Privacy Policy

1. Scope and Overview

This Privacy Policy explains how Truepear collects, uses, discloses, protects, retains, and otherwise processes information in connection with the Truepear Platform, Services, websites, account registration, subscription billing, recruiting services, communications, support, and related interactions.

This Privacy Policy applies to Authorized Organizations, Authorized Users, candidates, prospective candidates, website visitors, business contacts, and other individuals whose information Truepear processes. It should be read together with the applicable Terms of Service, Recruiting Services Agreement, and other agreements governing the relevant Services.

Truepear is a business-to-business provider serving dental practices and related organizations. In many circumstances, Truepear processes information at the direction of an Authorized Organization. The Authorized Organization remains responsible for its own privacy notices, legal bases, consents, employment practices, and instructions concerning information it submits to the Platform.

2. Information We Collect

2.1 Account and Organization Information

We may collect names, practice names, business addresses, email addresses, telephone numbers, job titles, account credentials, account identifiers, subscription status, Authorized User details, and other registration or organization information.

2.2 Billing and Transaction Information

We may collect subscription selections, transaction records, invoice details, billing contacts, payment status, discounts, trial dates, renewal dates, and related information. Payment-card information is generally collected and processed by Third-Party Services rather than stored directly by Truepear.

2.3 Candidate Information

We may process resumes, employment history, education, professional credentials, licenses, certifications, skills, work preferences, questionnaire responses, contact information, interview notes, application status, compensation information, availability, references, communications, and other candidate-related information.

2.4 Employee and Team Information

Authorized Organizations may submit employee names, contact details, roles, start dates, anniversaries, birthdays, onboarding tasks, performance-review information, recognition notes, compliance reminders, employment status, and other workplace-administration information.

2.5 User Content and Communications

We collect information submitted through forms, notes, support requests, emails, messages, uploaded files, job descriptions, account settings, feedback, and other interactions with Truepear.

2.6 Technical and Usage Information

We may automatically collect IP address, browser type, device type, operating system, referring pages, pages viewed, access dates and times, session activity, feature usage, error logs, diagnostic information, cookie identifiers, and security-related events.

2.7 Information from Third Parties

We may receive information from Authorized Organizations, candidates, payment processors, job platforms, service providers, integrations, public sources, referral sources, business partners, and other third parties.

3. How We Use Information

Truepear may use information to:

• provide, operate, maintain, support, and improve the Platform and Services;
• create and administer accounts, trials, subscriptions, billing, and renewals;
• support hiring workflows, candidate management, recruiting services, onboarding, reviews, and team-management functions;
• generate, display, explain, and improve Truepear Score™ outputs and related decision-support tools;
• communicate with users, candidates, clients, and business contacts;
• respond to support requests, troubleshoot issues, and deliver service notices;
• authenticate users, prevent fraud, detect misuse, secure accounts, and protect the Platform;
• analyze usage, performance, reliability, and product effectiveness;
• develop new features, conduct internal research, and improve workflows;
• enforce agreements, investigate violations, and protect legal rights;
• comply with law, legal process, professional obligations, and regulatory requests; and
• carry out other purposes disclosed at the time information is collected or with appropriate authorization.

4. Truepear Score™ and Automated Processing

The Platform may process Candidate Information, User Content, job criteria, work traits, user-selected priorities, questionnaire responses, resume information, and related data to generate Truepear Score™ outputs, rankings, summaries, comparisons, or other decision-support information.

These outputs are intended to support, not replace, human review. Truepear does not make final employment decisions on behalf of Authorized Organizations. Authorized Organizations are responsible for independently reviewing candidates and ensuring that their hiring practices comply with applicable law.

Truepear may use aggregated, de-identified, or pseudonymized information to evaluate and improve scoring logic, Platform performance, feature effectiveness, security, and service quality, subject to applicable law and contractual restrictions.

5. Legal Bases and Business Purposes

Depending on the circumstances and applicable law, Truepear may process information because:

• processing is necessary to perform a contract or provide requested Services;
• processing is necessary for Truepear’s legitimate business interests, including operating, securing, improving, and supporting the Services;
• processing is necessary to comply with a legal obligation;
• processing is necessary to establish, exercise, or defend legal claims;
• an individual or Authorized Organization has provided consent; or
• another lawful basis or permitted business purpose applies.

Where Truepear processes information on behalf of an Authorized Organization, that organization may determine the purposes and means of processing and may be responsible for responding to privacy requests.

