Rolebot Privacy Policy

Last updated: September 22, 2023

At Rolebot, Inc. (“Rolebot” or “us”), we know you are concerned about your privacy, so we developed this Privacy Policy to explain how we collect, use, and disclose your Personal Information. As a guiding principal, our mission at Rolebot is to ensure landing a new job is positive user experience and requires minimal effort on your part. That means we utilize career specific data that is publicly available on the web and make it available to employers based on selected criteria - all in order to help you land the right job. If you want to protect your identity, we give you tools to help you do that, like the ability to block certain domains from accessing your information. Read on and we will tell you how this all works.

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By registering with Rolebot and/or using our website https://www.rolebot.io/ (the “Site”) or any other website that posts this Privacy Policy, you are accepting the policies and practices described in this Privacy Policy. Each time you visit the Site or provide us with information you agree that you are consenting to our collection, use and/or disclosure of the information that you provide, and consenting to receive communications from Rolebot, as described in this Privacy Policy. This Privacy Policy is incorporated into the Rolebot Terms of Service https://www.rolebot.io/terms-of-service. If a term is capitalized and not defined in this Privacy Policy, it is defined in the Terms of Service.

Rolebot provides online services (our “Services”) that help employers, hiring managers and job recruiters (collectively we refer to you as “Employers”) find persons who are actively or passively seeking new roles (“Candidates”) like the ones Employers may be offering. The Services enable Employers to define search criteria, review and connect with the talent pool that best aligns with the selected criteria.

1. Lawful Basis
2. When And How We Collect Personal Information
3. Types Of Personal Information We Collect
4. How We Use Your Information
5. How We Share Your Personal Information
6. Exercise Your Choices With The Personal Information We Maintain About You
7. Children’s Privacy
8. Data Security
9. Data Retention
10. Links On Our Website
11. Changes To This Privacy Policy
12. Contact Us

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Lawful Basis

In accordance with applicable data protection laws, we will only process your Personal Information where we have a lawful basis for doing so, which are: 

• Contract Necessity -- Where it is necessary to provide services to you under the performance of the contract we have with you;
• Legal Necessity -- Where we are required to do so in accordance with legal or regulatory obligations;
• Consent -- Where you have given your consent; and,
• Legitimate Interests - Where it is in our (or a third party’s) legitimate interests to process your Personal Information and these interests do not prejudice your own interests or fundamental rights and freedoms.

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When and How We Collect Personal Information

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We may collect Personal Information when:

• You provide us with the Personal Information when signing up for our Services;
• You register and create an account to access the Services
• You create a profile on our Site;
• We verify the profile you created;
• You purchase our Services on our Site;
• You use our Services;
• You sign up for our newsletter;
• You contact us.

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Types of Data We Collect

Information you provide when using our website:

• Account registration information such as your name, city, state, and country location, email address, company affiliation, physical address and phone number;
• Profile information such as your contact information, information about your experience, education, desired salary, commute preferences, and whatever information included in the additional web profiles you disclose to us; and
• Location information from your IP address (region/country).
• You order our services (collect all information necessary to complete the transaction, including your name, credit card information, billing information and shipping information).

Information we automatically collect during your visit to our website includes Site metadata and analytics, including IP address, location information (region/country), device information, date/time of visits, new or returning visits, page response times, URL clickstreams, how long you stay on our pages, what you do on those pages.

We may use cookies, beacons, pixel tags, and other similar technologies to collect additional information automatically as you interact with the Services and to personalize your experience with our Services. The following cookies are deployed on the Website:

• Strictly Necessary Cookies: These cookies are strictly necessary to provide the Website. For example, they are used to authenticate and identify returning users.
• Performance and Functionality Cookies: These cookies provide statistical information on site usage, such as web analytics. They also help us to personalize and enhance your online experience.

Just like any other usage information we collect, information from cookies allows us to improve the Site and customize your online experience. You can set your browser to accept all cookies, reject all cookies, or notify you when a cookie is set. See this webpage to learn how to disable cookies on your browser or otherwise opt out of cookies. If you set your browser to disable all cookies or opt out, some features of the Website may not function properly. 

