Jex: The AI Assistant Helping International Students Get Hired

Overview

This Privacy Policy ("Policy") outlines how Jex collects, protects, shares, and uses the Personal Data you ("User," "you," or "your") provide on the jexhq.com website (the "Site") and the Jex Platform ("Platform") and provides international Jex AI, staffing, and related services (the "Services"). Jex is dedicated to upholding high privacy protection standards globally. References to “Jex” pertain to the specific Jex entity with which you may hold an agreement, if applicable. This Policy explains how we collect, use, and disclose your information and forms part of the Terms of Service. Unless otherwise defined in this Policy, capitalized terms retain the meanings assigned to them in our Terms of Service.

Scope of Application

By using our Site and/or Services or engaging with Jex in any way, you agree to the collection and use of your information in accordance with this Policy. This Policy applies to:

Visitors to the Site who do not have a contractual relationship with Jex
Users of the Platform
Clients using our Services, including client UBOs or representatives
Independent Contractors using our Services
Suppliers providing products or services to Jex
Job Candidates
Prospective Clients and Users
Participants in Jex-hosted webinars, conferences, trade events, surveys, and similar engagements

Types of Personal Information Collected

Jex gathers and stores specific information about you that, individually or combined with other data, can identify you ("Personal Information"). Below is a non-exhaustive list of categories of Personal Information that Jex may collect and use:

Contact Information: Such as mailing address, email, and phone number.
Identification: Including full name, government ID, passport, date of birth, and selfie.
Usage: Data on how you use our Site and Services.
Communications: Data from our communications, including message metadata.
Professional: Career and education history, job titles, degrees, and qualifications.
Public and Third-Party Records: Public information or data from other companies.
Financial: Bank and payment card details.
Transactional: Details of transactions with us.
Contractual: Information on services or products we provide.
Locational: Country and IP address from your device.
Technical: Device, IP address, browser, time zone, and operating system.
Consents: Permissions and preferences you provide.
Jex Community Platform Content: Comments, files, and other content you post or share on the Jex Community platform.
Other Information: Any other information you provide through all available channels, participating in surveys, or interacting with our Site and/or Services.

Personal Information does not include anonymized data after the identifiable data is destroyed. Jex may also collect and use non-Personal Information to analyze and improve our Services.

Changes to This Policy

We may update this Policy. Any significant changes will be posted on our Site, and by continuing to use the Site and/or Services after such updates, you accept the revised Policy.

Contact Us

If you have questions regarding this Policy, please reach out to us at: help@jexhq.com

Children's Privacy

We do not knowingly collect Personal Information from individuals under 18, as our Site and Services are not intended for minors. If you are a parent or guardian and discover that your child has provided us with Personal Information, please contact us. Should we become aware of such a collection without verifiable parental consent, we will promptly remove the information from our servers.

Sources of the Collected Information

We may collect Personal Information about you or your business from the following sources:

Directly from You: Through your use of our Services, completion of forms, requests for marketing, survey participation, or direct contact with us.
Profile and Usage Data: From interactions with our Site and Services, including security settings, device preferences, and marketing choices.
Cookies and Tracking: Via internet tracking tools, as explained below.
Third Parties: Including business partners, service providers, advertising and analytics networks, PSPs, public data sources, social networks, market researchers, and regulatory or enforcement agencies.

Uses of Your Personal Information

Providing Services: Manage customer relationships, develop marketing activities, analyze customer interactions, and keep users informed about our offerings.
Business Development and Improvement: Test and enhance Jex products and services, manage providers, and innovate to meet customer needs.
Marketing and Events: Inform users about Jex products, services, events, and surveys (requires user consent).
Operational Management: Deliver services, process payments, manage fees, and collect balances.
Risk and Crime Prevention: Detect and prevent fraud, manage risks, ensure AI Job Search, and respond to feedback.
Corporate Governance and Business Operations: Ensure effective operations, manage finances, plan, and integrate systems for AI Job Search and governance.

