Career data deserves deliberate care.

Blackhole Copilot Inc (“Blackhole”, “we”, “us”, or “our”) provides Blackhole JMS, a career and job-application management platform. This Privacy Policy explains how we handle personal data when you visit our website, create or use an account, participate in a workspace, communicate with us, or otherwise use Blackhole JMS.

For the purposes of applicable data-protection law, Blackhole is generally the controller of personal data used to operate accounts, secure the platform, provide direct services, and manage our website. Where an organisation manages a workspace for candidates or team members, that organisation may be the controller for information it adds or manages and Blackhole may process that information on its behalf. Your organisation’s own privacy notice may therefore also apply.

This policy applies to information about identifiable people. It does not apply to information that has been irreversibly anonymised so that it can no longer identify an individual.

The information we process depends on how you use the service, the features enabled for your workspace, and the information you or an authorised organisation choose to provide.

We collect personal data directly from you when you create an account, complete a profile, record career activity, connect an available integration, upload a document, or communicate with us.

We may also receive data from an organisation that creates or administers your workspace, authorised team members, connected email or storage providers, browser extensions you choose to use, job-listing sources, identity and security providers, and other services you direct to interact with Blackhole JMS.

If another person or organisation provides your data, they are responsible for having an appropriate basis to do so and for giving you any privacy information that applies to their own use of it.

We use personal data only for defined purposes and do not use it in ways that are materially incompatible with those purposes without providing appropriate notice or obtaining consent where required.

Where UK or European data-protection law applies, we rely on one or more lawful bases depending on the activity. Contract is used when processing is necessary to provide a service you requested. Legitimate interests may support platform security, fraud prevention, service improvement, account administration, and business operations where those interests are not overridden by your rights.

We rely on consent when the law requires it-for example, for certain optional integrations, communications, or non-essential technologies. Consent can be withdrawn at any time without affecting processing that occurred before withdrawal. We may also process data to comply with a legal obligation or, in limited circumstances, to protect vital interests or establish, exercise, or defend legal claims.

The consequences of not providing information depend on the context. Optional fields can generally be left blank, but we may be unable to create an account or provide a requested feature without information that is technically or contractually necessary.

Career documents and communications may reveal information considered sensitive under some laws, including health, disability, racial or ethnic origin, religious beliefs, trade-union membership, sexual orientation, immigration status, or demographic information. Please provide sensitive information only when it is relevant and you are comfortable doing so.

Where special-category data is processed under UK or European law, an additional legal condition is required, such as explicit consent, obligations or rights in employment and social-protection law, protection of legal claims, or another condition permitted by law. Workspace administrators must not collect sensitive information merely because a field is available.

We apply additional access controls and data-minimisation practices to sensitive data where appropriate. We do not use sensitive personal data to infer characteristics for unrelated advertising.

Some Blackhole JMS features may use artificial intelligence to help classify application information, organise communications, summarise user-provided material, identify themes, suggest drafts, support interview reflection, or compare career options. When an organization owner explicitly enables the Admin AI Assistant, it may also retrieve applications and jobs and compare job requirements with professional candidate-profile data. These tools can make mistakes and their outputs may be incomplete or inaccurate.

AI-assisted output is intended to support human review. Blackhole JMS is not designed to make solely automated decisions that produce legal or similarly significant effects for job seekers, such as deciding whether someone should be hired, rejected, or offered a particular career path. Users and authorised organisations remain responsible for reviewing outputs and making consequential decisions.

The Admin AI Assistant uses a self-hosted embedding service and sends authorized question context and retrieved professional evidence to DeepSeek for response generation. Candidate names are replaced with opaque aliases before those requests, and the assistant excludes profile contact details, addresses, dates of birth, demographics, credentials, work-authorization data, salary expectations, and free-form admin notes from its profile index. Résumé text is sanitized for common identity and contact patterns, but administrators should still avoid placing unnecessary sensitive information in résumés or prompts.

Assistant write requests create a preview only and require a separate administrator confirmation. The assistant does not support profile or credential edits, payments, deletion, bulk mutation, fraud decisions, or autonomous hiring or rejection decisions.

We do not sell or rent personal data. We may disclose personal data only as needed for the service, at your direction, or for legitimate legal and security purposes.

Recipients may include authorised members and administrators of your workspace; hosting, database, storage, authentication, email, monitoring, support, fraud-prevention, and AI service providers; professional advisers; and a successor involved in a merger, acquisition, financing, restructuring, or sale of assets subject to appropriate confidentiality protections.

We may disclose information when reasonably necessary to comply with law or legal process, enforce agreements, investigate fraud or security incidents, protect the rights and safety of users or others, or establish and defend legal claims. Service providers are expected to process data only for authorised purposes and under appropriate contractual obligations.

Blackhole, workspace organisations, and service providers may process personal data in countries other than the country where you live. Data-protection standards can differ between jurisdictions.