We also use web beacons and pixels on our Site and in emails. For example, we may place a pixel in marketing emails that notify us when you click on a link in the email. We use these technologies to operate and improve our Site and marketing emails.

This Privacy Policy does not cover the use of cookies used by third parties, and we are not responsible for their privacy policies and practices. Please be aware that cookies placed by third parties may continue to track your activities online even after you have left our Website.

In addition, we use Google Analytics to track Site views and general/aggregate data on website users. For more information on how Google uses data when using its partners' sites or apps, please visit this webpage. To provide Website visitors more choice on how their data is collected by Google Analytics, Google has developed an Opt-out Browser add-on to enable you to opt-out of Google’s programs.

Information from third parties:

• We may combine other publicly available information, such as information related to the company for which you work, with the personal information that you provide to us through our Services.
• We also collect supplemental information from other sources, including our vendors and publicly available sources of information.

We may obtain information on you from social media platforms like Facebook or Instagram that you use to connect with us. If you use a third-party service to access the Sit and Services, link to us, or communicate with us, we may receive certain information about you from the third party based on your registration and privacy settings on those third-party services or platforms.​

How We Use Your Information

Rolebot uses the personal information we collect for the following purposes:

• To provide our Services;
• To help you land the right job;
• To contact you for account and promotional purposes;
• To provide you with targeted advertising;
• To provide customer support or to respond to you;
• To improve the website and other Rolebot services;
• To comply with our agreements or policies;
• For other business and legal purposes (e.g., to detect and prevent fraud, to collect amounts owing to us, and to maintain business records); and
• With your consent.

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How We Share Your Personal Information

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We may share information with your consent. We may also share your information with clients, vendors, service providers or other third parties who:

• Are employers or recruiters looking for potential job candidates;
• Help us communicate with you;
• Help us provide the Services you requested;
• Manage and optimize our website and Services; and
• Assist us with our social media presence or relevant advertising.

In addition, we may share your information in the following ways:

• Protect the legal rights of our company, our employees, our agents, and our affiliates;
• Protect the safety and security of our website visitors;
• Detect and protect against fraud; and
• Comply with law or legal process.
• As part of a business transition.
• Rolebot may also share your personal information with prospective purchasers exclusively to evaluate the proposed transaction; and
• Rolebot may also share your personal information with another company that buys the assets or stock of Rolebot. That company may use and disclose personal information for purposes similar to those described in this Privacy Policy.
• We may share de-identified, aggregate, or anonymous information about our customers with advertising or marketing partners. This means that the information we share with our advertising and marketing partners does not identify you or is combined with de-identified data of other customers to protect your privacy.

Where we provide your Personal Information to authorized vendors, service providers or other third parties we may engage to help us provide the Services, we will ensure that they are contractual obligated to keep your Personal Information secure and do not use it for any other purpose or party. In some instances, you may be asked to disclose Personal Information directly to our authorized vendor or service provider, in which case the vendor’s Privacy Policy and/or Terms of Service may apply to you. 

Read more about the specific partners, vendors or service providers who receive your personal information, including those using cookies.

We may also use third-party advertising companies to help tailor site content to users or to serve ads about goods or services that may be of interest to you. These companies may employ cookies and web beacons to collect data relating to your visit to our website in order to measure advertising effectiveness (such as which web pages are visited or what products are purchased and in what amount). The data these companies collect may be combined with data from other websites, mobile applications and sources. Any information that these third parties collect via cookies and web beacons is not linked to any personal information about you collected by us.

If you are interested in more information about online behavioral advertising and your choices to prevent third parties from delivering online behavioral web and mobile app advertising, you may visit the following websites:

United States:

• http://optout.networkadvertising.org/#!/ 
• http://optout.aboutads.info/?c=2#!/ 

European Economic Area:

• http://www.youronlinechoices.com/ 

Use of Your Disclosed Profile Shared by Rolebot 

Note that Rolebot does not have any control over how an employer or recruiter uses and discloses the Personal Information shared by Rolebot, including information you provide directly to that employer or recruiter. You acknowledge and agree that (1) Rolebot does not evaluate any employer or recruiter’s privacy practices, and (2) Rolebot will not have any liability for any actions of any employer or recruiter who utilizes Rolebot-shared information. You should know that employers or recruiters to whom we may disclose your profile may share your profile with others.

