Privacy Policy

1. Introduction

Guymon Inspection Services, Inc.("Company", "we", "us", or "our") operates the Contractor Vault application (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

We may collect the following types of information:

• Personal Information: Name, email address, phone number, mailing address, and other contact details provided in resumes and profile information.
• Professional Information: Work experience, certifications, education, skills, references, and other employment-related data.
• Account Information: Username, password (stored securely via hashing), and role within the system.
• Usage Data: Login timestamps, pages visited, and actions taken within the application for audit and security purposes.
• Documents: Resumes, certifications, and other uploaded files.

3. How We Use Your Information

• To manage contractor profiles, certifications, and employment records.
• To facilitate communication between administrators and contractors.
• To generate reports, contracts, and other business documents.
• To send notifications regarding certification expirations, document requests, and account activity.
• To maintain audit logs for security and compliance.
• To improve and maintain the Service.

4. Data Sharing

We do not sell your personal information. We may share your information with:

• Clients: Professional information may be shared with clients as part of contractor placement and contract management.
• Service Providers (sub-processors): We engage the following sub-processors that may process personal data on our behalf. We maintain a data processing agreement (DPA) with each.

  Processor	Purpose	Data Categories	Region	DPA
  Supabase, Inc.	Primary database, authentication, file storage	All personal, professional, account, and document data	Canada Central (ca-central-1)	Link
  OpenAI, L.L.C.	Resume parsing, content enhancement (GPT models)	Resume text content (no account credentials)	United States	Link
  Anthropic, PBC	Candidate ranking, contractor matching (Claude models)	Resume + role data; no payment or auth data	United States	Link
  Serper.dev	Public web search for social profile / employer data	Contractor name + company strings (no contact info)	United States	Privacy Policy
  Microsoft Corporation — Azure App Service	Application hosting, compute	Request/response payloads in transit	Canada Central	Link
  Microsoft Corporation — 365 SMTP / Graph API	Outbound email delivery, inbound email ingestion	Email subject + body + recipient address	Canada Central	Same as above
  Microsoft Corporation — Entra / Business Central	OAuth authentication and ERP / accounts payable integration	Vendor records, purchase invoice headers + lines	Canada Central	Same as above
  Meta Platforms — WhatsApp Business Platform	Optional WhatsApp messaging (currently disabled by default)	Phone numbers + message body when feature enabled	United States / Ireland	Link
  Functional Software, Inc. (Sentry)	Error tracking and incident telemetry	Stack traces, request IDs, hashed user identifiers (PII redaction enabled)	United States	Link

  Cross-border transfers from Canada to the United States rely on Standard Contractual Clauses and the recipients' PIPEDA / GDPR-aligned safeguards. We will provide an updated list with effective dates upon written request.

• Legal Requirements: We may disclose information if required by law or to protect our rights.

5. Data Security

We implement industry-standard security measures including encrypted data transmission (HTTPS), secure password hashing, role-based access controls, and audit logging. However, no method of electronic transmission or storage is 100% secure.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services, comply with legal obligations, resolve disputes, and enforce our agreements.

7. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete your personal information. To exercise these rights, contact us using the information below.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date.

9. Automated Decision-Making

We use AI-powered analysis for resume parsing, experience enhancement, and candidate ranking. These analyses are advisory only and are reviewed by human administrators before any employment-related decisions are made. You have the right to request human review of any automated assessment. Contact us at hr@guymoninspection.com to exercise this right.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Guymon Inspection Services, Inc.
Email: hr@guymoninspection.com