CODEX — Privacy Policy

Effective Date: Jul 7, 2026

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. CODEX is a service operated by Codex Apply LLC.

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.

d. Cookies and Tracking Technologies

CODEX may use cookies, web beacons, and similar technologies to support platform functionality, maintain session state, and collect usage data. These technologies help us understand how the Service is used and improve performance.

You may configure your browser to refuse cookies. Doing so may limit certain features of the Service.

CODEX does not use tracking technologies for cross-site behavioral advertising.

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 applicable law;
• others at the direction or with the consent of the customer.

We do not sell personal information. Any third-party service providers who access personal data on our behalf are required to handle that data only for the purpose of providing services to CODEX and are subject to appropriate confidentiality obligations.

7. Payment Processing

All payment processing is handled by Stripe. Codex Apply LLC does not store, access, or process credit card or banking information directly. Stripe's privacy policy governs the handling of payment data.

8. Data Retention

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

When a customer account is canceled or terminated, associated data will be retained for ninety (90) days to allow for account recovery or dispute resolution. After that period, data will be deleted or anonymized, except where retention is required by law or necessary to prevent fraud or abuse.

Customers may request earlier deletion of their account data by contacting CODEX at the address listed in Section 15.

9. Data Security

CODEX uses reasonable administrative and technical measures to protect information from unauthorized access, disclosure, or loss. No system can guarantee absolute security. In the event of a data breach that affects your information, we will notify affected parties as required by applicable law.

10. 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 directly regarding account-level data requests using the contact information in Section 15.

11. California Residents: Additional Rights (CCPA)

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect, use, disclose, or sell.
• The right to request deletion of your personal information, subject to certain exceptions.
• The right to opt out of the sale of your personal information. CODEX does not sell personal information.
• The right not to be discriminated against for exercising your privacy rights.

To submit a request or inquiry regarding your California privacy rights, contact us using the information in Section 15. We will respond to verifiable requests within the timeframes required by applicable law.

Note: Because CODEX acts as a data processor for customer-controlled applicant data, requests from applicants regarding information submitted through a customer's application should be directed to that customer.

12. Children's Privacy (COPPA)

The Service is not directed to children under the age of 13, and CODEX does not knowingly collect personal information from children under 13. If we become aware that a child under 13 has submitted personal information through the Service, we will take steps to delete that information.

Customers are responsible for ensuring their use of the Service complies with the Children's Online Privacy Protection Act (COPPA) and any other applicable laws regarding minors.

13. 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. These locations may have privacy laws that differ from those in your jurisdiction.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to customers via email or a notice posted within the Service prior to taking effect. Continued use of the Service after changes become effective constitutes acceptance of the updated policy.

15. Contact

For questions regarding this Privacy Policy or to submit a data request, contact:

Codex Apply LLC
Email: support@codexapply.com
Mailing Address: 18999 Biscayne Blvd, STE 203, Aventura, FL 33180