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Exercise Your Choices with The Personal Information We Maintain About You 

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You have the right to:

• Access the personal information we maintain about you. 
• Delete the personal information we maintain about you. 
• Opt out of certain uses of your personal information
• Email marketing - unsubscribe to our email list at privacy@rolebot.io or by clicking the link at the bottom of marketing emails.
• SMS marketing - unsubscribe to our text messaging privacy@rolebot.io
• Targeted online advertising using third party cookies - refer to our list of advertising services above for company-specific choices or visit http://optout.aboutads.info to exercise an industry-wide opt-out. In addition, you may reject or delete cookies through your browser settings. If you do not accept Cookies, however, you may not be able to use all portions of the Services or all functionality of the Services.

You can exercise these rights by contacting Rolebot at privacy@rolebot.io.

California Residents 

The California Consumer Privacy Act or “CCPA” (as amended by the California Privacy Rights Act and available at: Cal. Civ. Code 1798.100 et seq.) grants California residents certain rights with respect to their personal information. 

If you are a California resident, you have the right to:
 

• Request a notice identifying the categories of your personal information which we share for business purposes and/or third parties for marketing purposes. These categories are provided above in this privacy notice. 
• Request to know the specific items and categories of personal information we collect, use, sell, share and disclose.
• Request deletion of your personal information.
• Opt out of the “sale” or “sharing” of your personal information. Rolebot does not directly monetize individual profiles, but rather enables employers or recruiters to utilize information shared by Rolebot to recruit candidates. However, since the CCPA may be interpreted broadly, you may choose to opt-out of the ‘sale’ or “sharing” of your personal information by Rolebot by emailing us at the address below or by completing our online form (available at: https://www.rolebot.io/do-not-sell-request), along with proof you are a California resident. 
• In addition, we use various advertising services listed above with their own company-specific opt-out choices or visit http://optout.aboutads.info to exercise an industry-wide opt-out. In addition, you may reject or delete cookies through your browser settings. 

You may exercise these rights by contacting Rolebot or completing our online form (available at: https://www.rolebot.io/do-not-sell-request). We will confirm receipt of your request within 10 business days. We must provide the requested information or delete your personal information within 45 days of receipt of your request, but we can use up to an additional 45 days if we let you know that additional time is needed.

Before responding, we must verify that the person making the request is the person about whom we have collected their personal information. We may ask you to provide certain, limited personal information, such as your name and email address to verify and match your identity with our records and systems. If you have an account with us, we may ask that you verify your identity through our account authentication process. This is also to protect against fraud. We will not retain this personal information or use it for any other purpose. 

Also please be advised that we need to search our records and systems for information only for the preceding 12 months. There may be cases where we do not have any personal information about you or we are not able to verify your identity for matching purposes. Deleting your personal information may result in the closing of your account and inability to access the Services. However, you can always re-register at any time.

In the preceding twelve (12) months we have: (1) collected the following categories of personal information; and (2) disclosed such categories of personal information for a business purpose. (For the categories of third parties with whom we may disclose or sell personal information, please see the section above, “How We Share Your Information”.)

For California residents under the age of 18 and registered users of the Site, California law (Business and Professionals Code § 22581) provides that you can request the removal of content or information you posted on the Site. Any such request should be sent to us at either email below along with a description of the posted content or other information to be removed. Be advised, however, that applicable law may not permit us to completely or comprehensively remove your deleted content or for other reasons as set forth in California law. 

Pursuant to California’s “Shine The Light law (California Statute § 1798.83), California residents are entitled, once a year and free of charge, to request the disclosure of certain categories of personal information to third parties for their own direct marketing purposes in the preceding calendar year, if any. You may request this information by contacting us at privacy@rolebot.io and indicate in the email subject line, “California Shine The Light Request.” Please include your mailing address, state of residence and email address with your request. 

