Privacy Policy

Effective Date: August 10, 2026

Hunt, Guillot & Associates, LLC ("HGA," "we," "us," or "our") operates the VistaHire platform (the "Service"), an applicant tracking system used by authorized HGA personnel to manage hiring workflows. This Privacy Policy describes how we collect, use, and protect personal information in connection with the Service.

1. Information We Collect

We collect only the information necessary to operate the Service. This includes:

a. Authorized User Accounts

• Name, email address, and phone number
• Login credentials (username and hashed password) or Microsoft Entra ID single sign-on identifiers
• Role and group membership within the platform

b. Candidate / Applicant Data

• Name, email address, phone number, and mailing address
• Resumes and supporting documents uploaded by authorized users
• Work history, education, skills, and certifications extracted from resumes
• Hiring pipeline status, interview records, and recruiter notes

c. Requisition & Hiring Data

• Job descriptions, qualifications, compensation ranges, and client contact information for external requisitions
• Approval workflow decisions and timestamps

d. Communications

• Transactional emails sent through the Service (interview invitations, approval notifications, credential delivery)
• SMS messages sent or received in connection with candidate outreach (when enabled)

e. Automatically Collected Information

• Standard web server logs (IP address, browser type, pages visited)
• Session cookies required for authentication and security

2. How We Use Your Information

We use personal information solely to:

• Operate, maintain, and improve the Service
• Manage the hiring pipeline on behalf of HGA and its clients
• Authenticate users and enforce role-based access controls
• Send transactional emails and SMS messages related to hiring activities
• Parse and extract structured data from uploaded resumes using AI-assisted processing
• Monitor system errors and maintain security

We do not sell, rent, or share personal information for marketing or advertising purposes. We do not harvest data beyond what is necessary for the Service to function.

3. Third-Party Service Providers

We use a limited number of third-party service providers to operate the Service. These providers process data only on our behalf, under contract, and in accordance with our instructions. Categories of providers include:

• Cloud hosting and storage — Infrastructure, file storage, and transactional email delivery.
• Authentication — Identity and single sign-on providers for secure login.
• Communications — SMS and messaging providers for candidate outreach. We do not share mobile phone numbers or messaging opt-in data with these providers for marketing purposes.
• AI-assisted processing — Resume content may be sent to AI service providers for structured data extraction. Data is processed only for this purpose and is not retained by the provider beyond processing.
• Error monitoring — Application performance and error tracking services that may incidentally receive personal information contained in error reports.

4. SMS / Text Messaging

When SMS functionality is enabled, the Service may send text messages to candidates as part of the hiring process (e.g., interview scheduling, status updates). By providing a phone number, recipients consent to receive these messages. Message frequency varies. Message and data rates may apply. Recipients may opt out at any time by replying STOP to any message. We do not use phone numbers collected through the Service for marketing or promotional purposes.

We do not share phone numbers, message content, or opt-in data with third parties for purposes unrelated to the delivery of our Service.

5. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy or as required by applicable law. Candidate data is retained for the duration of the hiring process and any applicable retention period thereafter. Users may request deletion of their data by contacting us at the address below.

6. Data Security

We implement industry-standard security measures to protect personal information, including:

• Encryption in transit (TLS/SSL) and at rest
• Role-based access controls limiting data visibility to authorized personnel
• Secure, hashed password storage
• Private file storage with authenticated download links
• Hosting in AWS GovCloud with enhanced compliance controls

7. Cookies

The Service uses essential cookies for session management, authentication, and CSRF protection. We do not use advertising or tracking cookies. We may use analytics tools to understand aggregate usage patterns; these do not identify individual users for marketing purposes.

8. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete your personal information, or to object to or restrict certain processing. To exercise these rights, please contact us using the information below.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by posting the revised policy on this page with an updated effective date.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us at:

Hunt, Guillot & Associates, LLC
Phone: +1 866-255-6825
Email: information@hga-llc.com
Web: www.hga-llc.com