FoxSort Privacy Policy
Last updated: June 24, 2026
This Privacy Policy and Candidate Processing Notice explains how FoxSort LLC, a Virginia limited liability company, and its affiliates, representatives and service providers, where applicable, collect, use, store, disclose and otherwise process personal information through the FoxSort platform, website, application forms, customer dashboard, integrations and related services.
In this Notice, "FoxSort," "we," "us" and "our" means FoxSort LLC. "Customer" means the employer, recruiter, staffing company, agency or other organization using FoxSort. "Candidate" means an applicant, job seeker or individual whose information is submitted to or processed through FoxSort in connection with a job opportunity.
By accessing or using FoxSort, submitting an application through a FoxSort-powered application page, uploading a resume, or otherwise providing information through the platform, you acknowledge that your information will be processed as described in this Notice.
Candidates should also review the FoxSort Candidate Processing Notice, which explains how FoxSort processes application information in connection with Customer job opportunities.
1. Our role
FoxSort provides software that helps Customers collect, organize, summarize, rank, search, review and manage job applications.
For Candidate information submitted in connection with a Customer's job opening, FoxSort generally acts as a service provider, processor or vendor acting on behalf of the Customer. The Customer determines the job opportunity, application process, hiring criteria, hiring workflow and final hiring decisions.
For information relating to our own website visitors, business contacts, account users, billing contacts and direct communications with FoxSort, FoxSort may act as the business, controller or equivalent decision-maker for that information.
2. FoxSort does not make final hiring decisions
FoxSort may use automated tools, including artificial intelligence and machine learning technologies, to assist Customers with application review. These tools may help generate summaries, rankings, recommendations, search results, comparisons, screening outputs, interview preparation materials, workflow suggestions or other hiring-related assistance.
FoxSort does not make final hiring decisions. Hiring decisions are made by the Customer. Customers are responsible for reviewing Candidate information, applying lawful hiring criteria, considering relevant context, providing any required notices, handling accommodation requests and complying with applicable employment, privacy, anti-discrimination and automated decision-making laws.
3. Information we collect
Depending on how FoxSort is used, we may collect or process the following categories of information.
3.1 Candidate information
When a Candidate applies to a job or is uploaded into FoxSort by a Customer, we may process:
- Name
- Email address
- Phone number
- Location or general address information
- Resume, CV and uploaded documents
- Employment history
- Education history
- Qualifications, licenses and certifications
- Skills and experience
- Salary expectations, availability and work preferences
- Responses to application questions
- Screening or knockout-question responses
- Interview notes, recruiter notes and internal Customer feedback
- Application stage and status
- Job preferences and role interests
- Communications relating to the application
- Information inferred or generated from application materials, such as summaries, rankings, scores, recommendations, match explanations, suggested interview questions or skill assessments
Candidates should avoid submitting sensitive personal information unless it is specifically requested by the Customer or necessary for the application.
3.2 Customer and account user information
When a Customer or account user creates or uses a FoxSort account, we may collect:
- Name
- Work email address
- Company name
- Job title
- Login credentials or authentication information
- Account settings and preferences
- Billing and subscription information
- Support requests and communications
- Usage activity within the platform
- Team member information
- Integration settings and permissions
3.3 Technical and usage information
We may automatically collect:
- IP address
- Device and browser information
- Operating system
- Log data
- Pages visited and features used
- Date and time of access
- Referring pages
- Error reports
- Security and authentication logs
- Cookie and similar technology data
3.4 Integration information
If a Customer connects third-party services to FoxSort, we may process information from those integrations as needed to provide the service. This may include information from applicant tracking systems, email systems, calendar tools, job boards, cloud storage providers, communication tools or other business systems.