We do not currently honor browsers’ Do Not Track signals with respect to the Site. 
 

Other State Privacy Rights

State consumer privacy laws in Colorado, Connecticut, Nevada, Utah and Virginia may provide their residents with additional rights regarding our use of their personal information. 

Colorado, Connecticut, Utah and Virginia each provide their state residents with rights to:

• Confirm whether we process their personal information.
• Access and delete certain personal information.
• Data portability.
• Opt-out of personal data processing for targeted advertising and sales 

Colorado, Connecticut, and Virginia also provide their state residents with rights to:

• Correct inaccuracies in their personal information, taking into account the information’s nature processing purpose.
• Opt-out of profiling in furtherance of decisions that produce legal or similarly significant effects.

If you are a resident of Nevada, you also have the right to opt-out of the sale of your personal information to third parties. 
 

To exercise any of these rights, or appeal a decision, please send an email to privacy@rolebot.io. For all verifiable requests, we will confirm receipt of your request within ten business days. 
 

We endeavor to respond to a verifiable request within forty-five (45) days of receipt. If we require more time (up to 90 days), we will inform you of the reason and extension period in writing.

For visitors from the United Kingdom, European Economic Area, or Switzerland 

If you are a resident of the United Kingdom ("UK"), the European Economic Area ("EEA") or Switzerland, you have certain rights and protections under the General Data Protection Regulation ("GDPR" and its UK equivalent and the Swiss Federal Act on Personal Data) regarding the processing of your Personal Information.

Our Legal Basis for processing your personal data are:

• We need to use your Personal Information to perform our contractual responsibilities to you if you direct us to share your information with employers or recruiters. 
• We have a legitimate interest in processing your publicly available Personal Information. For example, we may process your Personal Information that you have made public on business-to-business websites or social media.
• We may need to do so to comply with our legal obligations, such as with a court order.
• Where we have your consent to do so, which you may withdraw at any time.
• Where it is necessary to protect the vital interests of an individual; 
• Where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

You have the right to exercise these choices with respect to your personal data:

• Request access to your Personal Information.
• Request that we correct any inaccuracies in your Personal Information.
• Request that we delete your personal data. Please note if your Personal Information is necessary for compliance with our legal or regulatory obligations, then we may retain it. 
• Object to the processing of your Personal Information through our “Exercise Your Choices’ section listed above. In addition, you may also object if you believe your fundamental rights and freedoms outweigh our legitimate interests. 
• Withdraw your consent to processing.
• Lodge a complaint with your local supervisory authority EEA: (https://ec.europa.eu/newsroom/article29/items/612080); UK (www.ico.org.uk); Switzerland (https://www.edoeb.admin.ch/), if you have concerns about how we process your Personal Information.

You can exercise these rights by contacting Rolebot at privacy@rolebot.io with proof of your UK, EEA or Swiss residency status. We will strive to respond within one month or will advise you if additional time (up to another two months) is needed. 

Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
 

EU-US and Swiss-US Data Privacy Framework Programs and UK Extension to EU-US Data Privacy Framework
 

Rolebot has self-certified and participates in the EU-US Data Privacy Framework Program (“EU-U.S. DPF”) the UK Extension to the EU-U.S. DPF (when available) and the Swiss-US Data Privacy Framework Program (“Swiss-U.S. DPF”) regarding the collection, use, and retention of Personal Information from European Union and European Economic Area Member Countries, Switzerland and the United Kingdom. We have also certified with the US Department of Commerce that we adhere to the DPF Principles. (More information regarding the Rolebot has self-certified and participates in the EU-US Data Privacy Framework Program (“EU-U.S. DPF”) the UK Extension to the EU-U.S. DPF (when available) and the Swiss-US Data Privacy Framework Program (“Swiss-U.S. DPF”) regarding the collection, use, and retention of Personal Information from European Union and European Economic Area Member Countries, Switzerland and the United Kingdom. We have also certified with the US Department of Commerce that we adhere to the DPF Principles. (More information regarding the EU-U.S. DPF. the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF is available from the US Department of Commerce at: https://www.dataprivacyframework.gov/) 

Please contact us at privacy@rolebot.io to submit an inquiry or complaint regarding our collection or use of your Personal Information subject to the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF. We have 45 days to respond. In compliance with the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF, Rolebot commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF and the Swiss-U.S. DPF to JAMS, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit https://www.jamsadr.com/dpf-dispute-resolution for more information or to file a complaint. The services of JAMS are provided at no cost to you.

