Last Updated: September 3, 2026

Jia is committed to protecting the privacy, confidentiality, and security of personal data processed through our websites, applications, and services.

This Privacy Policy explains how Jia collects, uses, stores, shares, protects, retains, and otherwise processes personal data in accordance with Republic Act No. 10173, or the Data Privacy Act of 2012, its implementing rules and regulations, and other applicable privacy requirements.

Jia processes personal data in accordance with the principles of transparency, legitimate purpose, proportionality, and data minimization.

Where consent is required for a particular processing activity, Jia will request consent through an appropriate notice, form, or mechanism. Use of the Services does not constitute blanket consent to all possible processing activities.

1. Scope

This Privacy Policy applies to personal data processed through Jia's recruitment and hiring platform, including its:

• applicant and job portals;
• recruiter and employer services;
• administrative portal;
• recruitment and interview features;
• AI-assisted features;
• communications and notification features; and
• related websites, applications, APIs, and services.

Depending on the processing activity, Jia may act as either a Personal Information Controller (PIC) or a Personal Information Processor (PIP).

Jia acts as a PIC when it determines the purpose and essential means of processing personal data for its own business and service purposes, such as account administration, platform security, service operation, customer support, fraud prevention, and applicable analytics.

Jia may act as a PIP when it processes applicant, recruitment, interview, or other personal data on behalf of an employer, recruiter, or customer organization and according to that organization's instructions.

Where Jia acts as a PIP, the relevant customer organization may remain responsible for determining the purpose of processing and for handling certain privacy requests. Jia will cooperate with the applicable customer organization as required.

2. Personal Data We Process

The personal data Jia processes depends on how you interact with the Services and the information provided by you, employers, recruiters, customer organizations, or other authorized parties.

2.1 Account and Contact Information

This may include:

• name;
• email address;
• phone number;
• location;
• account and profile information;
• employer or organization affiliation;
• authentication information; and
• verification information.

2.2 Applicant and Recruitment Information

This may include:

• CVs or resumes;
• work experience;
• educational background;
• skills;
• certifications and qualifications;
• awards and professional information;
• job applications;
• application and hiring status;
• job preferences;
• recruiter or hiring notes; and
• other information provided as part of the recruitment process.

2.3 Interview Information

Where Jia's interview functionality is used, Jia may process:

• interview responses;
• audio or video recordings;
• transcripts;
• interview-session information;
• interview status; and
• assessments or other information generated from the interview process.

Interview recordings and related information may be processed and stored using approved technology service providers.

2.4 AI-Assisted and Derived Information

Certain Jia features use artificial intelligence and automated technologies to assist recruitment workflows.

Depending on the feature being used, Jia may process personal data for:

• extracting and digitizing information from CVs;
• creating vector representations or similar derived data;
• supporting candidate search and matching;
• transcribing interview responses;
• analyzing interview content;
• assessing candidate suitability or fit;
• generating assessments or scores;
• generating summaries or recommendations; and
• supporting voice-based or conversational interview functionality.

AI-generated information is intended to support recruitment activities and may be reviewed or considered by authorized recruiters, employers, or hiring personnel together with other relevant information.

3. Communications and Connected Services

Jia may process information associated with communications sent through or connected to the Services, including:

• email addresses;
• email content and metadata;
• email threads;
• notifications;
• support messages; and
• information necessary to deliver transactional or recruitment-related communications.

Where an authorized recruiter connects an external email or productivity account to Jia, Jia may access or process recruitment-related communications through the authorized integration.

Phone numbers may also be processed for identity or account verification purposes, including through one-time-password or similar verification mechanisms.

4. Technical and Usage Information

Jia may automatically process technical and usage information necessary to operate, secure, monitor, and improve the Services.

This may include:

• IP address;
• browser or device information;
• timestamps;
• application events;
• errors and diagnostic information;
• authentication and security events;
• request and endpoint information;
• performance information;
• usage information; and
• analytics events.

Technical information may also be used for security monitoring, troubleshooting, availability monitoring, fraud prevention, and investigation of suspected misuse or security incidents.

5. How We Collect Personal Data

Jia may collect or receive personal data:

• directly from you when you register, create a profile, upload a CV, apply for a job, participate in an interview, or otherwise use the Services;
• from employers, recruiters, or customer organizations authorized to use Jia;
• through accounts or services that you or an authorized user connects to Jia;
• automatically through security, logging, monitoring, analytics, and similar technologies; and
• from other lawful sources relevant to recruitment or delivery of the Services.