Where UK or European transfer rules apply, we use a recognised transfer mechanism where required, such as an adequacy regulation or decision, approved standard contractual clauses, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard. We also assess supplementary technical and organisational measures where appropriate.

You may request information about the safeguards relevant to your data, subject to necessary protection of confidential and security-sensitive information.

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including providing an active account, maintaining workspace records, meeting legal and accounting obligations, resolving disputes, enforcing agreements, and protecting the service.

Retention decisions consider the amount, nature, and sensitivity of the data; the risk of harm from unauthorised use or disclosure; the purpose and whether it can be achieved another way; workspace instructions; user expectations; and applicable limitation periods or legal duties.

When data is no longer needed, we delete, anonymise, or securely isolate it. Deletion from active systems may not immediately remove information from encrypted backups, security records, or records that must be preserved by law. Those copies remain protected and are removed or rendered inaccessible through the applicable backup lifecycle.

Admin AI Assistant conversations, citations, and unconfirmed action proposals are retained for no more than 30 days and can be deleted immediately from the assistant interface. Disabling the assistant for an organization purges its assistant conversations and retrieval index and cancels pending proposals. Existing security audit events and content-free usage aggregates follow their separate operational retention schedules.

We use administrative, technical, and organisational safeguards designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, and unauthorised access. No internet service or storage system can guarantee absolute security.

Safeguards may include role-based permissions, workspace separation, protected session cookies, password hashing, encryption for selected secrets, secure transport, audit logging, access reviews, environment and secret management, service authentication, vulnerability management, backup controls, and incident-response procedures.

Access to personal data is limited according to job responsibilities and legitimate operational need. Users must also protect their accounts by choosing unique credentials, securing their devices, reviewing workspace membership, and promptly reporting suspected compromise.

If a personal-data breach occurs, we will investigate, take proportionate containment and remediation steps, and notify affected people or regulators when required by applicable law.

Depending on your location and the circumstances of processing, you may have the right to know whether we process your personal data, access it, receive a copy, correct inaccurate information, request deletion, restrict processing, object to certain processing, withdraw consent, and receive eligible data in a portable format.

You may have an unconditional right to object to direct marketing. Where processing is based on legitimate interests, you may object based on your particular situation. You may also have rights concerning solely automated decisions with legal or similarly significant effects.

Rights are not absolute. For example, we may retain information needed to comply with law, protect other people’s rights, maintain security, or establish and defend legal claims. If an organisation controls the workspace data, we may direct your request to that organisation or help it respond.

We may ask for information needed to verify your identity and authority before completing a request. We will not discriminate against you for exercising an applicable privacy right. Where permitted, an authorised agent may submit a request on your behalf, subject to verification.

People in the United Kingdom, European Economic Area, or Switzerland may complain to the data-protection authority where they live or work, or where they believe an infringement occurred. UK users can contact the Information Commissioner’s Office. EEA users can find their national authority through the European Data Protection Board.

California residents may have rights to know, access, correct, and delete personal information; receive information about collection and disclosure; opt out of sale, sharing, or certain uses of sensitive personal information; and receive equal service when exercising their rights. Blackhole does not sell personal information or share it for cross-context behavioural advertising as those terms are defined by California law.

Other US states and countries may provide similar rights. We will apply rights required by the law applicable to you and may honour requests more broadly where practical.

Blackhole JMS uses essential technologies to authenticate users, maintain secure sessions, preserve requested settings, balance traffic, and operate core functionality. Blocking essential cookies may prevent signed-in features from working.

If we introduce non-essential analytics, advertising, or personalisation technologies, we will describe them and provide consent or opt-out controls where required before they are activated. Browser settings may also allow you to delete or restrict cookies, although they do not replace service-specific privacy controls.

Blackhole JMS is intended for people managing employment and career activity and is not directed to children under 16. We do not knowingly collect personal data from a child in circumstances where parental or guardian authorisation is legally required and has not been obtained.

If you believe a child has provided personal data inappropriately, contact the responsible workspace organisation or Blackhole so the matter can be investigated and addressed.

The service may link to job boards, employer websites, email providers, file services, or other third parties. Their privacy practices are governed by their own policies, and Blackhole is not responsible for how an independent third party processes information.

Connecting an integration authorises the exchange of information described during the connection process. You should review the provider’s permissions and privacy terms and disconnect access when it is no longer needed.

We may update this Privacy Policy to reflect changes to the service, legal requirements, providers, or data practices. The “Last updated” date identifies the latest version.

If a change materially affects how we use personal data or the choices available to you, we will provide additional notice through the service, account communication, or another appropriate channel before the change takes effect where required.

To ask a privacy question or begin a request, use the Blackhole contact page or the support channel provided within your organisation’s workspace or service agreement. Describe the request and the account or workspace it concerns, but do not send passwords or unnecessary identity documents.

We will respond in accordance with applicable law after completing any necessary verification. If you are not satisfied with the response, you may contact the privacy or data-protection regulator in your jurisdiction and, where available, seek a judicial remedy.