Flipped | Privacy Policy

Last updated May 1, 2025

flipped.ai (“Flipped,” “we,” “our,” and/or “us”) values the privacy of individuals who use our website and related services (collectively, our “Services”). This privacy policy (the “Privacy Policy”) explains how we collect, use, and disclose information from users of our Services (“Users”). By using our Services, you agree to the collection, use, disclosure, and procedures this Privacy Policy describes. Beyond the Privacy Policy, your use of our Services is also subject to our Terms of Service.

Registration Information: We collect your name, work email address, contact phone number and details of your organisation.

Communications: If you contact us directly, we may receive additional information about you, such as your name, email address, phone number, the contents of a message or attachments that you may send to us, and other information you choose to provide. By providing us with your information you consent to be part of our newsletters emailing lists and regular marketing campaigns. In the event that you manually subscribe to the newsletter, then we will collect certain information from you, such as your email address. When we send you emails, we may track whether you open them to learn how to deliver a better customer experience and improve our Services.

Job Applications: When you apply to a job on Flipped, whether to work with Flipped or our “Employers” (client organisations) who use Flipped for their hiring automation, we will collect every piece of relevant information you choose to provide on your resume. We will also collect your personal data from you directly and potentially from other sources. Listed below are the categories of personal information that Flipped may process about candidates:

Identifiers, including real name, alias, postal address, unique personal identifiers, email, account name, social security number, driver’s license number, passport number or other similar identifiers. In this context, a “unique personal identifier” means a persistent identifier that can be used to recognize a candidate, or a device that is linked to a candidate, over time and across different services.
Characteristics of protected classifications under California or federal law, including race, skin color, national origin, religion, sex/gender, gender identity, gender expression, sexual orientation, marital status, medical condition, disability, military or veteran status, family care leave, or age.
Professional or employment-related information, including resumes, contracts, evaluations, disciplinary records, photos, biometric data, candidate expenses, payroll and benefits data, and surveillance data.
Education information, including background, transcripts, and educational records not publicly available.
Inferences drawn from personal data to build a profile reflecting characteristics, psychological trends, preferences, or behavior.
Feedback from references, interviewers, or previous employers.
Publicly available profiles or data from platforms like GitHub or LinkedIn.
Financial data, including banking details, tax data, payroll, withholdings, salaries, bonuses, and benefits.
Health data related to disabilities or illnesses you may share with your manager or HR representative.

Chat Windows: When you use our chat windows (e.g., Flipped Quest for Employers), we will collect and store all information you type into the chat windows. We also utilize third-party APIs (e.g. OpenAI and other AI tools) and might use your information to provide the necessary automation services to you.

Location Information: When you use our Services, we infer your general location information, for example by using your internet protocol (IP) address. We also receive your precise location information when you grant us your permission, for example, if you want to use precise location information to develop or enable a tool or function that requires precise location information.

Device Information: We receive information about the device and software you use to access our Services, including IP address, web browser type, operating system version, phone carrier and manufacturer, application installations, device identifiers, mobile advertising identifiers, and push notification tokens.

Usage Information: To help us understand how you use our Services and to help us improve them, we automatically receive information about your interactions with our Services, like the pages or other content you view, the queries you issue to the system, the Agents you develop, the content you upload, and the dates and times of your visits.

Information from Cookies and Similar Technologies: We and our third-party partners collect information using cookies, pixel tags, or similar technologies. Our third-party partners, such as analytics partners, may use these technologies to collect information about your online activities over time and across different services. Cookies are small text files containing a string of alphanumeric characters. We may use both session cookies and persistent cookies. A session cookie disappears after you close your browser. A persistent cookie remains after you close your browser and may be used by your browser on subsequent visits to our Services.

Please review your web browser’s “Help” file to learn how you may modify your cookie settings. Please note that if you delete or choose not to accept cookies from the Service, you may not be able to utilize the features of the Service to their fullest potential.

Information from third-party services: If you choose to link our Services to a third-party service (e.g., Gmail, GitHub, Slack, Application Tracking Systems (ATS), Job boards), we may receive information about you. For example, if you link your Google Calendar to our Services, we may access and store your Google Calendar information for the purposes described in this privacy policy or at the time of consent or collection.

