Effective date: September 12, 2025
This Privacy Policy explains how CareerLink ("we", "us", "our") collects, uses, and protects information about individuals who visit our website, use our application, or interact with us as customers (collectively, the "Services"). By using the Services, you agree to this policy. If you are a customer, please refer to the Service Agreement for additional information.
Scope
This policy applies to information we process as a Software-as-a-Service provider for educational institutions and organizations, including paid customers and prospective customers who contact us.
Information We Collect
- Account and profile information, such as name, email address, role, organization, and authentication identifiers.
- Application content and files provided by customers while using the product (e.g., student application details, documents, and metadata) as configured by the customer.
- Usage, diagnostic, and device information including pages viewed, features used, IP address, browser/OS, timestamps, and similar event data for security and product improvement.
- Payment and billing information for paid subscriptions (handled by our payment processor and not stored in full on our systems).
- Support and communications, including messages, requests, and related contact details.
How We Use Information
- Provide, secure, and maintain the Services.
- Operate user accounts and authenticate access.
- Process transactions and provide billing.
- Respond to support requests and communicate about the Services.
- Monitor performance, troubleshoot, and improve features.
- Comply with legal obligations and enforce acceptable use.
Contact Form and Marketing
If you submit our contact form, we will use the information solely to respond to your inquiry and communicate about CareerLink as a potential solution. We do not sell contact form data to data brokers or share it for third‑party advertising. You can opt out of marketing emails at any time using the unsubscribe link.
Data Sharing
We share information with service providers (subprocessors) who perform services on our behalf such as hosting, storage, email delivery, and payments. These providers are bound by contract to protect personal information and use it only for our instructions. We may disclose information when required by law or to protect rights, safety, and the security of the Services.
Security
We implement comprehensive administrative, technical, and physical safeguards appropriate to the sensitivity of the information we process, including:
- Regular security audits and continuous monitoring for suspicious activity
- For educational institutions subject to FERPA, CareerLink acts as a school official with legitimate educational interests as defined under 34 CFR § 99.31(a)(1). We will use student education records only for purposes authorized by the institution and will not re-disclose such information without the institution's consent, except as required by law.
- Industry-standard encryption for data in transit and at rest
- Multi-factor authentication available for enhanced account security
- Role-based access controls with principle of least privilege
- All Customer Data will be stored and processed exclusively within data centers located in the United States. We will not transfer Customer Data outside the United States without your prior written consent.
- Automated backup systems with encryption and retention policies
- Documented incident response procedures with prompt notification to affected customers
In the event of a security incident involving unauthorized access to Customer Data, we will notify Customer without unreasonable delay and no later than 72 hours after discovery of the incident.
Data Retention
We retain personal information for as long as necessary to provide the Services, meet our contractual or legal obligations, resolve disputes, and enforce agreements. Customers may control retention of application data within their accounts where applicable.
Upon termination of service, customer organizations retain all rights, title, and interest in their data. We will provide customer data in a standard exportable format (JSON, CSV, or XML) within 30 days and securely delete all customer organization data from our systems within 90 days, except as required by law.
Children's Privacy
The Services are intended for use by organizations. Where student data is processed on behalf of an educational institution, we act as a service provider/processor and handle information according to the institution's instructions and applicable law.
Your Choices and Rights
- Access, update, or delete account information where available.
- Opt out of non-essential marketing communications.
- Request assistance from us regarding your personal information by contacting the address below.
Cookies and Analytics
We use cookies and similar technologies for essential operations, authentication, security, and to understand product usage. You can control cookies through your browser settings.
Third-Party Services
We use third-party services for essential operations, authentication, file storage, and analytics. These services are used to provide the Services and are subject to their own privacy policies. You can find more information about these services below:
Changes to this Policy
We may update this policy to reflect changes to our practices or legal requirements. If we make material changes, we will provide notice via the Services or by email where appropriate.
Contact Us
For questions or requests regarding this policy, contact us at
support@careerlink.app