Privacy Policy

Last updated: November 11, 2026

This Privacy Policy explains how PMR Digital, LLC, a Texas limited liability company doing business as BetterCandidates ("BetterCandidates," "we," "us," or "our"), collects, uses, discloses, and protects personal information, and the choices and rights available to you. It applies to our websites (including bettercandidates.co and bettercandidates.com and their subdomains), the candidate pages, chat, screening, and scheduling experiences we host, the text messages and emails we send, and our related services (together, the "Services").

1. Our two roles

BetterCandidates provides recruiting software and services to employers (our "Customers"). How this Privacy Policy applies to you depends on our role:

• When we act for an employer. If you apply for a job with a Customer, we process your information on that Customer's behalf and under its instructions, as its "service provider" or "processor." The Customer decides how your information is used in its hiring process and is responsible for it. The Customer's own privacy policy governs its use of your information. Section 3 describes the information we process for Customers, and Section 10 explains how to make a privacy request about it.
• When we act for ourselves. For visitors to our websites, Customer users and contacts, prospective customers, and people who contact us, we decide how information is used, and we are the "business" or "controller." Sections 4 through 9 describe that information.

This Privacy Policy does not cover the practices of Customers, job boards, or other third parties, even if you reach them through the Services.

2. Summary

• We do not sell your personal information, and we do not share it for cross-context behavioral (targeted) advertising.
• We do not sell, rent, or share mobile numbers or text messaging consent with third parties or affiliates for their marketing purposes.
• We do not use AI to decide who gets hired. Employers make hiring decisions.
• We do not use candidates' personal information to train generally available AI models.
• You can opt out of texts at any time by replying STOP.

3. Information we process for employers (candidates)

When you apply to a Customer, we may receive and process the following on its behalf:

• Application and contact information: your name, email address, phone number, city or location, the job you applied for, the job board or source of your application, and application details, which we receive from the Customer, from applicant notification emails the Customer forwards to us, from job boards and applicant tracking systems the Customer uses, or from you on a job page.
• Resume and work information: your resume or other files you or the job board provide, and information they contain, such as work history, education, licenses, and skills.
• Screening answers: your answers to the screening questions the Customer chooses, such as availability, location, work authorization, or job-specific qualifications, and whether an answer meets the Customer's criteria.
• Scheduling information: the interview time you choose, your time zone, rescheduling and cancellation history, attendance or no-show status, and the recruiter assigned.
• Communications: the texts and emails we send to you and receive from you on the Customer's behalf, delivery and read status where available, opt-out and consent records, and any replies you send.
• Candidate page activity: when you open your personal link, the pages and steps you complete, and technical information such as IP address, browser and device type, and approximate location derived from your IP address.

How we use it. We use this information only to provide the Services to the Customer, including to contact you about your application, present the Customer's job and company information, ask the Customer's screening questions, schedule and remind you of interviews, deliver your information and answers to the Customer's recruiters, honor opt-outs, keep the Services secure, troubleshoot, comply with law, and as the Customer otherwise instructs. We may create de-identified, aggregated statistics (for example, average time to schedule an interview) that do not identify you or the Customer, and use them to improve our Services.

Who receives it. We share it with the Customer you applied to and with our service providers (see Section 6). We do not share one Customer's candidate information with another Customer.

Automated messages. Messages and the scheduling assistant on candidate pages (which may appear under a first name, such as "Sarah") are automated and sent on the Customer's behalf. Your answers are reviewed by people at the Customer.

4. Information we collect for our own purposes

Information you give us. When you contact us, book a call, request a demo, sign up or log in, become a Customer, or otherwise interact with us, we collect information such as your name, business email, phone number, job title, company name, company website, the content of your messages, meeting details, billing contact information, and any other information you choose to provide. Payment card details are collected and stored by our payment processor, not by us.

Information collected automatically. When you use our websites or the Services, we and our service providers automatically collect information such as IP address, browser and device type, operating system, referring page, pages viewed, links clicked, the date and time of visits, and approximate location derived from IP address. Within our Customer application, we log usage and security events such as sign-ins and changes to settings.

Information from other sources. We obtain business contact and company information about prospective customers (such as name, job title, business email and phone number, company, industry, size, location, job postings, and website content including brand colors and logos) from publicly available sources, including company websites and job boards, and from business data providers. We also receive information from our service providers, such as scheduling tools that tell us when you book a call, and from Customers about their users.

5. How we use information for our own purposes

We use the information described in Section 4 to:

1. provide, operate, maintain, and support the Services and our websites;
2. create and manage accounts, authenticate users, and provide customer support;
3. communicate with you, including responding to inquiries, scheduling calls, and sending service, billing, and security notices;
4. market our Services to businesses, including sending business emails about our Services to prospective customers and preparing personalized previews of what our Services could look like for a company (you can opt out at any time, see Section 9);
5. process payments, maintain records, and manage our business;
6. analyze and improve our websites and Services, and develop new features;
7. protect the security and integrity of the Services, and detect and prevent fraud, abuse, spam, and illegal activity;
8. comply with legal obligations, enforce our agreements, and establish, exercise, or defend legal claims; and
9. for any other purpose we disclose when we collect the information, or with your consent.

