TOFU PRIVACY POLICY

Last Updated: Nov 5th, 2024

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This Privacy Policy explains how Tofu Technologies Inc. (Tofu, we, or us) collects and uses personal information through our services and websites, however accessed. Personal information means information about an identifiable individual (also known as your personally identifiable information or personal data).

This Privacy Policy applies globally, but we have included additional information below for residents of the European Economic Area, the United Kingdom, Switzerland, and California.

This Privacy Policy does not apply to de-identified or anonymous information. Note that when you provide us with your personal information on a platform not owned by us, your information may be governed by the privacy policy and practices of that platform.

What information do we collect and why?

When you provide information to us.
We collect the personal information you provide us, such as when you:
1. Create an account as a customer (VC or Portfolio company). We collect your name, address, email address, phone number and payment details. We collect this in order to take steps to enter into a contract with you to use our services, including to process your payments.
2. Create an account as a candidate. We collect your name, address, email address, phone number and employment history. We collect this in order to take steps to enter into a contract with you to use our services, including to build your profile to share with prospective employers.
3. Consent to us storing and sharing your application history. With your consent, we collect your application history, for example your CVs, applications, interview notes and information you provided during job applications from third parties such as Greenhouse and Lever. We combine this with your account information and, with your consent, share this information with prospective employers.
4. Communicate with us, including by phone, email, video call, messaging, or social media. We collect (as applicable to how you contact us) your name, email address, phone number and / or social media handle. We collect this information because it’s in our legitimate interest to make sure we can properly respond to your query.
5. Sign up to receive our news updates. We will collect your name and email address to provide you with our news updates in line with any preferences you have told us about.
  Where you are a business, we collect this information because it is in our legitimate interests to promote our services and provide you with information about them that may be of interest to you. Where you are an individual, we rely on your consent to contact you.
  
  You can unsubscribe from our updates at any time by responding to any email you receive from us to tell us you wish to unsubscribe or by contacting us using the details below.
When you visit our website.
With your consent, we may use a number of cookies and analytics tools that collect personal information when you visit the website or consent to receive our marketing emails. When you visit the website, this includes information about how you use the website, information about your device and browser, your IP address, and the web pages you visited before and after visiting the website.

We use this information to:
1. communicate with you about our products or services and provide you with information about them that may be of interest to you;
2. analyze and improve the functionality of our website and marketing efforts;
3. improve our products, services, and business; and
4. protect the rights, property, and safety of Tofu, our employees, or other stakeholders, including to –
  - identify and authenticate our users;
  - prevent, detect, or investigate security concerns and illegal activity including fraud; and
  - comply with applicable laws, regulations, or industry requirements.
For further information on these tools, how they collect your information, and your control over them, see our Cookie Policy below.

When You Apply for a Position at Tofu.
If you apply for a position with us, we collect the information you provide us as well as information from third parties, including websites and references. In some cases, we may also perform criminal record checks.

We will use your personal information to assess your suitability for our available roles. We do this to perform our contract obligations or to take steps at your request, before entering into a contract. Where we process your right to work documentation, we will do so to comply with our legal obligations. Where we perform criminal records checks we process your criminal records history for the purposes of entering into a contract with you and because it is necessary to exercise our rights as an employer.

When and why do we share personal information?

We may share your information to deliver our products or services or to enhance your customer experience. More specifically, we share your information with third parties in the following circumstances:
1. Where you are a candidate, with your consent we share the information on your Tofu profile with recruiters, referrers, VCs and their portfolio companies who are interested in assessing your suitability for the roles they offer.
2. Where you are a paying customer, with third party service providers who perform functions on our behalf, such as our payment processors.
3. Where you consent to our use of cookies, with third party providers of marketing, product and service delivery, and analytics services.
4. With business partners where it is relevant to a potential or actual business transaction, such as the sale of part or all of Tofu, a merger, acquisition, or corporate reorganization under our legitimate interest to ensure our business can be continued by the buyer.
5. With regulators, authorities and enforcement agencies in our legitimate interests to prevent, detect, or investigate security concerns or illegal activity including fraud and where we are under a duty to disclose or share your personal data in order to comply with any legal obligation.

