Privacy Policy for JobKoyo, PeopleKoyo and KoyoHub

1. Scope of this Privacy Policy

This Privacy Policy applies to users of JobKoyo, PeopleKoyo and KoyoHub, including jobseekers, employers, company administrators, HR users, department reviewers, employees, managers and other authorized workspace users.

By creating an account, applying for a job, posting a job, uploading documents, using HR features, or using workplace communication features, users agree that their information may be handled as described in this Privacy Policy.

2. Our role and employer responsibility

JobKoyo provides technology services for recruitment, HR management and workplace communication. In some situations, JobKoyo decides how certain account and platform data is used. In other situations, an employer or company workspace controls how candidate, employee or internal company information is used.

Employers are responsible for using candidate and employee information lawfully, fairly and only for legitimate recruitment, HR, compliance, workplace communication or business purposes.

Employers must ensure that only authorized users access candidate, employee or workplace information inside their company workspace.

3. Information we collect

Jobseeker information

We may collect name, email address, phone number, location, account details, profile information, work experience, education, skills, preferred job categories, CVs, application answers, uploaded documents, application history and communication related to recruitment activity.

Employer and recruiter information

We may collect company name, business details, employer account details, job posts, candidate notes, ratings, interview details, department review activity, hiring decisions, document requests and recruitment workflow records.

PeopleKoyo HR information

Where PeopleKoyo is used, we may process employee profile details, work details, reporting lines, attendance records, leave requests, expense claims, approval records, uploaded receipts, HR notes and internal workflow activity.

KoyoHub information

Where KoyoHub is used, we may process announcements, employee posts, comments, reactions, event information, birthdays, anniversaries and other workplace communication activity.

Technical information

We may collect technical information such as device information, browser type, IP address, login activity, security logs, usage activity and error information to operate and protect the platform.

4. How we use information

We use information to provide, secure and improve our services.

• To create, verify and manage user accounts.
• To allow jobseekers to search jobs and submit applications.
• To help employers manage recruitment workflows.
• To support CV review, document requests and candidate screening.
• To schedule interviews and manage hiring decisions.
• To operate HR features such as attendance, leave and expenses.
• To operate KoyoHub announcements, posts and workplace updates.
• To send account, recruitment, HR and service notifications.
• To prevent fraud, abuse, unauthorized access and security incidents.
• To improve platform performance, reliability and user experience.

5. CVs, identity documents and uploaded files

Users may upload CVs, certificates, identity documents, passports, visas, driving licences, employment documents, receipts or other files required for recruitment, HR, verification, expense or approval workflows.

Uploaded files are used only for the purpose for which they were provided or for a directly related recruitment, HR, compliance, security or business purpose.

Employers and company administrators are responsible for ensuring that uploaded documents are requested, accessed, reviewed, stored and deleted in accordance with applicable law and company policy.

6. How information is shared

JobKoyo does not sell personal information. We share information only where needed to operate the platform, support users, comply with law, protect security or provide requested services.

With employers

When a jobseeker applies for a job, the employer connected to that job may access relevant application information, including profile details, CV, application answers, documents, review status and recruitment activity.

With authorized company users

Employers may allow authorized HR users, managers, department reviewers, finance users, administrators or other permitted users to access information inside their company workspace.

With service providers

We may use trusted service providers for hosting, database, authentication, email delivery, storage, analytics, security and platform operations. These providers may process information only as needed to provide their services to us.

Legal and safety reasons

We may disclose information if required by law, court order, regulatory request, legal process, security investigation, fraud prevention, or to protect the rights, safety and integrity of JobKoyo, our users or others.

7. Matching, recommendations and automation

JobKoyo may use profile information, CV information, skills, experience, education, job preferences, location and application activity to support job matching, candidate organization, relevance signals and recruitment workflow assistance.

JobKoyo does not make final hiring decisions on behalf of employers. Employers are responsible for reviewing candidates and making their own recruitment decisions.

Users should make sure that profile, CV and application information is accurate, complete and not misleading.

8. Cookies and similar technologies

We may use cookies, local storage and similar technologies to keep users signed in, remember preferences, protect accounts, improve security, measure performance and understand platform usage.

Users can manage cookie settings through their browser. Some platform features may not work properly if required cookies or local storage are disabled.

9. International data processing

JobKoyo may store or process information in countries different from the country where a user lives or where an employer operates. This may happen because we use cloud hosting, database, storage, authentication, email and other technology providers.

Where required, we take steps designed to ensure that personal information receives appropriate protection when processed across borders.

10. Data retention

We keep information for as long as reasonably necessary to provide our services, maintain accounts, support recruitment and HR records, meet legal obligations, resolve disputes, enforce agreements, prevent abuse and maintain platform security.

Some information may be retained in backups, logs, audit records or archived systems for a limited period, even after it is removed from active user views.

Employer-controlled candidate, employee and workplace records may be retained according to employer instructions, workspace settings, plan limits, legal requirements or operational needs.

11. User choices and privacy rights

Depending on location and applicable law, users may have rights to access, correct, update, delete, restrict or object to certain processing of their personal information.

Jobseekers can update account and profile information from their account where available. Company users should contact their employer or workspace administrator for information controlled by their company workspace.

We may need to verify a user request before taking action. Some information may not be deleted immediately where retention is required for legal, security, dispute, fraud prevention, audit or legitimate business reasons.

12. Security

We use technical, organizational and access-control measures designed to protect personal information from unauthorized access, misuse, alteration, loss or disclosure.

• Protected areas require authentication.
• Access is restricted based on user role and workspace.
• Private files are not intended for public access.
• Important recruitment and HR activity may be logged.
• Security controls may be updated as the platform grows.

No online platform can guarantee absolute security. Users and employers are responsible for using strong passwords, protecting account access and limiting access to authorized users.

13. Emails and service notifications

JobKoyo may send emails or notifications related to account verification, login security, job applications, document requests, department reviews, interview invitations, hiring updates, HR approvals, KoyoHub announcements and other platform activity.

Some messages are required for the service to operate and may not be optional. Marketing or promotional communication, where used, may include unsubscribe or preference options where required.

14. Children and unauthorized use

JobKoyo is intended for people using the platform for employment, recruitment, HR or workplace purposes. Users must not create accounts or submit information if they are not legally allowed to use the service or provide the information requested.

Employers are responsible for ensuring that their use of JobKoyo, PeopleKoyo and KoyoHub complies with employment, labour, privacy and data protection laws that apply to their organization.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time as our services, features, legal requirements or business operations change. The updated version will be posted on this page with an updated date.

Continued use of JobKoyo, PeopleKoyo or KoyoHub after an updated Privacy Policy is posted means users accept the updated policy to the extent permitted by applicable law.