Privacy Policy

1. Introduction

ExecutiveSearch.AI K.K. ("we," "us," or "our") operates the Headhunt.AI platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.

We are committed to protecting your privacy and maintaining the confidentiality of your data. By using Headhunt.AI, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

When you use our platform, you may provide us with: account registration information (name, email address, company name), contact information for business communications, job requirements and hiring criteria, and feedback and correspondence.

2.2 Information We Collect Automatically

When you access our platform, we automatically collect: device and browser information, IP address and location data, usage patterns and platform interactions, and cookies and similar tracking technologies.

2.3 Candidate Data Sources

Headhunt.AI aggregates publicly available professional information from various sources to build candidate profiles, including publicly accessible professional profiles, public company websites and directories, professional networking platforms (public data only), and academic and professional publications.

3. Data Separation & Confidentiality

Important: Headhunt.AI and AgentRPO operate as separate services with strict data separation protocols.

No Data Sharing: Customer data from Headhunt.AI is never shared with AgentRPO, and vice versa. Each service maintains completely independent data environments.

Isolated Systems: Technical infrastructure ensures complete separation between platforms.

Confidential Operations: Your searches, candidate shortlists, and hiring activities remain confidential to your organization.

Competitive Protection: We implement safeguards to ensure your recruiting strategies are not visible to competitors who may also use our services.

4. How We Use Your Information

We use the information we collect to: provide, maintain, and improve our platform and services; process your requests and deliver search results; communicate with you about your account and our services; analyze usage patterns to enhance user experience; ensure platform security and prevent fraud; and comply with legal obligations.

5. Data Retention

We retain your information for as long as necessary to provide our services. Account data is retained while your account is active. Search history is retained for the duration of your subscription plus 90 days. Communication records are retained for 3 years for legal purposes. Aggregated analytics may be retained indefinitely in anonymized form.

You may request deletion of your data at any time by contacting us at privacy@headhunt.ai.

6. Data Security

We implement rigorous security measures including: encryption (all data encrypted in transit via TLS 1.3 and at rest via AES-256), role-based access controls with multi-factor authentication, enterprise-grade cloud infrastructure with SOC 2 compliance, 24/7 security monitoring and intrusion detection, and regular security assessments and penetration testing.

7. Information Sharing

We do not sell your personal information. We may share information only with service providers who assist in operating our platform (under strict confidentiality agreements), when required by law or court order, in connection with a merger or acquisition (with prior notice), or when you explicitly authorize sharing.

8. Your Rights

Depending on your jurisdiction, you may have rights including: access to your personal data, correction of inaccurate data, deletion of your personal data, data portability, objection to certain processing, and withdrawal of consent. To exercise these rights, please contact us at privacy@headhunt.ai.

9. Cookies and Tracking

We use cookies and similar technologies to remember your preferences, authenticate sessions, analyze platform usage, and provide relevant content. You can control cookies through your browser settings, though disabling certain cookies may affect functionality.

10. International Data Transfers

ExecutiveSearch.AI K.K. is headquartered in Japan. If you access our services from outside Japan, your information may be transferred to and processed in Japan. We ensure appropriate safeguards for international data transfers in compliance with applicable laws.

11. Children's Privacy

Headhunt.AI is a business-to-business service not intended for individuals under 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy and updating the "Last Updated" date.

13. Contact Us

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