If you are in the European Economic Area, the United Kingdom, or Switzerland, we rely on the following legal bases: performance of a contract with you; our legitimate interests in operating, marketing, securing, and improving our business (which we balance against your rights); compliance with legal obligations; and your consent, where required.

6. How we disclose information

We disclose personal information only as described here:

• To Customers. Candidate information is disclosed to the Customer the candidate applied to. Information about a Customer's users is available to that Customer's administrators.
• To service providers. We use vendors that process information on our behalf and under contracts that limit their use of it, including providers of cloud hosting and databases, website hosting and analytics, email delivery, text messaging and telephone numbers, scheduling and calendar connections, AI model services (used to extract details from applicant emails and to draft content), business data and website analysis, email outreach, payment processing, and customer support. Our AI model providers are not permitted to use information we send them to train their models.
• To carriers and registries. Phone numbers, message content, and Customer business information are disclosed to mobile carriers, messaging providers, and registration bodies as needed to register, deliver, and route messages.
• For legal reasons. We may disclose information if we believe in good faith that it is necessary to comply with law, a subpoena, court order, or other legal process or a lawful request from public authorities; to enforce our agreements; or to protect the rights, property, or safety of BetterCandidates, our Customers, candidates, or others, including to prevent fraud.
• In a business transaction. We may disclose or transfer information in connection with an actual or proposed merger, acquisition, financing, reorganization, bankruptcy, receivership, or sale of all or part of our business or assets, subject to customary confidentiality protections.
• With your consent or at your direction. For example, when you connect a calendar or another service to ours.
• Aggregated or de-identified information, which does not identify any individual, may be disclosed for any lawful purpose.

Text messaging. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except with service providers that help us deliver the messages. The categories of disclosure above exclude text messaging originator opt-in data and consent.

7. Text messages and email

When you apply for a job with a Customer, you may receive automated texts and emails about that application on the Customer's behalf. Message frequency varies. Message and data rates may apply. Reply STOP to any text to stop receiving texts, or HELP for help. You may also contact us at info@bettercandidates.co to opt out. Emails we send to candidates contain a link you can use to stop further messages about that application. We keep records of opt-outs so that we can continue to honor them. Our Terms of Use contain our full text messaging terms.

8. Cookies, analytics, and similar technologies

We use cookies and similar technologies that are necessary to operate the Services, such as keeping you signed in and protecting against fraud. Our marketing websites use privacy-focused website analytics to count visits and measure page performance; this analytics does not use advertising cookies or track you across other websites. Our scheduling widget and other embedded third-party tools may set their own cookies, which are governed by their providers' policies. Our candidate pages do not use advertising cookies, and we do not place tracking pixels in emails we send to candidates.

You can control cookies through your browser settings. Blocking necessary cookies may cause parts of the Services not to work.

Do Not Track and Global Privacy Control. Because we do not sell personal information or use it for targeted advertising, there is nothing for these signals to opt you out of. We nonetheless treat a Global Privacy Control signal from your browser as a valid request to opt out of sale and sharing for that browser. Our websites do not respond to "Do Not Track" signals, as there is no common standard for them.

9. Your choices

• Marketing email: use the unsubscribe link in any marketing email, reply asking to be removed, or email privacy@bettercandidates.co. We may still send you transactional or service messages.
• Texts: reply STOP to any text.
• Account information: Customer users may update certain information in their account settings or by contacting their administrator.

10. Your privacy rights

Depending on where you live, you may have some or all of the following rights, subject to exceptions and limits in applicable law: to confirm whether we process your personal information and to access it; to correct inaccuracies; to delete it; to obtain a copy in a portable format; to opt out of the sale of personal information, targeted advertising, or profiling in furtherance of decisions that produce legal or similarly significant effects; to limit the use of sensitive personal information; and to withdraw consent. Residents of California, Texas, Colorado, Connecticut, Virginia, Oregon, Utah, and other states with comprehensive privacy laws, and of the European Economic Area, the United Kingdom, and Switzerland, have rights of this kind.

Candidates. If your information was processed on behalf of an employer, please send your request to that employer, which controls your information and decides how to respond. If you send the request to us, we will forward it to the employer or tell you which employer to contact, and we will help the employer respond. We will honor requests to stop text messages ourselves.

How to make a request. Email privacy@bettercandidates.co with the subject "Privacy Request," or write to us at the address in Section 17. Tell us what you are asking for and how we can reach you. We will verify your request by matching information you provide with information we hold, and we may ask for more information to do so. We will not ask for sensitive information to verify you unless necessary.

