Privacy Policy

1. Introduction

EyeHR, LLC (“EyeHR,” “we,” “us,” or “our”) operates an online job board and applicant tracking system for private-practice optometry employers (each, a “Practice”) and the candidates who apply to them (each, a “Job-Seeker”). This Privacy Policy explains how we collect, use, share, and safeguard information when you use our website, mobile-optimized pages, and related services (collectively, the “Service”).

By using the Service, you agree to the practices described in this Policy. If you do not agree, please do not use the Service. This Policy is incorporated into and forms part of our Terms of Service.

2. Scope

This Policy applies to personal information that we collect through the Service from Practices, Job-Seekers, and visitors located in the United States. The Service is intended for use only in the United States and is not directed to individuals located in the European Economic Area, the United Kingdom, or other jurisdictions outside the United States.

3. Information We Collect

3.1 Information You Provide

Practices (account holders). When a Practice creates an account or subscribes, we collect:

• Practice name, business address, and primary practice location;
• Name, business email address, and role of the individual creating or administering the account;
• Billing contact information and payment details (processed by our payment processor — we do not store full payment-card numbers on our systems);
• Job postings and related content the Practice submits to the Service.

Job-Seekers. When a Job-Seeker applies to a position or creates an applicant profile, we collect:

• Name and contact information (email address, phone number, mailing address or general location);
• Resume or curriculum vitae, cover letter, and any supporting documents the Job-Seeker uploads;
• Work history, education, licensure status, certifications, and other professional qualifications;
• General demographic information voluntarily provided (such as preferred work location or schedule);
• Optional information the Job-Seeker chooses to share in free-text fields (for example, responses to optional screening questions submitted by a Practice).

EyeHR does not request, and asks Practices not to collect through the Service, government identifiers (such as Social Security or driver’s license numbers), financial account numbers, health information, biometric identifiers, or other categories of sensitive personal information. Practices are responsible for collecting any such information directly from candidates outside of the Service, consistent with applicable law.

3.2 Information Collected Automatically

When you use the Service, we and our service providers may automatically collect:

• Device and browser information (such as device type, operating system, browser type and version, and language settings);
• Log and usage data (such as pages viewed, links clicked, referring URLs, session duration, and time stamps);
• Approximate location derived from IP address or device-level location services (used to surface nearby jobs and prevent fraud — we do not collect precise GPS location without your permission);
• Cookies, web beacons, pixels, and similar technologies as described in Section 8.

3.3 Information from Third Parties

We may receive information about you from:

• Our payment processor, regarding subscription transactions, refunds, and chargebacks;
• Email and SMS delivery providers, regarding the deliverability of messages we send on your behalf or to you;
• Analytics and hosting providers, in connection with their delivery of services to us;
• Practices, when they upload a candidate record (for example, a referral or a paper resume converted to digital form).

4. How We Use Information

We use the information described above to:

• Provide, operate, maintain, and improve the Service;
• Enable Practices to post jobs, screen applicants, and manage their applicant pipelines;
• Enable Job-Seekers to search for and apply to positions and to communicate with Practices;
• Authenticate users, prevent fraud, and protect the security of the Service;
• Process subscription payments and manage billing relationships with Practices;
• Send transactional messages (such as account confirmations, application confirmations, billing notices, and policy updates) and, where permitted, occasional service-related announcements;
• Generate de-identified or aggregated statistics about Service usage that do not identify any individual;
• Comply with applicable laws, enforce our Terms of Service, and respond to lawful requests.

5. How We Share Information

We share personal information only as described in this Section.

5.1 With Practices a Job-Seeker Applies To

When a Job-Seeker submits an application to a particular Practice, we share the application materials and associated profile information with that Practice. Practices do not have access to a searchable database of Job-Seekers who have not applied to one of their postings.

Each Practice acts as an independent controller of the applicant information it receives. Once a Practice receives a Job-Seeker’s information, the Practice’s own privacy practices and applicable employment law govern how that information is used, retained, and disclosed. Job-Seekers should contact the Practice directly with questions about a Practice’s handling of their information.

5.2 With Service Providers (Sub-Processors)

We share information with vendors and service providers that perform services on our behalf and that are contractually bound to use the information only as needed to provide their services to us. Current categories of service providers include:

• Payment processor for subscription billing;
• Email and SMS delivery providers for transactional communications;
• Cloud hosting, storage, and backup providers;
• Analytics, performance-monitoring, and error-reporting providers;
• Location-services providers that translate IP addresses into approximate geographic regions;
• Customer support and helpdesk providers.

A current list of named sub-processors is available on request to support@eyehr.net.

5.3 Legal, Safety, and Compliance

We may disclose information when we believe in good faith that disclosure is necessary or appropriate to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) enforce our Terms of Service or other agreements; (c) detect, prevent, or address fraud, security, or technical issues; or (d) protect the rights, property, or safety of EyeHR, our users, or others.

5.4 Business Transfers

If EyeHR is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, or in the event of insolvency or bankruptcy, personal information may be transferred or disclosed as part of that transaction, subject to standard confidentiality protections.

5.5 With Your Consent

We may share information for any other purpose with your consent or at your direction.

6. We Do Not Sell Your Personal Information

EyeHR does not sell personal information for monetary consideration, and we do not engage in “sharing” of personal information for cross-context behavioral advertising, as those terms are defined under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (“CCPA/CPRA”). We have not sold or shared personal information in the preceding twelve (12) months.

7. Data Retention

We retain personal information for as long as needed to provide the Service, satisfy the purposes described in this Policy, comply with our legal and recordkeeping obligations, resolve disputes, and enforce our agreements.