How do we keep your personal information secure?

We have implemented administrative, technical, and physical security measures to protect against the loss, misuse, and/or alteration of your information. We utilize industry standard storage and protection procedures in order to safeguard personal information on servers that are not accessible to the public.

No data storage or transmission plan is without risk. We cannot guarantee the security of your personal information transmitted to our website. The safety and security of your information also depend on you. Where we have given you (or where you have chosen) a password for access to certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Where do we store your personal information?

Tofu is based in and stores your data in Canada.

Some of our service providers and business partners may be based outside of Canada. Whenever we transfer your personal information outside of the UK and the EEA, we ensure it receives additional protection as required by law. To keep this policy as short and easy to understand as possible, we haven’t set out the specific circumstances when each of these protection measures are used. You can contact us at using the details below for more detail on this.

How long do we keep your personal information?

We only keep your information as long as it is operationally or legally necessary. After that, we will either destroy or anonymize your information so that it can no longer be associated with you, and we may use this anonymised information indefinitely without notifying you. We use this anonymised information to improve the way we work and our services.

What are my rights under data protection law?

Access and Control of Your Information

Accessing of deleting your information.
To request access to your personal information or to correct or delete your personal information, submit a written request by contacting us.

Ensure that the request identifies yourself, the information you want to review, and how we can contact you. We will respond to let you know if we are able to fulfill part or all of your request.
Correcting Your Information.
We will make reasonable efforts to keep your information current and accurate. If a change or correction is required, let us know right away. We will make any appropriate updates needed. You can review your personal information by accessing your account, reviewing the correspondence we send to you, or requesting access to your personal information, as described above.

Additional Information for European Residents

In addition to the abilities to access, correct, and delete personal information as described above, European residents may also be entitled, depending on the circumstances, to ask us to:
1. Restrict processing. The right to request that we limit or cease the processing of your information.
2. Portability. The right to request that we transfer your information that we have collected to another organization or directly to you.
3. Object. The right to object to how we are using your personal information.
4. Withdraw your consent to us handling your personal information.
Additional Information for California Residents

If you are a California resident, you can make certain requests regarding your personal information. We will fulfill each of these requests to the extent required by law.
1. You can ask us what personal information we have about you, including a list of categories of your personal information that we have sold and a list of categories of your personal information that we have shared with another company for a business purpose.
2. You can ask us to delete your personal information.
3. You can ask that we stop selling your personal information (although as noted we do not currently sell personal information to third parties).
In order to exercise these rights, please contact us. You may also contact us if you have any questions regarding the categories of personal information we have disclosed and to whom we disclose them. In the preceding twelve (12) months, we have not sold personal information.

Third Party Links

Our website may contain links to other websites that we do not own or operate. We do not have any control over such websites, and, therefore, we have no responsibility or liability for the manner in which the organizations that operate such linked websites may collect, use, disclose, or otherwise treat your personal information.

Contact us

Please contact us if you:
1. have any comments, questions, or complaints about this Privacy Policy or our handling of personal information; or
2. would like to exercise your data subject rights.
3. want to correct or delete your personal information.
We can be contacted in writing at: 79 Wellington St W #3300, Toronto, ON M5K 1N2
Telephone: 416-606-9783
Email: info@hiretofu.com

Changes to this Privacy Policy

We reserve the right to change or revise this Privacy Policy at any time to reflect changes in the law or our data collection and use practices. Changes to our Privacy Policy will apply to the information collected from the date we post our revised Privacy Policy, as well as to existing information we hold. The date the Privacy Policy was last revised is identified at the top of the page.

Cookies and Other Web Analytics

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also helps us make improvements.

A cookie is a small file of letters and numbers that we store on your browser or in your device's storage. We only use (and store) non-essential cookies if you provide your consent.

Cookie	Purpose	Duration	More Information
Google Analytics	This helps us understand how you use the Website and helps us to improve your experience. These cookies may track how long you spend on the website and the pages you visit.	The retention period will be between 1 minute and 2 years depending on the type of cookie used.	Google Analytics

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.