Privacy Policy

HQ Workforce is a Yeap Inc. service for employers, staff, workers and job applicants. This policy covers our website, HQ Workforce Android app and connected workforce services. The information involved depends on your role, the features you use and your organization's requirements.

Your employer or the organization to which you apply controls many employment and recruitment records. Contact that organization about its collection requirements and employment decisions. Yeap ID sign-in and other Yeap services also have their own privacy notices.

• Accounts: name, email address, account identifiers, sign-in and verification information, organization membership, role and preferences. Yeap ID provides identity information used to link and authenticate your HQ Workforce account.
• Work and recruitment: contact and address details, employment and education history, skills, applications, resumes, cover letters, references, screening answers, assessments, interview feedback, work schedules, tasks, time records, training and performance records.
• Onboarding and identity documents: when submitted for an organization's onboarding process, date of birth, gender, emergency contacts, electronic signatures, work authorization, government ID, passport, Social Security card, tax forms such as W-9, certifications, headshots and verification selfies. These documents may contain government identification or financial information. These are not required from every person who uses HQ Workforce.
• Financial information: expected pay, offered or agreed pay rates, referral commissions and payout preferences, and organization subscription and billing records where relevant. Payment-provider information is described below. Do not put bank account details, card numbers or other unnecessary sensitive information in messages or support requests.
• Communications and files: messages, email or SMS content handled through enabled integrations, attachments, support requests, call and interview metadata, and recorded answers to asynchronous video interview questions. Live audio/video uses the call service; camera or microphone permission does not itself mean that every call is recorded.
• Technical and activity information: IP address, browser or device information, sign-in and security events, audit records, feature activity and service errors. A task proof can include location coordinates when location information is submitted.

Some fields are needed to provide a requested feature or complete an organization's workflow. Other details, uploads and communications are supplied by your choice. Please share other people's reference or emergency-contact information only when you are authorized to do so.

We use information to operate accounts and workspaces, process applications and onboarding, provide scheduling and communications, store requested files, administer existing plans and billing, support users, prevent abuse and maintain security and audit records. Enabled AI features assist the relevant workflow as described below.

Authorized organization staff can access records relevant to their roles. Applicants' information is made available to recruiting organizations involved in their applications or talent-network activity, according to the applicable workflow and visibility settings. Messages and shared files are available to their intended participants. Connected WordPress sites can submit workforce records through their organization's integration.

We do not sell workforce records or use their contents to target advertising. Account and service notices are separate from optional marketing communications. Advertising attribution on public acquisition journeys is described below.

Configured AI features use OpenAI to process the information needed for that action. Examples include resume text, job descriptions, interview notes, onboarding summaries, performance information and candidate messages submitted for translation. The resulting output may be saved with the record and in service logs. These features should not be used to submit unrelated sensitive information.

If AI identity verification is enabled for onboarding, the service sends the submitted name and temporary access links to the ID image, verification selfie and any associated headshot to OpenAI for document and photo checks. The returned status and notes are stored for review. Ask the organization handling your onboarding which checks are enabled and how it reviews the result. An automated result is not a guarantee that a document or identity is valid.

The language selector uses Google Translate when that integration is enabled. Its script can load to provide the selector. Selecting another language, including restoring a previously selected language, lets Google process rendered page text to translate it; that text can include information visible on a signed-in page. This is separate from optional Google Analytics. You can return to English using the selector. Language preferences are stored in your browser.

See OpenAI's privacy policy and Google's privacy policy for their respective notices. Contact us with questions about a processor or an AI-assisted record.

Our hosting, database and configured S3-compatible file-storage providers process data needed to run HQ Workforce. Files can be delivered through temporary signed links. Other enabled services include Yeap ID for authentication and central support, YeapTel for connected calling and messaging, LiveKit infrastructure for live audio/video, and the configured email provider for service messages. Email delivery can use Amazon SES, Resend or an organization's SMTP configuration.

Stripe processes website payments and provides subscription, transaction and billing status. HQ Workforce does not store full payment-card numbers. The Android app is for using existing plans and does not offer plan purchases. Existing billing information may still be relevant to account administration and support.

Records may also be disclosed when legally required or to protect users and the service. A connected organization or external service may handle information under its own notice. Contact us if you need details about the providers configured for a particular workspace.

The Android app can request camera and microphone access for features such as interviews or calls. These permissions are requested during use. You can deny or revoke them in Android settings, although the associated feature may then be unavailable. Files are selected through the system file chooser.

This release does not request device location, contacts, SMS inbox or call-log access, and does not register for native push notifications. Messages sent through HQ Workforce integrations are different from reading messages stored on your phone.

With your permission, Google Analytics measures visits to designated public marketing pages. It stays off until you choose Accept analytics. It uses browser cookies and processes technical information about your browser, device and connection. These analytics cookies expire after 90 days.

This integration sends a fixed public page address and title, general traffic-source labels and IDs or names of approved campaigns. It excludes sign-in, dashboards, candidate and worker records, applications, interviews, messages and job detail pages. It does not send form contents, account details, search terms, raw URL query parameters, click identifiers or referring page addresses through Google Analytics. Advertising personalization is disabled.

Separately, when a website visit includes a Google Ads click identifier, the service can save that identifier and report a resulting sign-up event to Google Ads to measure campaign performance. This attribution is separate from the optional Google Analytics setting and does not include the contents of applications or workforce documents.

Your Analytics choice is saved in this browser. You can accept, decline or revoke it below. Revoking stops future website analytics and removes its cookies from this browser; it does not erase information already processed by Google.

We retain information while needed to operate the service and fulfill applicable billing, security, legal and recordkeeping obligations. Canceling a subscription does not automatically erase the account or its records after a fixed period.

You can request deletion of your HQ Workforce account and associated personal data, including when you cannot sign in. We save the request, verify ownership and review the affected information before deletion. Sending a request is not confirmation that deletion has occurred or that a subscription has been canceled.

Profile and personal account information can be considered for deletion. Employer-managed applications, employment records, shared workspace information and organization ownership require review with the responsible organization. Some billing, audit, security or legal records may need to be retained. We will explain the applicable scope, retention and outcome during review rather than promise a universal deletion deadline.

An HQ Workforce deletion request does not automatically delete your Yeap ID or other Yeap platform accounts.

The Android app connects to HQ Workforce using HTTPS and blocks cleartext and mixed-content connections. Access controls limit application records by authenticated role and organization. Private file workflows use temporary access links. These protections do not mean that communications are end-to-end encrypted: the service and its authorized processors can process information needed for the requested features.

Please protect your account, share documents only through the appropriate workflow, and contact us if you suspect unauthorized access.

For access, correction, deletion or other privacy questions, contact peter@yeapinc.com or use Contact & Support. Additional rights may apply under the laws where you live. Requests concerning employer-controlled records may also need to be addressed to that organization.