where legally permitted.

Closial remains responsible for personal information under its control.

When information may be disclosed

Closial may disclose personal information:

• To the service providers identified above when necessary to operate the website and services
• To a prospective employer after the candidate provides express consent for the specific introduction
• When required or permitted by applicable law, court order, warrant, or lawful government request
• When reasonably necessary to investigate fraud, abuse, or a security incident
• With the individual’s additional consent

Closial does not sell or rent personal information.

Retention

Candidate submissions are retained for up to 48 months after the candidate’s most recent submission or meaningful interaction with Closial.

Employer submissions are retained for up to 48 months after the employer’s most recent submission or meaningful interaction with Closial.

A meaningful interaction may include a new submission, reply, screening conversation, information update, hiring discussion, or potential introduction. Each meaningful interaction restarts the 48-month period.

At the end of the applicable period, Closial will delete or anonymize the information unless:

• The individual renews their interest or contacts Closial again
• A longer period is reasonably required for an active hiring process
• Retention is required by law
• The information is reasonably needed to establish, exercise, or defend a legal claim

You may request earlier deletion. Information may remain temporarily in restricted backups or service-provider logs until normal deletion cycles are completed.

Anonymous statistics that can no longer identify an individual may be retained indefinitely.

Accuracy

Closial takes reasonable steps to keep personal information accurate and complete for the purposes for which it is used.

You may ask Closial to update inaccurate or outdated information. Closial may also contact you to confirm whether you remain interested in the talent pool.

Safeguards

Closial uses safeguards appropriate to the nature of the information, including:

• Encrypted connections when information is transmitted
• Service-provider encryption and infrastructure protections
• Restricted access to stored submissions
• Server-side input validation and request-size limits
• Same-origin and content-type checks
• Spam-prevention measures and rate limiting
• Security headers
• Protected configuration credentials
• Collection limited to information needed for hiring-related purposes

No internet transmission or storage system can be guaranteed to be completely secure.

Access, correction, deletion, and withdrawal of consent

You may ask Closial to:

• Confirm whether Closial holds personal information about you
• Explain how your information has been used or disclosed
• Provide access to your information
• Correct inaccurate or incomplete information
• Delete your information
• Withdraw consent for future use or disclosure

Send requests to contact@closial.com.

Closial may need to verify your identity before completing a request. Closial will respond to an access request as soon as reasonably possible and generally within 30 days, subject to extensions or restrictions permitted by applicable law.

If Closial cannot provide access to particular information, it will explain the reason where legally permitted and inform you of applicable avenues of recourse.

Withdrawing consent does not invalidate processing that occurred before the withdrawal. It may prevent Closial from continuing to consider a candidate for opportunities or respond to an employer’s hiring request.

Cookies and analytics

Closial does not currently use advertising cookies, behavioural tracking, website analytics, authentication cookies, or third-party marketing trackers.

Infrastructure providers may use limited technologies necessary to deliver and secure their services.

If Closial introduces analytics, advertising, authentication, or materially different tracking practices, this notice will be updated and consent will be requested where required.

Security incidents

If Closial experiences a security breach involving personal information, Closial will investigate the incident, maintain records required by law, and notify affected individuals and regulators where legally required.

External links

A submitted LinkedIn or portfolio URL leads to a third-party service. Those services operate under their own privacy policies and practices. Closial is not responsible for the privacy practices of external websites.

Questions, requests, and complaints

Questions, concerns, access requests, correction requests, deletion requests, and complaints may be sent to:

Closial will acknowledge, review, and respond to privacy complaints within a reasonable period. If a complaint is justified, Closial will take appropriate corrective action.

If a complaint cannot be resolved directly, Closial will inform the complainant of any further avenues of recourse available to them.

Changes to this notice

Closial may update this Privacy Notice as its services or legal obligations change. The revised notice will be posted on the website with a new effective date.

If a change introduces a materially different use or disclosure of previously collected personal information, Closial will provide additional notice and obtain consent where required.