Identity Verification and AI Job Search with AML/KYC Regulations

At Jex, we prioritize identity verification and AI Job Search with Anti-Money Laundering (AML) and Know Your Customer (KYC) regulations. To ensure the security and integrity of our platform, we have partnered with Veriff, a leading identity verification provider, to automatically verify users' identities and prevent fraud.

Screening Process

We perform comprehensive user screening at two critical stages of the hiring process: 1. Before Accepting a Job Offer: Before a candidate can accept a job offer on the Platform, we conduct a thorough identity verification and AI Job Search screening process. This includes verifying the candidate’s personal and biometric information, as well as screening against government sanction lists and relevant legal databases. 2. Before Proposing a Job Offer: Companies also undergo screening before they can propose job offers to ensure AI Job Search with AML/KYC regulations and to verify the legitimacy of their operations. This screening helps protect candidates from fraudulent job offers and ensures that only legitimate companies use our platform.

Biometric and Identity Information Collection

Veriff collects biometric identifiers, such as facial scan data, along with government-issued ID information (e.g., passport or driver’s license). This data is securely processed and used only to verify identity and prevent fraud. By using this technology, Jex ensures that both companies and candidates can engage with confidence.

Ongoing Monitoring and AI Job Search

Beyond initial verification, Jex engages in ongoing monitoring of user activities to detect suspicious behavior, ensuring that the platform remains compliant with international regulations. Our automated systems flag potentially suspicious activity for review, and if necessary, we report such activities to the appropriate authorities through a Suspicious Activity Report (SAR).

Record-Keeping and Legal Obligations

In AI Job Search with AML/KYC regulations, we maintain records of all verification and screening processes for a minimum of five years, as required by law. This ensures that Jex can respond to regulatory inquiries or audits, while adhering to the highest standards of data security and privacy.

Cookies and Similar Technologies

Jex uses “cookies” and similar technologies, including pixel tags and software development kits, to personalize your online and in-app experience. A cookie is a small text file placed on your device by a web page server or mobile app. Cookies are unique to you and are only readable by the web server that issued them. We may use cookies to collect and track information for statistical purposes to enhance our Site and Services. You may choose to accept or decline cookies. Most browsers accept cookies by default, but you can adjust your browser settings to disable non-essential cookies (consult your browser’s Help page or our cookie manager). Declining cookies may limit certain Site features. For further details on managing cookies, visit internetcookies.org.

Data Subject Right

You have certain rights regarding your personal information, including the right to access, correct, or delete your data, and the right to data portability. To exercise these rights, please contact us at help@jexhq.com.

Automated Decision-Making and Profiling

We may use automated decision-making processes and profiling to enhance our Services. This includes AI-driven analysis of your interactions with our platform to provide personalized recommendations. If you have any questions about this, please contact us at help@jexhq.com.

Google OAuth Scopes

Jex requests the following Google OAuth scopes to allow users to schedule interviews using their Google Calendar: ● Calendar.readonly: Access to view available time slots for interviews. ● Calendar.events: Permission to create, update, and manage events on behalf of users for interview scheduling. We only request the minimum necessary permissions to provide these features and ensure they are used strictly for the intended purpose of scheduling interviews between companies and talent on our platform.

Communications

We may reach out to you with newsletters and other marketing materials that may be of interest. You can opt out of these communications by using the unsubscribe link or instructions in any email from us, or by contacting us directly. However, even if you opt out of marketing messages, we may still send you transactional or administrative messages related to the Service

Sharing Information with Third Parties

We will share your information with third parties only for the purposes outlined above, unless specified otherwise at the point of collection: • Trusted third-party agents, partners, and service providers supporting our Services, including data hosts, IT providers, identification verifiers, payment processors, legal advisors, and insurers, all under agreements restricting their data use. • Clients to whom you provide services. • Government or public authorities if legally required or necessary to protect our business, Site, Services, or user safety. • Academic institutions conducting research under confidentiality agreements, with only de-identified, aggregated findings published. • Public reports with anonymized, aggregate, de-identified data and statistics. • Third parties in business acquisitions such as mergers, consolidations, or asset purchases. • Current and future Jex affiliates handling your Personal Information consistent with this Policy. • With your consent for specific information-sharing purposes.