We may also collect your profile information, your profile photo, and your use of the third-party account that you link to our Services. You would have the options to link your existing ATS systems and/or Job boards to utilise our automation services. If you choose to do so, we will collect, process and store all data and information that is sent by the third party APIs (for e.g. job information, candidate information including resumes).

We also utilize third-party APIs for different services (e.g. OpenAI and other AI tools) to process data/information we receive. If you wish to limit the information available to us, you should visit the privacy settings of your third-party accounts to learn about your options. Please refer to the privacy policy of the third-party service to learn more about how that third-party service will collect, use, and disclose your information.

flipped.ai collects candidate's resume data, which can either be made searchable or kept non-searchable. Searchable resumes encompass work history, education, certifications, licenses, patents, and more, potentially revealing candidate interest in similar job listings.

flipped.ai processes and stores this searchable resume data, making it available to third parties. The primary purpose of this data processing is to facilitate employers in inviting candidates to apply for job openings.

The legal basis for data processing includes contract performance, as it's integral to aiding candidates in finding jobs. Additionally, flipped.ai relies on its legitimate interest for analytical purposes, delivering a valuable service to employers. Candidates retain control over their resume's visibility, with the ability to adjust settings at any time via their account.

Upon using flipped.ai to create a searchable resume or upload a file resume, candidates grant flipped.ai permission to share their resume data with third parties, aligning with the platform's General Terms of Service. By default, profiles and searchable resumes are accessible to third parties, including employers, unless otherwise specified.

Notably, employers accessing searchable resumes may share them further, and if candidates share their searchable resume via a personalized link, flipped.ai cannot control who views it.

Candidates maintain the option to configure their resume's privacy settings, choosing to make it non-searchable if they don't want flipped.ai to share their resume data with third parties without explicit consent or to prevent employer contact. Data is retained until candidates remove their resume or close their account.

We limit our use of your personal data. Flipped aims to only collect and use your personal data for specific, necessary reasons and explain its usage transparently.

Flipped may use information for the following purposes:

Create and manage the recruitment system, job applications, and a database of interested individuals and leads.
Assess your skills, qualifications, and interests against the position applied for and/or other positions.
Communicate with you regarding job interests, opportunities, and recruitment process updates.
Verify information through reference and background checks.
Send you onboarding details before your first day.
With consent, share relevant job opportunities at Flipped.
Improve recruitment systems and track applicant trends for matching talent with jobs.
Detect and prevent fraud or policy violations.
Conduct audits, maintenance, and troubleshooting for recruitment systems.
Comply with legal obligations and cooperate with regulators and authorities.
Respond to your inquiries and support requests.

Legal bases for processing your data may include:

Fulfilling contractual obligations or steps toward a contract.
Compliance with legal requirements.
Your consent.
Flipped’s legitimate interest in effective and fair recruitment with safeguards in place.

For employment administration and legal compliance, Flipped may use your data to:

Validate eligibility and conduct legal vetting (where permitted).
Handle payroll, benefits, claims, and leave requests.
Set training needs and evaluate performance.
Enforce disciplinary or termination actions.
Establish emergency contacts and respond to incidents.
Comply with labor, tax, safety, and anti-discrimination laws.
Maintain internal directories.
Prevent fraud or other wrongdoing.
Facilitate business transactions like mergers or acquisitions.
Administer IT systems and secure access.
Achieve the purpose you provided the data for.
Support operational needs (e.g., accounting, planning, compliance).
Validate transactions and protect business assets.
Investigate policy breaches or unlawful acts.

If legally required data is not provided, Flipped may be unable to fulfill its obligations or proceed with hiring. You may withdraw consent at any time by contacting us.

Additionally, your data may be used to:

Provide, improve, and maintain our Services.
Personalize your user experience and content.
Analyze service usage and develop features.
Send you updates, answer queries, and provide support.
Flipped to external apps or services.
Deliver relevant marketing materials.
Generate anonymized insights and reports.
Process payments and transactions.
Prevent fraud and ensure trust and safety.
Fulfill legal, compliance, or policy obligations.
Any other purpose disclosed at the time of data collection.