4. How we use information
We process information for the following purposes:
- To provide, operate and maintain FoxSort
- To create and manage job postings, application links and applicant workflows
- To collect, parse, store and display Candidate applications
- To summarize, organize, rank, recommend and search Candidate information
- To help Customers review Candidates and manage hiring workflows
- To generate recruiter notes, summaries, comparisons, interview materials and other workflow outputs
- To authenticate users and secure accounts
- To provide customer support
- To troubleshoot, monitor and improve the platform
- To process payments and manage subscriptions
- To communicate with Customers and account users
- To enforce our agreements and policies
- To prevent fraud, misuse, security incidents and unauthorized access
- To comply with legal obligations
- To establish, exercise or defend legal claims
5. Automated tools and AI processing
FoxSort may use automated tools to process resumes, application answers, notes, job descriptions and related information. These tools may help Customers:
- Extract relevant information from resumes or application documents
- Compare Candidate information against job-related criteria
- Generate Candidate summaries
- Generate match explanations
- Rank or prioritize applications
- Identify potentially relevant skills or experience
- Suggest interview questions
- Search across Candidates and applications
- Organize applications into stages or workflows
Automated outputs may be incomplete, inaccurate or based on the information available at the time of processing. Customers are responsible for reviewing outputs before relying on them and for ensuring that their use of FoxSort complies with applicable laws.
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.
6. Customer responsibility for hiring compliance
Customers are responsible for their own use of FoxSort, including:
- The job criteria they use
- The application questions they ask
- The Candidate data they upload or request
- Their hiring workflows and decisions
- Any legally required Candidate notices
- Any legally required bias audits, assessments or disclosures
- Any accommodation or alternative process requests
- Compliance with employment, labor, privacy, anti-discrimination, accessibility and automated decision-making laws
- Ensuring that FoxSort outputs are reviewed by appropriate human decision-makers
Customers must not use FoxSort in a way that unlawfully discriminates against Candidates or unlawfully denies employment opportunities.
7. Candidate questions, accommodation requests and alternative process requests
Questions about a specific job, hiring decision, application status, interview, rejection, reasonable accommodation or alternative selection process should usually be directed to the employer, recruiter or agency responsible for the role.
Where the Customer has provided a contact email, Candidates may use that email for job-specific questions, accommodation requests or alternative process requests.
For privacy questions relating to FoxSort's processing of information, contact us at:
8. How we disclose information
8.1 Customers
Candidate information submitted for a job may be disclosed to the Customer responsible for that job and to the Customer's authorized users.
8.2 Service providers and subprocessors
We may disclose information to vendors that help us provide FoxSort, such as:
- Cloud hosting providers
- Database and storage providers
- AI and machine learning service providers
- Authentication providers
- Payment processors
- Email and communication providers
- Analytics and error monitoring providers
- Customer support tools
- Security and infrastructure providers
These providers are authorized to process information only as needed to provide services to FoxSort, maintain security, comply with law or perform related business functions.
Our current subprocessor list is available on the FoxSort Subprocessors page.
8.3 Integrations selected by Customers
If a Customer connects FoxSort to a third-party integration, information may be shared with that integration according to the Customer's settings and the third party's own terms and privacy practices.
8.4 Legal and safety reasons
We may disclose information if we believe it is reasonably necessary to:
- Comply with law, legal process or government requests
- Enforce our agreements or policies
- Protect the rights, safety or security of FoxSort, Customers, Candidates or others
- Detect, prevent or investigate fraud, security incidents or misuse
- Establish, exercise or defend legal claims
8.5 Business transfers
If FoxSort is involved in a merger, acquisition, financing, reorganization, bankruptcy, sale of assets or similar transaction, information may be disclosed or transferred as part of that transaction, subject to appropriate protections.
9. Sale of personal information and targeted advertising
FoxSort does not sell Candidate personal information.
FoxSort does not use Candidate application data for targeted advertising.
FoxSort does not knowingly disclose Candidate application data to third parties for their own independent marketing purposes.
10. Model training and product improvement
Unless expressly stated otherwise in a separate agreement with a Customer, FoxSort does not use Candidate application data to train third-party foundation models.
FoxSort may use aggregated, de-identified or anonymized information to understand usage, improve platform performance, develop features, monitor quality, improve security and operate the business, provided that such information does not identify a Candidate or Customer.
FoxSort may also use Customer account and usage information to maintain, debug, secure and improve the platform.
11. Data retention
We retain information for as long as reasonably necessary to provide FoxSort, comply with legal obligations, resolve disputes, enforce agreements, maintain security and operate our business.