6. How We Use Personal Data

Jia may process personal data to:

• create and manage user accounts;
• authenticate and verify users;
• provide recruitment and job-application functionality;
• process and display applicant profiles and CVs;
• facilitate communication between applicants, recruiters, and employers;
• support interview processes;
• provide AI-assisted search, matching, transcription, analysis, assessment, and related functionality;
• deliver account, application, interview, security, and service notifications;
• operate user-requested integrations;
• provide customer support;
• monitor system availability, security, and performance;
• investigate errors, incidents, suspicious activity, or misuse;
• prevent fraud and unauthorized access;
• maintain and improve the Services;
• generate aggregated or appropriately de-identified analytics;
• enforce applicable agreements and policies; and
• comply with legal, contractual, or regulatory obligations.

Jia will not intentionally use personal data for purposes incompatible with the purpose for which it was collected unless such further processing is authorized or otherwise permitted by applicable law.

7. Basis for Processing

Jia processes personal data only where an appropriate lawful basis exists.

Depending on the circumstances, processing may be based on:

• consent;
• performance of a contract or steps requested before entering into a contract;
• compliance with a legal obligation;
• protection of legally recognized interests;
• legitimate interests where permitted by applicable law; or
• another lawful basis recognized under applicable privacy requirements.

Where processing relies on consent, you may withdraw your consent subject to applicable legal, contractual, or operational limitations.

Withdrawal of consent does not affect the lawfulness of processing performed before the withdrawal.

8. Sharing and Disclosure

Jia does not sell personal data.

Personal data may be shared or disclosed only where necessary for the purposes described in this Privacy Policy or as otherwise permitted or required by law.

8.1 Employers, Recruiters, and Authorized Users

Applicant and recruitment information may be made available to authorized employers, recruiters, hiring personnel, and other authorized users according to their permitted roles and access within Jia.

8.2 Service Providers

Jia uses third-party service providers to support functions including:

• application hosting and operation;
• monitoring and observability;
• database and storage services;
• authentication and identity services;
• artificial intelligence processing;
• email and messaging;
• phone and identity verification;
• analytics;
• content management;
• location and geocoding services; and
• other supporting platform functions.

These providers may process personal data only to the extent necessary to provide the applicable services and are subject to relevant contractual, privacy, confidentiality, and security requirements.

Jia evaluates third-party processing arrangements according to applicable security, privacy, operational, and risk-management requirements.

8.3 Legal and Regulatory Disclosure

Jia may disclose personal data where required by law, legal process, regulation, or a competent government authority.

Jia may also disclose information where reasonably necessary to establish, exercise, or defend legal rights or to investigate or respond to suspected unlawful or harmful activity.

9. International Processing

Some service providers supporting Jia may process, access, or store personal data outside the Philippines.

Where personal data is transferred or processed internationally, Jia applies appropriate contractual, organizational, and technical safeguards consistent with applicable privacy requirements.

Jia periodically evaluates relevant international processing arrangements, including applicable service-provider terms, security measures, data-processing conditions, and other safeguards.

10. Analytics and Similar Technologies

Jia may use analytics, cookies, and similar technologies to:

• understand how the Services are used;
• monitor system and application performance;
• investigate application errors;
• improve functionality and user experience; and
• generate aggregated or de-identified usage information.

Jia seeks to minimize the personal information included in analytics events and to avoid transmitting credentials, secrets, CV contents, interview transcripts, or other unnecessary sensitive information through analytics systems.

Where applicable law requires consent or user choice for cookies or similar technologies, Jia will provide an appropriate notice or control.

11. Communications

Jia may send communications relating to:

• account administration;
• security;
• job applications;
• interviews;
• recruitment activities;
• service operation;
• subscriptions;
• platform or system updates; and
• other transactions initiated through the Services.

Where Jia sends optional marketing communications, recipients may opt out using the unsubscribe mechanism provided or by contacting Jia.

Opting out of optional marketing communications does not prevent Jia from sending necessary account, security, transactional, or service-related communications.

12. Security of Personal Data

Jia maintains reasonable technical and organizational safeguards intended to protect personal data against unauthorized access, disclosure, alteration, loss, misuse, or destruction.

Applicable measures may include:

• authenticated access;
• role-based access controls;
• least-privilege access;
• restrictions on administrative and production access;
• multi-factor authentication for applicable administrative or technical systems;
• encryption of data in transit;
• encryption of applicable stored personal data;
• application and administrative audit logging;
• security and performance monitoring;
• application security protections;
• vulnerability management;
• controlled management of credentials and application secrets; and
• secure development and change-management practices.

Jia periodically reviews and improves its safeguards based on identified risks, system changes, technology developments, and applicable security and privacy requirements.

No information system can guarantee absolute security.