If, however, we or our third-party dispute resolution provider is still unable to resolve the matter, you may pursue binding arbitration through the Data Privacy Framework Panel (available at: https://go.adr.org/dpfeufiling.html for the EU/EEA and UK (and Gibraltar) individuals or at: https://go.adr.org/DPF_Swiss_AnnexI_Filing.html for Swiss individuals).

As described above in this Privacy Policy, we may share Personal Information with clients, vendors, service providers or other third parties to assist with providing our services and for other purposes. We will remain liable for the onward transfers of your Personal Information to these third parties unless we prove we are not responsible for the event giving rise to any resulting harm.

Rolebot is subject to the investigatory and enforcement powers of the US Federal Trade Commission (FTC). Be advised that we may be required to disclose Personal Information that we handle under the Data Privacy Framework Programs in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. Our Data Privacy Framework Programs registration information can be accessed on the online directory at: https://www.dataprivacyframework.gov/s/participant-search. 

Automatic Decision-Making and Profiling

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We do not use your Personal Information for the purposes of automated decision-making. However, we may endeavor to assist employers who may do so, in which case we will inform you of any such processing and provide you with an opportunity to object.

​Children’s Privacy

You must be at least 18 years old to use the Site and Services. The Site and Services are not directed to children or intended to be used by children. We do not intentionally gather Personal Information from visitors who are under the age of 13. If a child under 13 submits Personal Information to Rolebot and we learn that the Personal Information is the information of a child under 13, we will attempt to delete the information as soon as possible. If a parent or guardian becomes aware that his or her child has provided us with information without their consent, he or she should contact us using the e-mail address below. We will delete such information from our files as soon as reasonably possible.

Data Security

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Rolebot is committed to protecting the security of your Personal Information. For online payments, we use the payment services of Stripe. We do not process, record or maintain your credit card or bank account information. For more information on how payments are handled, or to understand the data security and privacy afforded such information, please refer to https://stripe.com/us/privacy. 

We use a variety of industry-standard security technologies and procedures to help protect your Personal Information from unauthorized access, use, or disclosure. Even though we have taken steps to ensure that your Personal Information is not intercepted, accessed, used, or disclosed by unauthorized persons, you should know that we cannot fully eliminate security risks associated with personal information. You assume all responsibility and risk for your use of the Site and the information you post or access through the Site.

You are responsible for ensuring the security of your account registration information. Do not share your password or login information with any other person.

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Data Retention

Rolebot will retain your Personal Information for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data or the information you provided to us to comply with applicable laws), resolve disputes and enforce our legal agreements and policies. We will retain your marketing contact information until you unsubscribe from our marketing communications. We will also retain the Services’ usage data for internal analysis purposes. Usage data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Services, or we are legally obligated to retain this data for longer periods.

Links to Third-Party Sites

This website may contain links to other websites or services. We do not exercise control over the information you provide or is collected by these third-party websites. We encourage you to read the privacy policies or statements of the other websites you visit.

Changes to this Privacy Policy

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We may update this Privacy Notice from time to time as we update or expand our Services. If we make material changes, we will post the updated Privacy Notice on this page with a “Last Updated” effective date of the revisions. We encourage you to look for updates and changes to this Privacy Notice by checking this page when you access our Services. 

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Contact Us

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If you have questions or concerns or complaints about our Privacy Policy or our data collection or processing practices, would like t to report any security violations to use, or would like to exercise your privacy rights, please contact us at: 

privacy@rolebot.io

(424) 210-5277

1800 Vine Street, Los Angeles, CA 90028

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Thank you for using our Site.