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 and Customer data may be deleted, anonymized or retained for a limited period as needed for backup, legal, audit, tax, security or legitimate business purposes.
12. Security
We use reasonable administrative, technical and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration and disclosure.
These measures may include access controls, encryption, authentication, monitoring, logging, least-privilege access, secure cloud infrastructure, backups and internal security procedures.
No system is completely secure. Customers and account users are responsible for maintaining the confidentiality of their login credentials and for using appropriate access controls within their own organization.
13. Cookies and similar technologies
FoxSort may use cookies, local storage, pixels, analytics tools and similar technologies to:
- Keep users signed in
- Remember preferences
- Secure accounts
- Analyze usage
- Improve performance
- Diagnose errors
- Prevent abuse
Users may be able to control cookies through browser settings. Disabling cookies may affect platform functionality.
14. Privacy rights
Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, portability of or restriction of certain personal information. You may also have the right to object to or opt out of certain processing.
Where FoxSort processes Candidate information on behalf of a Customer, we may direct the request to the relevant Customer or assist the Customer in responding. The Customer is usually responsible for responding to requests relating to hiring decisions, application status and Candidate records controlled by the Customer.
To submit a privacy request to FoxSort, contact:
We may need to verify your identity before responding to a request. We will not discriminate against you for exercising privacy rights available under applicable law.
15. California privacy notice
This section applies to California residents where the California Consumer Privacy Act, as amended, or other California privacy laws apply.
In the past twelve months, we may have collected the following categories of personal information:
| Category | Examples | Purposes |
|---|---|---|
| Identifiers | Name, email, phone number, account identifiers, IP address | Account creation, application processing, communication, security, support |
| Professional or employment-related information | Resume, work history, qualifications, skills, job preferences | Application review, Candidate management, Customer hiring workflows |
| Education information | Schools, degrees, certifications, training | Application review and Candidate management |
| Internet or network activity | Login data, usage logs, browser data, device data | Security, analytics, troubleshooting, platform improvement |
| Geolocation information | General location inferred from IP address or Candidate-provided location | Security, application workflows, location-based role matching where configured |
| Inferences | Candidate summaries, rankings, match explanations, recommendations, usage insights | Application organization, search, ranking, review assistance, product functionality |
| Sensitive personal information | Information that may appear in resumes or application materials, such as immigration status, disability-related information, demographic information or other sensitive data | Only as submitted by the Candidate or Customer and as needed to provide the service, comply with law or support Customer workflows |
We collect this information from Candidates, Customers, account users, integrations, service providers and automatically through the platform.
We disclose information to Customers, service providers, subprocessors, integrations selected by Customers, legal authorities where required and parties involved in business transactions.
We do not sell Candidate personal information. We do not use Candidate application data for targeted advertising.
California residents may have the right to know, access, correct, delete, opt out of sale or sharing, limit certain uses of sensitive personal information and not be discriminated against for exercising privacy rights, subject to legal limitations.
To exercise rights, contact:
16. Children
FoxSort is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will take appropriate steps to delete it.
Customers must not use FoxSort to knowingly collect information from children unless they have all required rights, consents and legal authority to do so.
17. International data transfers
FoxSort is operated primarily for business users in the United States. Information may be processed in the United States and other countries where FoxSort, its service providers or subprocessors operate.
If information is transferred from another country, the laws of the destination country may differ from the laws where the information was originally collected.
18. Third-party websites and services
FoxSort may contain links to third-party websites, job boards, Customer websites, integrations or services. We are not responsible for the privacy practices of third parties. Their own terms and privacy policies apply.
19. Changes to this Notice
We may update this Notice from time to time. When we make changes, we will update the "Last updated" date above. If changes are material, we may provide additional notice as required by law or as appropriate.
Continued use of FoxSort after an updated Notice becomes effective means the updated Notice applies to the continued use of the platform.
20. Contact us
For privacy questions, requests or concerns, contact:
FoxSort LLC
Email: operations@foxsort.com
Address: 5413 Snead Road, Richmond, Virginia 23224, United States
Website: https://foxsort.com
For questions about a specific job, application, hiring decision, interview, rejection, accommodation request or alternative selection process, please contact the employer, recruiter or agency responsible for the role.