Privacy Policy

Click2Hire AI is an internal recruiting system operated by Washon MedData and developed and maintained by PJin Li, an authorized developer.

This policy explains how Washon MedData ("we," "us" or "our") handles information through the Click2Hire AI software and its public website. Click2Hire AI supports recruiting workflows authorized by Washon MedData; the product name does not refer to a separate registered company. This policy covers authorized users, candidates whose information is provided to the system, and website visitors.

1. Information we collect

Information you or your organization provide: names, email addresses, login credentials, organization membership, roles, job requirements, recruiting instructions, resumes, attachments, candidate contact details, education, experience, skills, notes, evaluations and interview information. Connected Google accounts provide the information described below.

Information created during use: candidate profiles, matching and AI-review results, workflow statuses, interview records, activity history and timestamps. Operational and security records can include IP addresses, browser/device information, request details and errors. Shared workspace links can generate access-history records.

2. Google Account and Google API Data

Google connections are optional and user-authorized. Google Calendar and Gmail data are accessed only for authorized recruiting-related functions in Washon MedData's workflows. Personal Calendar and the company HR mailbox are separate connections; Google sign-in is also available for account access.

Google sign-in

Google sign-in requests basic identity and email permissions to identify your account and support sign-in or registration. The backend checks your verified email address and uses it for the account record. Connecting Calendar or the HR mailbox separately associates the verified Google email address with that connection. We no longer request profile permission for names or pictures; older sessions or grants may retain previously supplied information.

Personal Calendar

Calendar access supports checking authorized users' availability for interviews, showing their calendar during scheduling, and creating or removing interview events. The backend receives free/busy intervals, calendar identity and timezone, and event information for the requested view or conflict-check period. This can include event IDs, titles, dates and times, descriptions, attendees and meeting links. The calendar view and conflict checks are not limited to events created by Click2Hire AI: non-interview event titles can be displayed or retained as conflict information.

Interview events contain the candidate and interview details needed for scheduling. Rescheduling can delete an existing event and create a replacement; the current integration does not edit an existing event in place. Google Calendar can notify attendees. This is scheduling access, not a continuous archive of the entire calendar.

The current Calendar connection requests calendar.events, calendar.events.freebusy, calendar.calendarlist.readonly and calendar.settings.readonly permissions, alongside basic identity/email permissions. These permissions cover events, availability, calendar identity and timezone settings. Older grants may retain full Calendar access until revoked; use remains limited to the scheduling functions described here.

Company HR mailbox / Gmail

Gmail access finds and reads candidate replies to identify availability. Current mailbox authorizations request gmail.readonly, alongside basic identity/email permissions. Older grants may retain broader permissions until revoked or replaced.

Interview emails currently use Resend for delivery. The connected HR mailbox supplies the reply-to address. Click2Hire AI no longer inserts copies into Gmail's Sent folder or requests gmail.insert; previously created copies are not removed. This is distinct from Calendar invitations sent by Google.

Reply checking searches by a candidate's sender address and retrieves a matching message's text, identifier and received time. It is not restricted to a verified interview thread, so the retrieved message or quoted history may contain other information. Use an appropriate recruiting mailbox and avoid unrelated sensitive content. We do not synchronize a complete copy of the mailbox.

The backend receives the selected message's full API response, including content and metadata, then extracts plain-text content for reply interpretation. Message and thread identifiers may be handled while searching; mailbox health checks also retrieve account/profile metadata. The integration does not mark incoming messages read or unread, change their labels, or delete them.

3. Google API Services User Data Policy

Click2Hire AI’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google data, including information derived from it, is limited to the visible recruiting and scheduling features you authorize. Transfers are restricted to supporting these features with your consent, security purposes, legal obligations, or a business transfer with your explicit prior consent. Human access is restricted to your affirmative agreement to view specific data, necessary security investigations, legal requirements, or permitted aggregated internal operations.

We do not sell Google user data, provide it to data brokers, or use it for targeted or personalized advertising, unrelated marketing, creditworthiness or lending decisions. Click2Hire AI does not use Google Workspace API data to develop, improve or train generalized or non-personalized AI or machine-learning models. The AI processing needed for your recruiting workflow is explained below. The Google Workspace user data and developer policy also applies to these Workspace integrations.

