CODEX — Privacy Policy

Privacy Policy (Binding)

1. Scope

This Privacy Policy describes how CODEX ("the Service," "we," "us," or "our") collects, uses, and protects information in connection with the CODEX platform.

This policy applies to:

• customers who create accounts, and
• individuals whose information is submitted through applications hosted on CODEX.

2. Roles and Responsibilities

Customers who create applications determine what information is collected from applicants and how it is used. In most cases:

• The customer acts as the data controller.
• CODEX acts as a data processor, handling data only to provide the Service.

CODEX does not control hiring decisions or applicant evaluation.

3. Information We Collect

a. Account Information

When a customer creates an account, we may collect:

• name
• email address
• login credentials
• business or organization information

b. Application and Submission Data

Customers may collect information from applicants through the Service, including:

• names and contact details
• written responses
• uploaded files or attachments
• other information defined by the customer's application.

CODEX processes this data on behalf of the customer.

c. Technical Information

We may automatically collect:

• IP address
• device and browser information
• usage logs
• timestamps and system activity

This information helps us operate and secure the Service.

4. How We Use Information

We use information only as necessary to:

• provide and maintain the Service;
• support customer accounts;
• improve performance and reliability;
• detect and prevent abuse or fraud;
• comply with legal obligations.

CODEX does not sell personal data and does not use applicant information for advertising purposes.

5. Automated Processing and AI Tools

CODEX may use automated tools, including machine-learning technologies, to assist with platform operation, security, and customer support.

These tools are used solely to provide and improve the Service. CODEX does not use applicant data to independently commercialize or market information.

6. Data Sharing

We may share information only with:

• service providers that help us operate the platform (such as hosting or infrastructure providers);
• authorities when required by law;
• others with the customer's direction or consent.

We do not sell personal information.

7. Data Retention

CODEX retains information only as long as necessary to provide the Service and fulfill legitimate business purposes.

When accounts are canceled, data may be retained for a limited period to allow recovery, comply with legal obligations, or prevent abuse. After that period, data may be deleted or anonymized.

8. Data Security

CODEX uses reasonable administrative and technical measures to protect information from unauthorized access, disclosure, or loss. No system can guarantee absolute security.

9. Access and Deletion Requests

Applicants who wish to access, correct, or delete information submitted through an application should contact the business that collected the information, as that business controls the data.

Customers may contact CODEX regarding account-level data requests.

10. International Users

CODEX is operated primarily in the United States. By using the Service, you acknowledge that information may be transferred to and processed in the United States or other locations where our service providers operate.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Continued use of the Service after changes become effective constitutes acceptance of the updated policy.

12. Contact

For questions regarding this Privacy Policy, contact: support@codex.com