• Practice account records: retained for the duration of the subscription and for a reasonable period afterward to support reactivation, billing reconciliation, and recordkeeping requirements.
• Job-Seeker profiles and applications: retained while the account is active and for a reasonable period afterward (or longer to the extent required of Practices under applicable EEOC, ADA, or state recordkeeping rules — applies to the Practice’s own retention, not ours).
• Server logs and usage data: typically retained for a shorter, limited operational period.

Specific retention periods may be adjusted from time to time and will be made available on request.

8. Cookies and Similar Technologies

We use cookies and similar technologies to keep you signed in, remember your preferences, measure how the Service is used, and improve performance. Most browsers allow you to refuse or delete cookies through browser settings, but some features of the Service may not function properly if cookies are disabled.

We do not use the Service to track users across third-party websites for advertising purposes. Because there is no consistent industry standard for how to respond to “Do Not Track” or Global Privacy Control signals, the Service does not currently take a different action in response to such signals beyond the practices described in this Policy. We will update this section as legal requirements evolve.

9. Your Rights and Choices

9.1 All Users

You may:

• Access and update the information in your account at any time;
• Close your account or request deletion of your profile by contacting support@eyehr.net;
• Unsubscribe from non-essential email communications using the unsubscribe link in those messages (note that transactional messages necessary to provide the Service cannot be opted out of while you maintain an account);
• Contact us with questions or concerns at support@eyehr.net.

9.2 California Residents (CCPA/CPRA)

If you are a California resident, you have the following rights under the CCPA/CPRA, subject to verification of your identity and applicable exceptions:

• Right to know what categories and specific pieces of personal information we have collected, the sources, the business or commercial purposes, and the categories of third parties to whom we disclose it;
• Right to access a copy of the personal information we maintain about you;
• Right to request deletion of personal information we have collected from you, subject to permitted exceptions;
• Right to request correction of inaccurate personal information;
• Right to opt out of the sale or sharing of personal information (we do not sell or share — see Section 6);
• Right to limit the use of sensitive personal information (we do not knowingly collect sensitive personal information through the Service);
• Right to be free from discrimination for exercising any of these rights.

To exercise these rights, contact support@eyehr.net. You may also designate an authorized agent to submit a request on your behalf. We will verify your identity before responding, typically by confirming information already associated with your account.

Categories of personal information collected, disclosed for a business purpose, and sold/shared in the preceding 12 months (using the CCPA categories in Cal. Civ. Code § 1798.140):

• Identifiers (name, email, account ID, IP address): collected — yes; disclosed for business purpose — yes; sold/shared — no.
• Customer records (resume, contact details, work history): collected — yes; disclosed for business purpose — yes; sold/shared — no.
• Internet/network activity (log and usage data): collected — yes; disclosed for business purpose — yes; sold/shared — no.
• Approximate geolocation data: collected — yes; disclosed for business purpose — yes; sold/shared — no.
• Professional or employment-related information (job history, licensure, certifications): collected — yes; disclosed for business purpose — yes; sold/shared — no.
• Inferences (preferences derived from the above): collected — limited; disclosed for business purpose — limited; sold/shared — no.

9.3 Other State Privacy Rights

Residents of states with comprehensive consumer privacy laws (including Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Tennessee, Indiana, Iowa, Delaware, New Jersey, New Hampshire, Kentucky, Maryland, Minnesota, Rhode Island, and others as those laws come into effect) have similar rights, which may include the right to access, correct, delete, obtain a portable copy, and opt out of certain processing. To exercise any such right, contact support@eyehr.net. We will respond within the time periods required by your state’s law.

If we deny your request, you may have the right to appeal. To appeal, reply to our response or email support@eyehr.net with the subject line “Privacy Appeal.” If your appeal is denied, you may contact your state attorney general.

9.4 Job-Seekers and Practice Decisions

EyeHR provides the Service that Practices use to manage applicants, but EyeHR does not make hiring decisions. Decisions about employment are made by the Practice. If you are a Job-Seeker with questions about how a particular Practice is using your information or how a hiring decision was made, please contact that Practice directly. Practices remain responsible for compliance with the Equal Employment Opportunity Commission rules, the Americans with Disabilities Act, the Age Discrimination in Employment Act, the Fair Credit Reporting Act (if used in connection with the Service), and other federal, state, and local employment laws applicable to their use of the Service.

10. Children’s Privacy

The Service is intended for use by adults — Practices, their authorized personnel, and Job-Seekers who are at least 18 years old (or the local age of majority, if higher). We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will delete it. Parents or guardians who believe their child has provided us with personal information may contact support@eyehr.net.

11. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. These include, at minimum, encryption in transit, access controls, logging, and regular review of our security practices. No method of transmission over the Internet or method of electronic storage is completely secure, however, and we cannot guarantee absolute security. If you believe your account has been compromised, contact us immediately at support@eyehr.net.

12. Links to Third-Party Sites

The Service may contain links to third-party websites (for example, a Practice’s own website or an integrated service). We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party site you visit.

13. International Users

The Service is operated from the United States and is intended only for users located in the United States. If you access the Service from outside the United States, you do so at your own initiative and are responsible for compliance with local laws. By using the Service, you understand that your information will be processed in the United States, which may have data-protection laws different from those of your country.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will revise the “Last Updated” date above and, where appropriate, provide additional notice (such as an email or an in-Service notice). Your continued use of the Service after a change becomes effective constitutes acceptance of the revised Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our handling of personal information, please contact us at: