Privacy Policy

Last Updated: March 23, 2026

This Privacy Policy describes how ATS Sherpa Inc. ('Sherpa', 'We', 'Us', 'Our') collects, uses, discloses, and protects the personal information of individuals ('you', 'your') who visit or use the website located at https://www.atssherpa.com (the 'Website') and the services offered through it (the 'Services').

This Privacy Policy is governed by applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Act respecting the protection of personal information in the private sector (Law 25 / Bill 64). If you are located outside of Canada, additional laws may apply to the processing of your personal information.

By using our Website or Services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. If you do not agree, please discontinue use of the Website and Services.

INFORMATION WE COLLECT

We collect personal information that you voluntarily provide to us and information that is automatically generated when you use the Services. This includes:

Account and Registration Information:

• Full name, email address, phone number, and job title;
• Company name, address, and industry (for employer accounts);
• Username, password, and account preferences.

Candidate and Recruitment Data:

• Resumes, CVs, cover letters, and work history;
• Skills, education, certifications, and professional profiles;
• Application status, interview notes, and recruiter assessments;
• Communications between candidates and employers through the platform.

Payment Information:

• Billing address and payment method details. Note: full payment card numbers are processed directly by our third-party payment processor and are not stored on our systems.

Usage and Technical Data:

• IP address, browser type, device type, and operating system;
• Pages visited, features used, and session duration;
• Cookies and similar tracking technologies (see the Cookies section below).

AI Assistant Interactions:

• Messages, queries, and content submitted through AI-powered features of the Services.

HOW WE USE YOUR INFORMATION

We use the personal information we collect for the following purposes:

• To create and manage your account and provide access to the Services;
• To process job applications, manage recruitment workflows, and facilitate hiring;
• To operate AI-powered features including resume parsing, candidate matching, and the AI recruiting assistant;
• To process payments and manage subscriptions;
• To communicate with you regarding your account, service updates, and support requests;
• To send newsletters or promotional communications where you have provided consent (you may withdraw consent at any time);
• To monitor and improve the performance, security, and functionality of the Website and Services;
• To comply with legal obligations and enforce our Terms of Use;
• To investigate complaints, suspected violations, or fraudulent activity.

We do not sell your personal information to third parties for their own marketing purposes.

THIRD-PARTY SERVICE PROVIDERS

We share personal information with trusted third-party service providers who assist us in operating the Services. These providers are contractually required to protect your information and use it only for the purposes for which it was disclosed. Our key third-party processors include:

• OpenAI — Powers AI-assisted features including the recruiting assistant, resume analysis, and candidate matching. Data submitted through these features (such as resumes and chat messages) may be transmitted to OpenAI for processing. OpenAI's privacy practices are governed by their own privacy policy.
• Payment Processors — Third-party providers handle online payment transactions. We do not store full payment card information on our systems.
• Email and Communication Providers — Used for transactional emails, notifications, and newsletters.
• Cloud Infrastructure Providers — Our platform is hosted on third-party cloud infrastructure. Data is stored in data centers located in Canada or the United States.
• Analytics Providers — We may use analytics tools to understand how the Website is used. These tools may collect usage data in aggregated or anonymized form.

When personal information is transferred outside of Canada, we take reasonable steps to ensure it receives a comparable level of protection, including through contractual safeguards.

DISCLOSURE OF YOUR INFORMATION

We do not disclose your personal information to third parties except in the following circumstances:

• With your consent — for example, when a candidate applies to a job, their application information is shared with the relevant employer;
• Service providers — as described in the Third-Party Service Providers section above;
• Legal obligations — when required by law, court order, or governmental authority;
• Protection of rights — when necessary to protect the rights, property, or safety of Sherpa, our users, or the public;
• Business transfers — in the event of a merger, acquisition, or sale of all or part of our assets, personal information may be transferred to the acquiring entity, subject to equivalent privacy protections.

COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies to enhance your experience on the Website. Cookies are small text files stored on your device that help us recognize returning visitors, remember preferences, and understand how the Website is used.

We use the following types of cookies:

• Essential cookies — required for the Website to function correctly, including maintaining your login session;
• Functional cookies — remember your preferences and settings to personalize your experience;
• Analytics cookies — help us understand how visitors interact with the Website so we can improve it;
• Marketing cookies — used to deliver relevant advertisements and track the effectiveness of our campaigns (only with your consent).

You can manage cookie preferences through our cookie consent banner or by adjusting your browser settings. Please note that disabling essential cookies may affect the functionality of the Website. For more information, refer to your browser's help documentation.

DATA RETENTION

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Account information is retained for the duration of your account and for a reasonable period thereafter in case of disputes or legal obligations;
• Candidate and recruitment data is retained as configured by the employer account holder, subject to applicable law;
• Payment records are retained as required for tax and accounting purposes;
• Usage and technical data is typically retained in aggregated or anonymized form after a reasonable period.

When personal information is no longer required, we securely delete or anonymize it.

YOUR PRIVACY RIGHTS

Subject to applicable law, you have the following rights with respect to your personal information:

• Right of access — you may request a copy of the personal information we hold about you;
• Right to rectification — you may request that we correct inaccurate or incomplete information;
• Right to deletion — you may request that we delete your personal information, subject to certain legal exceptions;
• Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing;
• Right to data portability — you may request your personal information in a structured, commonly used format;
• Right to lodge a complaint — you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) or the Commission d'accès à l'information du Québec (CAI) if you believe your privacy rights have been violated.

To exercise any of these rights, please contact us via our Contact us page. We will respond to your request within the timeframe required by applicable law (generally 30 days).

DATA SECURITY

We implement reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include encryption of data in transit, access controls, and regular security reviews.

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee absolute security. In the event of a data breach that poses a risk of serious harm, we will notify affected individuals and the relevant authorities as required by law.

CHILDREN'S PRIVACY

The Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will take steps to delete that information.

LINKS TO THIRD-PARTY WEBSITES

The Website may contain links to third-party websites or services. This Privacy Policy does not apply to those external sites. We encourage you to review the privacy policies of any third-party sites you visit, as we have no control over their practices and are not responsible for their content or privacy handling.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or Service features. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of the Services after any changes constitutes your acceptance of the updated policy.

CONTACT INFORMATION

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact our Privacy Officer via our Contact us page. We are committed to resolving privacy concerns in a timely and transparent manner.