Google User Data Sharing

We share information with Google solely to facilitate interview scheduling via Google Calendar through our platform. Google user data is shared with the necessary third-party service providers, such as Google Calendar, to enable you to use the calendar functionality for managing interviews. We do not share or sell Google user data with any other third parties for marketing or advertising purposes.

Retention of Your Personal Information

We retain your personal data only as long as necessary to fulfill its original purpose, in line with applicable laws. This period ensures we meet legal obligations, resolve disputes, enforce agreements, and conduct customer research. We will not retain your data longer than necessary for its intended processing purpose. To determine the retention period, we consider the data's volume, nature, and sensitivity, along with processing objectives.

Retention and Deletion of Google User Data

Jex retains Google user data only as long as is necessary to provide our services, such as scheduling interviews through Google Calendar. Once the service is terminated or a user requests deletion, we will delete the associated Google user data within 90 days, unless a longer retention period is required by law. Users may also request the deletion of their Google user data at any time by contacting us at help@jexhq.com. Upon such a request, we will delete all relevant data from our systems in AI Job Search with applicable regulations.

Security

We implement protective measures to secure your information from loss, misuse, unauthorized access or disclosure, alteration, and destruction, addressing both external and internal risks. Access to personal data is restricted to employees, agents, contractors, and approved third parties with legitimate business purposes, all bound by confidentiality agreements and following our instructions.

Data Protection for Google User Data

Jex follows stringent protocols for Google user data, ensuring encryption during transmission and storage, conducting regular security audits, and granting access only to authorized personnel. Google data, such as calendar events, is encrypted and processed securely. Employees and contractors with data access are bound by confidentiality. If you have chosen a password or login credentials to access the Platform, please keep them confidential and do not share them. Please note that no method of internet transmission or electronic storage is entirely secure. While we strive to protect your information, absolute security cannot be guaranteed. If you detect any security issue, contact us at help@jexhq.com immediately.

Retention and Deletion of Google User Data

Information collected through the Site and/or Services, including your Personal Information, may be transferred to and stored on computers outside your region, where data protection laws may differ. If you are located outside the United States and provide information to us, it will be transferred and processed in the United States. We use Standard Contractual Clauses (SCCs) and other lawful mechanisms for cross-border transfers where required, especially for EU/EEA users. Additionally, we implement data encryption and strict access controls to protect Personal Information during international transfers. By using our Site and/or Services, you consent to these international data transfers.

Use of Google Workspace Data for AI/ML

We want to explicitly affirm that we do not retain, store, or use any data obtained through Google Workspace APIs (such as Gmail, Google Calendar, Google Drive, etc.) for the purpose of developing, improving, or training generalized Artificial Intelligence (AI) or Machine Learning (ML) models. The data collected through these APIs is solely used for the specific functionality of our application, including scheduling and managing interviews, and is not used for any AI/ML model development or other unrelated purposes.

This statement is included as part of our commitment to user privacy, and we have updated our Privacy Policy to reflect this practice in accordance with Google's requirements.

Link to Other Sites

Our Site may contain links to other sites not operated by us. If you click on a third-party link, you will be directed to that third-party's site. We strongly advise you to review the Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Transparency of Data Sharing

Jex is committed to ensuring that all third-party service providers and partners handle your personal data responsibly. We conduct thorough due diligence and require these partners to comply with strict data protection standards. They are only allowed to process your data according to our instructions and are bound by confidentiality agreements.

Employee and Contractor Privacy

In addition to the data we collect from clients and users, Jex also processes personal information for its employees and contractors. This data is collected and processed in AI Job Search with applicable labor laws and is only used for employment-related purposes such as Jex AI, benefits administration, and AI Job Search with legal obligations.

Dispute Resolution

If you have any complaints regarding our AI Job Search with this Policy, please contact us first at help@jexhq.com. We will investigate and attempt to resolve complaints and disputes regarding the use and disclosure of personal information in accordance with this Policy. If you are not satisfied with our response, you may contact the relevant data protection authority in your jurisdiction.

