Privacy Policy

1. Introduction

StaffHive is an AI-powered recruiting platform operated by Collars Employment Group Ltd. as a module of Red Seal Hub. StaffHive includes a web application and a Chrome browser extension that helps recruiters move a candidate's application from Dayforce HCM into the CATS applicant tracking system (ATS). This policy explains how we collect, use, and protect information when you use StaffHive and the StaffHive Chrome Extension.

2. Information We Collect

2.1 Chrome Extension

The StaffHive Chrome Extension runs only on Dayforce HCM (*.dayforcehcm.com, *.dayforce.com) and CATS ATS (*.catsone.com) pages, and it talks only to the StaffHive API. When actively used by an authorized recruiter on those pages, it accesses the following candidate personal information:

• Candidate first and last name
• Candidate email address
• Candidate phone number
• Candidate city and province
• Resume file and its contents
• Screening questionnaire questions and answers
• The job requisition the candidate applied to

The extension stores locally in your browser (Chrome local storage):

• A per-user extension access token issued to the signed-in recruiter
• Workspace preferences (company name, recruiter name)

The extension holds no host permission for any site other than Dayforce HCM and CATS ATS, so it cannot read, and does not read, any other page you visit. It does not collect browsing history, does not run on general web pages, does not run in the background, and does not transmit data to any third party other than the StaffHive API.

2.2 Web Application

• Recruiter account information (name, email, authentication credentials via Clerk)
• Candidate data imported from ATS systems and job boards
• AI-generated candidate summaries, qualification assessments, and match reports
• Communication history (SMS, email, LinkedIn messages) sent through the platform
• Usage analytics (features used, pages visited)

2.3 Extension Data Sharing and Access Revocation

Candidate information collected by the extension is disclosed only to your organization's own CATS ATS instance and to the StaffHive API and its Supabase database, where it is stored as part of your account's candidate records. We do not sell this information, use it for advertising, or share it with any third party beyond the subprocessors listed in Section 5.

Each recruiter's extension access is tied to an individual access token rather than a shared key. An administrator can revoke a recruiter's extension access at any time by revoking that recruiter's token. Revocation takes effect immediately, requires no redeploy of the extension, and does not affect any other recruiter's access.

3. How We Use Your Information

• Import and enrich candidate profiles in applicant tracking systems
• Generate AI-powered candidate summaries for hiring managers
• Match candidates to open job positions
• Facilitate recruiter communication with candidates across channels
• Improve platform functionality and AI model accuracy

4. AI and Data Processing

StaffHive uses third-party AI services to process candidate data:

• Anthropic (Claude) - candidate qualification, conversation, and summary generation
• Google AI (Gemini) - resume parsing, trade classification, and document analysis
• OpenAI - text embeddings for candidate matching

Candidate data sent to these providers is used solely for processing requests and is not retained by providers for model training, in accordance with their enterprise data processing agreements.

5. Data Sharing

We do not sell personal information. Information may be shared with:

• ATS Providers - candidate data is written to your connected ATS (e.g., CATS) as part of normal recruiting workflow
• Communication Providers - Twilio (SMS), SendGrid (email), Unipile (LinkedIn) for candidate outreach
• Hiring Managers - candidate summaries shared via the hiring manager portal
• Legal Requirements - when required by law or to protect rights

6. Data Security

We protect data with encryption in transit (TLS) and at rest, secure authentication via Clerk, row-level security on all database tables, per-user access token authentication for extension access, and regular security monitoring. No method of transmission is 100% secure, but we take commercially reasonable measures to protect your information.

7. Data Retention

• Candidate Data - retained while the recruiting relationship is active
• Communication History - retained for 2 years
• Extension Local Storage - stored only on your device, cleared when you uninstall

8. Canadian Privacy Compliance

Collars Employment Group Ltd. complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. We obtain consent for data collection, limit collection to what is necessary, and provide access to personal information upon request.

9. Your Rights

You may request access to, correction of, or deletion of your personal information. To exercise these rights, contact us at the address below.

10. Changes to This Policy

We may update this policy periodically. Material changes will be posted on this page with an updated date.

11. Contact Us

Collars Employment Group Ltd.
Email: privacy@collarsgroup.com
General Inquiries: support@collarsgroup.com