6. How We Disclose Information

Truepear may disclose information to:

• Authorized Organizations and Authorized Users as necessary to provide the Services and support hiring, recruiting, team-management, billing, and account workflows;
• candidates and prospective candidates as necessary to facilitate applications, communications, interviews, or placement services;
• service providers and contractors that provide hosting, infrastructure, payment processing, communications, analytics, security, support, document processing, or other services;
• Third-Party Services selected, enabled, or used in connection with the Platform;
• professional advisors, including attorneys, accountants, insurers, and auditors;
• governmental authorities or other parties when required by law, legal process, subpoena, court order, or regulatory request;
• parties involved in a business transaction, including a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar transaction; and
• other parties with authorization, at the direction of an Authorized Organization, or as otherwise permitted by law.

Truepear does not sell Candidate Information as a data broker. Truepear does not disclose Candidate Information for unrelated third-party advertising.

7. Cookies and Similar Technologies

Truepear and its service providers may use cookies, local storage, session technologies, pixels, logs, and similar technologies to operate the website and Platform, remember preferences, maintain sessions, support authentication, measure usage, troubleshoot errors, improve performance, and protect security.

Some cookies are necessary for core functionality. Other technologies may support analytics or service improvement. Browser settings may allow you to block or delete certain cookies, but doing so may affect Platform functionality.

8. Data Security

Truepear uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. These safeguards may include access controls, authentication measures, encrypted transmission, logging, monitoring, backups, vendor controls, and internal procedures.

No system, transmission method, integration, storage environment, or security control is completely secure. Truepear cannot guarantee absolute security, uninterrupted availability, or that unauthorized parties will never defeat safeguards.

Authorized Organizations and Authorized Users are responsible for maintaining secure credentials, devices, networks, and access practices; limiting account access; promptly removing former users; and notifying Truepear of suspected unauthorized access.

9. Data Retention

Truepear retains information for as long as reasonably necessary to provide the Services, maintain business and transaction records, comply with legal obligations, resolve disputes, enforce agreements, protect security, support backups, and pursue legitimate business purposes.

Retention periods vary based on the type of information, the relationship with the individual or Authorized Organization, contractual requirements, account status, legal obligations, dispute considerations, and technical backup schedules.

Information may remain in backups or archives for a limited period after deletion from active systems. Truepear may retain aggregated, de-identified, or otherwise non-identifiable information for longer periods where permitted by law.

10. Privacy Choices and Requests

Depending on applicable law and the nature of Truepear’s relationship with you, you may have rights to request access, correction, deletion, portability, restriction, objection, or information about certain processing activities.

Requests may be sent to info@truepear.com. Truepear may need to verify identity, authority, account relationship, or request scope before responding.

When Truepear processes information on behalf of an Authorized Organization, Truepear may direct the request to that organization or assist it in responding. Certain information may be exempt from a request or retained as required or permitted by law.

You may opt out of nonessential promotional communications by using an unsubscribe method included in the message or by contacting Truepear. Service-related, account, legal, billing, and security communications may still be sent.

11. Candidate and Employee Responsibilities

Authorized Organizations are responsible for providing appropriate privacy notices to candidates, applicants, employees, and other individuals whose information they submit to the Platform.

Authorized Organizations must ensure that they have appropriate authority, consent, or other lawful basis to collect, use, upload, disclose, and instruct Truepear to process Candidate Information, employee information, and User Content.

Truepear is not responsible for an Authorized Organization’s independent hiring, employment, recordkeeping, workplace-monitoring, credentialing, or privacy practices.

12. Children’s Privacy

The Services are intended for business and professional use and are not directed to children under thirteen. Truepear does not knowingly collect personal information directly from children under thirteen through the Services.

If Truepear learns that it collected information directly from a child in a manner prohibited by applicable law, Truepear will take reasonable steps to delete or otherwise address the information.

13. Interstate and International Processing

Truepear and its service providers may process and store information in the United States and other locations where they operate. Information may therefore be transferred to jurisdictions with privacy laws that differ from those in your location.

Where required, Truepear may use contractual, organizational, or other lawful safeguards for cross-border processing. By using the Services, you understand that information may be processed outside your state, province, or country.

14. Third-Party Services and Links

The Platform may contain links to, depend on, or integrate with Third-Party Services. Truepear does not control and is not responsible for the privacy, security, content, availability, or practices of third parties.

Information submitted directly to a third party is governed by that party’s terms and privacy practices. Authorized Organizations should evaluate Third-Party Services before enabling or using them.

15. Changes to This Privacy Policy

Truepear may update this Privacy Policy from time to time to reflect changes in law, technology, business practices, the Platform, or the Services.

The updated version will be posted with a revised effective or last-updated date. Material changes may also be communicated through the Platform, email, account notice, or another reasonable method.

16. Contact Truepear

Questions, concerns, and privacy requests may be sent to:

Please include enough information for Truepear to identify the relevant account, organization, candidate record, communication, or request.