13. Data Retention

Jia retains personal data only for as long as reasonably necessary for the purpose for which it was collected, subject to applicable legal, contractual, operational, and security requirements.

Jia's current retention schedule for core recruitment information includes:

Information	Retention Period
Applicant account and profile data	30 days after inactivity
CVs, resumes, and extracted CV data	30 days
CV embeddings or similar derived data	30 days
Interview recordings	30 days
Interview transcripts and responses	30 days
AI-generated assessments and scores	30 days

Certain supporting, operational, security, audit, contractual, or customer records may be subject to different retention periods.

For example, exported reports or documents containing customer personal information may be retained for up to one year, where applicable.

System logs, backups, and similar supporting records may follow separate defined retention and lifecycle schedules.

Information may be retained beyond the normal period where continued retention is reasonably necessary for:

• compliance with law or regulation;
• contractual obligations;
• legal proceedings or disputes;
• security investigations;
• fraud prevention;
• incident response; or
• another legitimate and documented purpose.

14. Deletion and Disposal

When the applicable retention period expires and continued retention is no longer required, Jia will delete, anonymize, expire, or otherwise securely dispose of personal data according to the applicable system and approved disposal process.

Depending on the information and system involved, disposal may include:

• secure electronic deletion;
• deletion of corresponding records;
• anonymization;
• automatic expiration;
• deletion through approved application or administrative processes; or
• another appropriate secure-disposal method.

Information contained in backups may remain until the relevant backup expires through its normal lifecycle, unless earlier deletion is technically and operationally appropriate.

15. Your Privacy Rights

Subject to applicable law, individuals may have rights relating to their personal data, including the right to:

• be informed about the processing of personal data;
• request access to personal data;
• request correction of inaccurate or incomplete personal data;
• object to certain processing;
• request erasure or blocking where applicable;
• withdraw consent where processing relies on consent;
• request data portability where applicable;
• lodge a complaint with the National Privacy Commission; and
• exercise other rights available under applicable privacy law.

Privacy requests may be submitted to:
Email: inquire@hellojia.ai

Jia may request reasonable information to verify the identity and authority of the person making the request before processing it.

Where Jia acts as a PIP for an employer, recruiter, or customer organization, Jia may refer or coordinate the request with the relevant PIC.

16. Automated and AI-Assisted Processing

Jia uses automated and AI-assisted technologies in certain recruitment functions.

These technologies may be used to:

• process and extract CV information;
• support candidate search and matching;
• transcribe interview responses;
• analyze interview content;
• generate candidate assessments or scores;
• produce summaries or recommendations; and
• support other recruitment-related functionality.

AI-generated outputs are intended to assist authorized recruiters, employers, or hiring personnel and should generally be considered together with other relevant information.

Where Jia acts on behalf of a customer organization, the customer may determine how AI-assisted information is used within its recruitment and hiring process.

If you have questions or concerns regarding automated or AI-assisted processing of your personal data, you may contact Jia using the details provided below.

17. Personal Data Breaches

Potential or confirmed incidents involving personal data will be assessed through Jia's incident-response and privacy-management processes.

Where required by applicable law or contractual obligations, Jia will notify affected individuals, customer organizations, the National Privacy Commission, or other relevant parties in accordance with applicable notification requirements.

Jia maintains processes for investigating, containing, remediating, documenting, and responding to personal-data incidents.

18. Accuracy of Information

Users are encouraged to maintain accurate and current information in their accounts and profiles.

If you believe personal data held by Jia is inaccurate or incomplete, you may update it through available account functionality or contact Jia to request appropriate correction.

19. Children's Privacy

Jia is designed primarily for recruitment and employment-related activities.

Jia does not knowingly collect or process children's personal data where such processing is prohibited or where required authorization has not been obtained.

If you believe personal data relating to a child has been improperly provided to Jia, please contact us so that the matter can be reviewed and appropriate action taken.

20. Changes to this Privacy Policy

Jia may update this Privacy Policy from time to time to reflect:

• changes to the Services;
• changes in how personal data is processed;
• changes to service providers;
• changes in applicable laws or regulations;
• changes to privacy or security practices; or
• other operational or organizational developments.

Where a change materially affects the processing of personal data, Jia will provide appropriate notice where required.

The latest revision date will be displayed at the beginning of this Privacy Policy.

21. Contact Us

For questions, requests, concerns, or complaints relating to privacy or personal data, please contact:

Jia / White Cloak Technologies, Inc.
Email: inquire@hellojia.ai

For privacy-rights requests:
Email: security@whitecloak.com

Where applicable, you may also lodge a complaint with the National Privacy Commission of the Philippines.