IdealApplicant Sign in

Privacy Policy

Effective November 10, 2026

The short version.

  • IdealApplicant is hiring software. Employers use it to run their openings, and applicants use it to apply and interview.
  • If you applied for a job, the employer decides what happens to your application. We store and process it for them. We never use it for anything else.
  • We don't sell personal information, show ads, or use applicant data to train AI models.
  • People at the employer make every hiring decision. Our software organizes their ratings. It doesn't make the decision.
  • Email privacy@idealapplicant.com with any question or request.

1. Who this covers

This policy explains how IdealApplicant ("we", "us") handles personal information. It covers three groups of people:

2. Our role and the employer's

When you apply for a job, the employer you applied to controls your application. The employer decides what to ask, who reviews your answers, and how long to keep them. We act as the employer's service provider, also called a processor. We handle your information only as they instruct and as described here. The employer's own privacy notice also applies to you. The employer is usually the best first contact for questions about your application.

For customer account information and for visitors to this website, IdealApplicant is responsible for the information directly.

3. Information about applicants

What you give us

What we receive from others

What the employer's hiring team creates

4. Information about customers

5. Information collected automatically

Like most web services, our servers log technical details for each request. These include IP address, browser type, the page requested, and the time.

We use browser storage and cookies only to keep you signed in and to remember basic preferences. We do not use advertising cookies, cross-site tracking, or third-party analytics.

This website loads its typefaces from Google Fonts, so Google receives your IP address when the page loads.

Opening a job listing through a tracked link counts a view. Clicking Apply counts an application start. Both counts are tied to the link, not to you.

6. How we use information

We do not sell or rent personal information, or share it for cross-context behavioral advertising. We do not use applicant or customer content to train artificial intelligence models.

7. Hiring decisions

IdealApplicant does not decide who gets hired, and does not reject applicants automatically. Interviewers at the employer rate your answers. Our software combines their ratings into summaries, such as a percent match, so the hiring team can compare candidates on the same terms. People at the employer make every decision about your application.

8. Who we share it with

9. How long we keep it

Applicant information: we keep it for as long as the employer's account is active, unless the employer or you ask us to delete it. Employers may be legally required to keep application records for a period of time. When a deletion request is confirmed, we delete the information within 30 days, including recordings and documents.

Customer accounts: we keep account data while the subscription or trial is active. When an account closes, or a trial ends without converting, we delete the account's data within 90 days. That includes its applicants' information.

Backups: these may keep deleted information for a limited time before they are overwritten.

10. Security

Information is encrypted in transit and at rest, including recordings and documents. Every record belongs to one employer's account, and other employers can't access it. Access is limited to the people who need it. Recordings and documents are served through short-lived, signed links rather than public addresses. No system is perfectly secure. If a breach affects your information, we will notify you and the employer as the law requires.

11. Your rights

Depending on where you live, you may have the right to:

Residents of California, the European Economic Area, the United Kingdom and several US states have these rights by law. We honor requests from anyone, wherever they live, as far as we reasonably can.

For an application: contact the employer, or email us. Because the employer controls the application, we will pass your request to them and help them answer it. Answering may require confirming your identity, usually from the email address you applied with.

We won't treat you differently for exercising these rights. If you are in the EEA or UK, you may also complain to your local data protection authority.

12. Where data is stored

IdealApplicant stores data in the United States, unless an employer has arranged a dedicated deployment in another region. If you are outside the United States, your information is transferred there. We protect such transfers with the safeguards the law requires, such as standard contractual clauses.

13. Children

IdealApplicant is not intended for anyone under 16. We do not knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.

14. Changes

When this policy changes, we will update the effective date above. For material changes, we will email customer account holders at least 14 days before the change takes effect.

15. Contact

Questions or requests: privacy@idealapplicant.com