4. How we use information

We use information to manage accounts and workspace permissions, turn resumes into candidate profiles, compare candidates with role requirements, maintain a reusable talent pool, coordinate interviews, interpret replies and send user-authorized communications. We also use operational information to support users, diagnose errors, maintain the service and prevent abuse. Google data remains subject to the more specific limits above.

5. AI processing

Click2Hire AI uses Anthropic's API for AI-assisted recruiting. Depending on the feature, requests can include resume text or documents, candidate and job information, recruiting instructions, and scheduling context. Candidate reply interpretation sends the retrieved email body, which may include quoted text, to Anthropic to identify availability. Where an authorized automatic booking workflow is used, reply text and metadata, available or busy time intervals, connected HR email addresses and created-event results (such as event ID, link, title and time) can enter subsequent AI requests to arrange an interview and prepare related communications.

These Google-derived inputs support the requested recruiting and scheduling feature through model inference. The application has no Google-data model-training, fine-tuning, embedding-index or provider-feedback submission workflow. Candidate scoring uses candidate profiles and role criteria; the current scoring path does not use Gmail replies or Calendar events as candidate evaluation inputs. Provider-side data use is addressed separately below.

Extracted profiles, assessments and scheduling results can be stored in the workspace. AI output can be incomplete or inaccurate. Hiring and employment decisions remain the responsibility of the authorized business users and human recruiting team. PJin Li's role as authorized developer and maintainer does not make the developer the employer or final hiring decision maker.

Anthropic's published commercial-product policy states that API inputs and outputs are not used for model training by default; that policy describes exceptions for voluntarily shared data or other arrangements. Our application uses the API for inference and does not implement a model-training or provider-feedback submission feature. This application uses the commercial Messages API, not Claude Code. Anthropic’s Development Partner Program is limited to Claude Code and does not cover these ordinary API calls. At our September 26, 2026 review, the organization’s Development Partner Program was not enabled and user feedback sharing was off. The organization used standard retention, not Zero Data Retention.

Providers may retain API inputs and outputs under their applicable terms, safety/legal requirements and service arrangements. See Anthropic's data-retention explanation. We do not claim zero provider retention or that deleting a workspace record instantly deletes every provider copy.

6. Candidate information

Authorized recruiting users may provide candidate information without the candidate holding a Click2Hire AI account. Washon MedData and its authorized recruiting team determine what to submit, who can access it and how to use recruiting results, and are responsible for an appropriate legal basis, required notices and permissions. Candidate information is processed for these authorized recruiting workflows, not because candidates are automatically customers or account holders.

Candidate communications, including reply bodies and quoted text, may be processed by Anthropic to extract availability and coordinate interviews for authorized recruiting workflows. This processing does not make the AI or developer the hiring decision maker, and connecting a mailbox does not itself establish that a candidate has given consent.

If you are a candidate, contact Washon MedData at the address below about the recruiting process or information handled through Click2Hire AI. We may need to coordinate with the relevant recruiting team to verify and fulfill your request.

7. Sharing and service providers

Necessary information is processed by providers supporting the service: Railway for hosting, Supabase for database and file storage, Anthropic for AI processing, Resend for email delivery, and Google for authorized identity, Gmail and Calendar features. For example, Resend receives recipient addresses and outgoing content; Anthropic receives the content used for AI inference.

Google API responses pass through our hosted backend. Connection records and retained scheduling information are stored in our database; operational logs can contain derived scheduling details. Anthropic receives the Google-derived inputs described in the AI section, and Resend may receive interview times and other relevant details in outgoing messages. These transfers support authorized recruiting features; they are not advertising or data-broker transfers.

When configured, shared-link access auditing sends a visitor's public IP address to IPWho to obtain approximate location and network/security information. Those results can be retained with the access record. This is separate from advertising or website analytics.

Workspace members can access information according to their roles. Authorized administrators can invite users or enable shared access for recruiting workflows. Email recipients and interview attendees receive the details included in messages and events. We may also disclose information as necessary to meet legal obligations, address security or abuse, or protect lawful rights, subject to the Google-specific restrictions above.

