FoxSort Candidate Processing Notice

FoxSort provides software that helps Customers collect, organize, summarize, rank, search, review and manage job applications. FoxSort is not the employer, recruiter, staffing agency, employment agency or hiring decision-maker for Customer job openings.

The Customer responsible for the job determines the role, hiring criteria, application process, review workflow, interview process, accommodation process and final hiring decisions.

FoxSort may generate summaries, rankings, scores, recommendations, comparisons, screening outputs, search results, workflow suggestions, interview preparation materials and other hiring-related assistance.

FoxSort does not make final hiring decisions. Hiring, rejection, interview, offer and employment decisions are made by the Customer.

FoxSort does not decide whether a Candidate is rejected, interviewed, offered a role, hired or employed.

Customers are responsible for reviewing Candidate information, considering relevant context, applying lawful criteria and complying with hiring, employment, privacy, anti-discrimination, accessibility, accommodation, automated-decision-tool, bias audit, impact assessment, human review, opt-out, appeal and notice obligations where required.

Depending on the job and how the Customer uses FoxSort, FoxSort may process:

• Name, email address, phone number and location information.
• Resume, CV, cover letter and uploaded documents.
• Employment history, education history, qualifications, licenses, certifications, skills and experience.
• Availability, salary expectations, work preferences and job interests.
• Application answers, screening answers and knockout-question responses.
• Communications relating to your application.
• Recruiter notes, interview notes, internal feedback, stage, status and decision records created by the Customer.
• Information generated from your application materials, such as summaries, scores, rankings, recommendations, match explanations, skill assessments and suggested interview questions.

Candidates should avoid submitting sensitive personal information unless it is requested by the Customer or necessary for the application.

FoxSort may use automated tools, including artificial intelligence and machine learning technologies, to help Customers review applications. These tools may:

• Parse resumes and uploaded documents.
• Extract potentially relevant skills, qualifications and experience.
• Compare your information against job-related criteria configured by the Customer.
• Generate summaries and match explanations.
• Rank or prioritize applications for Customer review.
• Search across candidates and applications.
• Suggest interview questions or recruiter review materials.
• Organize applications into stages or workflows.

Automated outputs may be incomplete, inaccurate or based on limited information. Customers are responsible for reviewing outputs before relying on them.

FoxSort does not guarantee that any Candidate is suitable, available, eligible, legally authorized to work, qualified, truthful, complete, accurate or the best match for a role.

The Customer is responsible for its own hiring process, including:

• Job descriptions, job criteria and application questions.
• Whether and how FoxSort is used in the Customer's hiring process.
• Reviewing FoxSort outputs before relying on them.
• Candidate notices, accommodation processes, human review processes, appeal processes and alternative selection processes where available or required by law.
• Hiring, employment, privacy, anti-discrimination, accessibility, accommodation, automated-decision-tool, bias audit, impact assessment, human review, opt-out, appeal and notice obligations where required.
• Interview, rejection, offer, hiring and employment decisions.

Customers must not use FoxSort to unlawfully discriminate against Candidates or unlawfully deny employment opportunities.

For job-specific questions, application status, hiring decisions, interview decisions, rejection decisions, reasonable accommodation requests, human review requests, appeals, or alternative selection process requests where available or required by law, Candidates should contact the employer, recruiter, staffing company, agency, or other Customer responsible for the role.

When you apply through a FoxSort-powered application page, the job-specific Candidate Processing Notice will usually show the relevant Customer or recruiter contact email for that role. You may use that contact email to make job-specific requests.

Contacting the Customer does not guarantee a different outcome, interview, offer, or hiring decision.

Candidate information submitted for a job may be disclosed to the Customer responsible for that job and the Customer's authorized users.

FoxSort may also disclose Candidate information to service providers and subprocessors that help us provide, host, secure, support, analyze and improve FoxSort. These may include cloud hosting, database, storage, AI, authentication, communication, analytics, error monitoring, support and infrastructure providers.

If a Customer connects FoxSort to a third-party integration, Candidate information may be shared with that integration according to the Customer's settings and the third party's own terms and privacy practices.

FoxSort does not sell Candidate personal information.

FoxSort does not use Candidate application data for targeted advertising.

Unless expressly stated otherwise in a separate agreement with a Customer, FoxSort does not use Candidate application data to train third-party foundation models.

Candidate information is generally retained according to the Customer's instructions, account settings or applicable agreement with FoxSort. Customers may delete Candidate information from the platform, subject to backup, legal, security and operational retention requirements.

After a Customer account is terminated, Candidate data may be deleted, anonymized or retained for a limited period as needed for backup, legal, audit, tax, security or legitimate business purposes.

FoxSort uses reasonable administrative, technical and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration and disclosure.

No system is completely secure. Candidates should avoid submitting unnecessary sensitive information and should contact the Customer if they need reasonable accommodation, human review, appeal, or an alternative selection process where available or required by law.

Depending on your location and applicable law, you may have rights including:

• Access, correction or deletion of certain personal information.
• Portability or restriction of certain processing.
• Objection to or opt-out of certain processing where applicable.
• Information about automated processing where applicable law provides such a right.

Where FoxSort processes Candidate information on behalf of a Customer, FoxSort may direct the request to the relevant Customer or assist the Customer in responding. The Customer is usually responsible for requests relating to hiring decisions, application status and Candidate records controlled by the Customer.

To submit a privacy or data request to FoxSort, contact operations@foxsort.com.

By submitting a resume, application, or other information through a FoxSort-powered application page, you agree to the FoxSort Terms of Service, Privacy Policy, and the Candidate Processing Notice shown or linked during that application flow.

The Terms of Service include important dispute resolution provisions, including arbitration and class action waiver terms, where enforceable.

FoxSort LLC
5413 Snead Road, Richmond, Virginia 23224, United States
Privacy/data requests: operations@foxsort.com
General support: operations@foxsort.com