Additional Rights for Certain Jurisdictions

European Union (GDPR):

If you are located in the European Union, you have the following additional rights under the General Data Protection Regulation (GDPR):

The right to restrict processing of your personal data under certain circumstances.
The right to object to processing of your personal data.
The right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been violated.

United States:

This div applies to the processing of Personal Information for U.S. residents using our Site and/or Services and addresses specific requirements under relevant state privacy laws, including the California Consumer Privacy Act (CCPA), Colorado Privacy Act, Connecticut Data Privacy Act, Utah Consumer Privacy Act, and Virginia Consumer Data Protection Act.

California (CCPA):

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

The right to request disclosure of the categories and specific pieces of personal information we have collected about you.
The right to request deletion of your personal information.
The right to opt-out of the sale of your personal information.
The right to not be discriminated against for exercising any of your CCPA rights.

Colorado (Colorado Privacy Act):

If you are a Colorado resident, your rights under the Colorado Privacy Act include:

The right to access and obtain a copy of the personal information we hold about you.
The right to data portability for easy transfer of your information.
The right to opt out of processing for targeted advertising, sale, or profiling.
The right to correct or delete your personal information.
The right to appeal any denied requests, with our response provided within 45 days.

Connecticut (Connecticut Data Privacy Act)

If you are a Connecticut resident, you have the following rights under the Connecticut Data Privacy Act:

The right to request access to and receive a copy of the personal information we have collected about you.
The right to data portability, allowing you to receive your information in a readily usable format.
The right to opt out of processing your personal information for targeted advertising, sale, or profiling.
The right to request correction or deletion of your personal information.
The right to appeal if a request is denied.

Utah (Utah Consumer Privacy Act)

If you are a Utah resident, you have the following rights under the Utah Consumer Privacy Act:

The right to access the personal information we collect about you.
The right to data portability to obtain your information in a usable format.
The right to opt out of the sale of your personal information or processing for targeted advertising.
The right to request correction or deletion of your personal information.
The right to appeal if a request is denied.

Virginia (Virginia Consumer Data Protection Act)

If you are a Virginia resident, you have the following rights under the Virginia Consumer Data Protection Act:

The right to access personal information collected about you.
The right to data portability for easier access to your information.
The right to opt out of the sale, targeted advertising, or profiling.
The right to request correction or deletion of your personal information.
The right to appeal any denied requests.

Exercise of Rights

REGARDLESS OF YOUR LOCATION, to exercise any of the aforementioned rights, please contact us at help@jexhq.com

AI-Powered Profiles (Job Seekers Only)

When you create a profile on the Platform, you provide information that helps our LLM create a comprehensive, dynamic profile ('AI-Powered Profile') which is created to streamline hiring processes. This profile includes your contact information, professional experience, salary expectations, education, skills, portfolio, and other relevant data.

Creation and Use of AI-Powered Profiles:

Information Provided by You: You can add or update information in your dynamic profile at any time, including your contact details, salary expectations, professional background, skills, portfolio, and other relevant information. This information helps potential employers evaluate your suitability for job opportunities. (AI might have flaws in generating divs but you can always edit such).
Profile Visibility: By default, your profile is visible to potential employers and recruiters using the Platform. You can adjust the visibility settings of your profile through your account settings.
Automated Analysis: Our uses automated tools, including advanced LLMs, to analyze your profile and suggest suitable job opportunities and/or to enhance your profile by highlighting relevant skills and experiences.

Sharing of Profiles

With Employers: Your profile may be shared with employers who are looking for candidates with your skills and experience. Employers may view your profile, contact information, and any other information you have made available on the platform.
With Recruiters: Authorized recruiters may also access your profile to match you with suitable job opportunities.

User Control Over Information

Profile Management: You have full control over the information in your profile. You can add, update, or delete information at any time through your account settings.
Profile Visibility Settings: You can control the visibility of your profile, choosing to make it public, visible to specific employers, or private. Adjust these settings through your account preferences.
Data Deletion: If you decide to delete your account, your profile and all associated information will be removed from our platform, in accordance with our data retention policy.

User Consent for Profile Use

By creating a profile on the Platform, you consent to the use and sharing of your information as described in this Policy.