Provider processing may occur outside your country. Processing and any required safeguards depend on applicable law and service arrangements; we do not claim that all information stays in one country.

8. Storage and security

Account, candidate, recruiting and connection records use persistent server-side database storage. Uploaded documents use cloud object storage. Active Google OAuth credential records are encrypted at the application layer, with the encryption key held in server-side deployment configuration. Refresh authorization lets the backend obtain new access tokens without requiring routine user sign-in.

The service uses HTTPS, authenticated access and role/company checks. Integration status is exposed to the browser without returning OAuth credential payloads. These controls reduce risk but do not eliminate it. We do not claim that every business-data field has separate application-level encryption or that the service has a security/privacy certification.

9. Retention

Account and recruiting information is retained while needed for the workspace and its recruiting history, until removed or a deletion request is handled, and where reasonably necessary for security, legal obligations, disputes or service administration. There is no universal automatic deletion period covering every record.

Google-linked records can include account addresses, permission/credential metadata, health timestamps, event identifiers and details, availability, conflict information and excerpts derived from candidate replies. Logs, files, historical credential copies, backups and provider-held information can have separate retention or cleanup requirements. Disconnecting an integration or stopping use does not automatically erase these records.

Persistent connection records include encrypted access and refresh tokens, expiry and granted-permission information. Recruiting records can retain extracted reply phrases, proposed times and availability windows, timezones, conflict-event titles, and interview event IDs, links and times. The current reply-checking database path stores these derived results rather than a dedicated copy of the full incoming message body, message ID or thread ID. Those message fields can still be processed in memory and AI requests, subject to provider retention. Activity snapshots and diagnostic logs can retain scheduling information independently of the active candidate record.

10. Disconnecting and revoking Google access

In Click2Hire AI, open Account Settings → Google Integration → Manage connection → Disconnect. Users manage their Personal Calendar; administrators manage the company HR mailbox. Disconnecting clears the active credentials for that connection and prevents subsequent use through it, although an operation already in progress may finish.

Disconnecting in Click2Hire AI removes its active stored connection; it does not itself revoke the grant in your Google Account. Use Google's controls below to revoke that authorization as well.

You can also open Google Account → Third-party connections, select Click2Hire AI and remove its access. Revocation prevents further authorized API access once it takes effect and can affect multiple connections using the same Google account/client. Previously created emails, events and stored recruiting records are not recalled or deleted by revocation.

11. Access, correction and deletion

Contact Washon MedData or your workspace administrator to correct or remove candidate information. Administrators can delete candidate records in the product. For account closure, personal-information deletion, files, historical connection data or cleanup beyond those controls, use the contact details below. There is no universal self-service account-erasure control.

We may verify your identity, relevant workspace and authority before acting. Requests are handled subject to applicable law and necessary security/legal retention. Some files, logs, historical records and backups require separate cleanup; removal from the active workspace does not guarantee immediate removal from every system or recipient's records. Depending on your location, you may have additional access, correction, deletion or objection rights.

In particular, candidate deletion can leave an audit snapshot containing previously stored scheduling information. Request deletion of retained Google-derived information separately at hr@washonmeddata.com; revoking Google access is not a request to erase those stored copies.

12. Cookies and analytics

We use session cookies and related browser storage for authentication, security and application behavior. The public website does not load advertising or third-party analytics scripts. The application and hosting/network providers may still record usage, access and connection information to operate and protect the service.

13. Children

Click2Hire AI is designed for business recruiting teams, not for children to use as account holders. If you believe a child has submitted personal information directly to us without appropriate permission, contact us so we can review it and take appropriate action. Organizations remain responsible for lawfully handling candidate information, including information about younger applicants where applicable.

14. Changes to this policy

We will post updates here and revise the date above. Material changes will be communicated as appropriate. New uses of Google data require the notice and consent required by Google's policies before those uses begin.

15. Contact

For privacy, data deletion or service questions about Click2Hire AI, contact Washon MedData at hr@washonmeddata.com. Please identify the relevant workspace and your relationship to it. Do not include passwords, OAuth tokens or unnecessary candidate information.