Authorized agents. You may use an authorized agent to make a request. We may require the agent to provide your signed written permission and may require you to verify your identity directly with us, unless the agent holds a valid power of attorney.

Timing. We will respond within 45 days, or within any shorter period required by law. Where permitted, we may extend this once by 45 more days if reasonably necessary, and we will tell you if we do.

Appeals. If we deny your request, you may appeal by emailing privacy@bettercandidates.co with the subject "Privacy Request Appeal" within a reasonable time after our decision. We will respond in writing within the time required by law, including an explanation of our decision. If your appeal is denied, you may contact your state attorney general. Texas residents may submit a complaint to the Texas Attorney General at texasattorneygeneral.gov.

No discrimination. We will not discriminate against you for exercising your privacy rights.

California notice. In the past 12 months, we have collected the following categories of personal information, as defined by the California Consumer Privacy Act: identifiers (such as name, email, phone number, and IP address); customer records information (such as resume and employment history); professional or employment-related information; internet or other electronic network activity information; approximate geolocation; and inferences drawn from the foregoing (such as whether an answer meets an employer's screening criteria). We may also process protected classification characteristics if a candidate volunteers them, and commercial information about Customers. We collect these from the sources described in Sections 3 and 4, for the purposes described in Sections 3 and 5, and disclose each category for a business purpose to the categories of recipients described in Section 6. We do not sell or share (for cross-context behavioral advertising) any personal information, and have not done so in the past 12 months, including of consumers under 16. We do not use or disclose sensitive personal information for purposes that would give rise to a right to limit under California law. We keep each category for the periods described in Section 12.

California "Shine the Light." We do not disclose personal information to third parties for their own direct marketing purposes.

Nevada. We do not sell covered information as defined under Nevada law.

11. Automated decision-making and AI

We use automation and AI tools to operate the Services, including to extract contact details from applicant emails, to draft company summaries and messages that Customers review and approve, to send messages, and to run the scheduling assistant on candidate pages. We do not use AI to score, rank, or recommend candidates, and we do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. Employers may set screening criteria in the Services (for example, flagging an applicant who is not available for a required shift). Those criteria are chosen by the employer, and decisions about your application are made by people at the employer. If you have questions about how an employer uses your answers, or need an accommodation in the application process, please contact the employer.

12. Retention

We keep personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. In particular:

• Candidate contact details and resumes are kept during our contract with the Customer, and are deleted within 90 days after the contract ends, or sooner if the Customer asks us to erase them (including in response to your request).
• Screening records (the screening questions shown, your answers, the outcome, and the time and version of the Terms you accepted) are kept for four years after your application, on the Customer's behalf, because employment laws (including California's) require employers to keep applicant and screening records for that long. After that they are deleted. Erasing your contact details does not erase these records, but they are no longer linked to your name, email, or phone number.
• Text and email opt-out and suppression records are kept for as long as needed to continue honoring them.
• Records of consent, messages sent, and delivery status may be kept for up to five years to demonstrate compliance with messaging laws and to defend legal claims.
• Customer account and billing records are kept for the life of the account and for up to seven years afterward for tax, accounting, and legal purposes.
• Prospective customer and marketing information is kept until you ask us to delete it or it is no longer relevant, and we keep a minimal record of your opt-out to honor it.
• Website analytics and security logs are kept for a limited period, generally no longer than 24 months.

Information in backups is deleted as backups are overwritten in the ordinary course. When we no longer need information, we delete or de-identify it.

13. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls that limit access to people who need it, separation of each Customer's data, short-lived links for resume downloads, and monitoring. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Personal candidate links are meant only for the person they were sent to; please do not share them. If you believe your information has been compromised, contact privacy@bettercandidates.co.

14. Children

The Services are not directed to children under 16, and we do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13 without the consent required by law, we will delete it. If you believe a child has provided us information, contact privacy@bettercandidates.co.

15. Location of processing

BetterCandidates is based in the United States, and we and our service providers process information primarily in the United States. Our Services are intended for employers and job opportunities in the United States. If you access the Services from outside the United States, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. Where required, we use appropriate safeguards, such as standard contractual clauses, for these transfers.

16. Third-party sites and services; Google data

The Services link to and integrate with third-party websites and services, such as job boards, calendars, and video meeting tools. We are not responsible for their privacy practices, and we encourage you to read their privacy policies. If you connect a Google account (for example, a Google Calendar), our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements, and we will use that information only to provide the scheduling features you have enabled.

17. Changes and contact

We may update this Privacy Policy from time to time. We will post the updated version with a new "Last updated" date, and, if we make material changes, we will provide additional notice as required by law, such as by email or a notice in the Services. Changes take effect when posted unless we say otherwise.

If you have questions or concerns about this Privacy Policy or our practices, contact us:

PMR Digital, LLC (BetterCandidates)
Attn: Privacy
5900 Balcones Drive, STE 100
Austin, TX 78731, USA
Email: privacy@bettercandidates.co