We may process your personal information using solely automated means to make decisions about your candidacy. This is known as “automated decision-making” and is only permitted when Flipped has a legal basis for this type of decision-making.

This may have significant effects for you, including the possibility of rejection for a role without a recruiter reviewing your application. Applications may be automatically declined if you do not meet minimum requirements or if a role is filled during early stages of your application.

Recruiters may manually reactivate rejected applications if needed. Flipped may make automated decisions in the following situations:

Where such decisions are necessary for entering into a contract.
Where such decisions are required or authorized by law.
Where you give explicit consent for automated decision-making.

Subject to local legal requirements, you may contact us to learn more, object, or request human review of such decisions.

Vendors and Service Providers: We may share your information with vendors and service providers who support the provision of our Services, including AI providers powering flipped.ai.

User Content: As a social platform, your name, username, and profile details may be publicly visible. Posted content may be viewable and searchable by others. See "Your Preferences" below to manage visibility.

Social Networks and Online Services: Upon your instruction, we may share your information with platforms like Twitter, Facebook, or Instagram. Their use of your information is governed by their privacy policies and settings.

Marketing: We do not sell or share your information with non-affiliated companies for direct marketing unless we have your consent.

Analytics Partners: Services like Google Analytics help us understand how you use Flipped. These partners may collect data across platforms and over time.

As Required By Law: We may access or disclose your data to comply with legal requests (e.g., subpoenas or court orders), respond to your requests, or protect legal rights and safety. Disclosure may also occur if you post objectionable content.

Corporate Transactions: In case of a merger, acquisition, asset sale, or bankruptcy, your information may be transferred. It will remain protected under the then-current privacy terms.

Consent: We may disclose your information when you give us explicit permission to do so.

Sharing Preferences:

Public Information: Some information is public by default and will remain accessible to others.
Location Information: You may disable precise location sharing via your device settings at any time.
Third-Party Integrations: You can disable services like ATS or job boards via your dashboard. If disabled, we delete all linked data from that service.
Marketing Communications: Unsubscribe from promotional emails via links in the emails. You will still receive administrative emails.
Do Not Track: We do not respond to Do Not Track signals due to lack of standardized practices.

If you choose not to share required information, some features of our Services may not function as intended.

Our Services may contain links to other websites, products, or services that we do not own or operate. We are not responsible for the privacy practices of these third parties. Please be aware that this Privacy Policy does not apply to your activities on these third-party services or any information you disclose to these third parties. We encourage you to read their privacy policies before providing any information to them.

Security is an integral part of our business model and Flipped puts significant resources into making sure your data is protected. This involves technical measures (such as implementing security software) and organizational measures (such as only allowing staff to access your data if there is a business need to do so). These measures aim to ensure the on-going integrity and confidentiality of personal data. Flipped evaluates these measures regularly to ensure the security of the processing.

Flipped will keep your personal data until the position you are applying for has been filled, after which we retain your personal data for a period that enables us to:

Maintain business records for analysis, understanding market trends and/or audit purposes.
Comply with record retention requirements as required by local law or relevant regulations.
Defend, establish, exercise, or bring any existing or potential legal claims.
Ensure fraud detection and prevention.
Respond to any queries or complaints you may have.
With your consent, suggest roles that may be of interest to you.

Flipped will delete your personal data when it is no longer required for these purposes. If there is any data we are unable to delete for technical reasons, appropriate measures will be taken to prevent any further processing or use.

We do not knowingly collect, maintain, or use personal information from children under 13 years of age, and no part of our Services is directed to children. If you learn that a child has provided us with personal information in violation of this Privacy Policy, please alert us at info@flipped.ai.

You can update your account and profile information or close your account at any time through your profile settings.

We will post any adjustments to this Privacy Policy on this page, and the revised version will be effective once posted. If we materially change how we use or disclose personal data previously collected, we will notify you through our Services, by email, or other communication.

If you have any questions, comments, or concerns about our processing activities, please contact us at: info@flipped.ai
Last Updated: May 1, 2025