Privacy Policy

1. Introduction

This Privacy Policy (“Policy”) describes how Olive Independent Study, Inc. (“Company,” “we,” “us,” “our”) collects, uses, discloses, maintains, and protects information related to individuals who use, access, or interact with the Jobs platform (the “Service”).

By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Policy. If you do not agree with this Policy, you should not access or use the Service.

This Policy is intended to be comprehensive and to cover current and reasonably anticipated future processing activities, including AI-assisted features, analytics, and integrations with third-party systems. Some descriptions may refer to features or integrations that are not yet generally available but are included to support legal completeness as the Service evolves.

2. Scope of This Policy

This Policy applies to information collected through the Service, including:

• Websites and web applications operated by Olive Independent Study, Inc.
• AI-powered tools, resume processors, interview simulators, and chat systems
• Communication channels and account systems
• Data received from educational institutions or authorized organizational partners
• Device, browser, and usage information collected automatically

This Policy does not apply to:

• Any third-party websites, platforms, or applications linked to the Service
• Data collected independently by universities, employers, or job boards
• Employee or contractor data processed by Olive Independent Study, Inc.

3. Eligibility and Children’s Privacy

The Service is intended for adults who are at least 18 years old. By using the Service, you represent that you meet this age requirement and have the legal capacity to enter into binding agreements.

We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that a minor under 18 has submitted personal information through the Service, we will take reasonable steps to delete such information as soon as practicable. If you believe that a minor has provided personal information in violation of this Policy, please contact us at support@olive.is.

If you access the Service through a university or other educational institution, that institution may have its own policies governing eligibility, student participation, and data handling practices. This Policy governs only the processing activities performed by Olive Independent Study, Inc. through the Service. For more details about institutional integrations, see Section 16 below.

4. Definitions

For the purposes of this Policy, the following terms have the meanings set forth below:

5. Categories of Information We Collect

We collect information from or about you in the following broad categories. Not all categories may apply to all users, and certain categories are included for purposes of future-proofing the Service.

A. Identity and Contact Information

• Full name
• Email address
• Authentication identifiers (e.g., tokens issued by login providers)
• Profile photo or avatar (if applicable)
• User account identifiers
• Organization or institution affiliation (if any)

B. Professional and Job-Related Information

• Resume content and uploaded documents
• Career summary and skills
• Work and academic history
• Certifications, achievements, and project data
• Professional preferences and career interests
• Job search filters and saved roles
• AI-generated embeddings or structured data derived from your profile

C. Usage, System, and Device Data

• Browser type and version
• Device type and operating system
• IP address and general geolocation (non-precise)
• Session identifiers, timestamps, and log data
• Referrer URLs and interaction patterns
• Crash reports and diagnostic information

D. Communication and Interaction Data

• AI chat messages and voice interactions
• Interview transcripts and recordings
• User-initiated support messages
• Content generated during onboarding, mock interviews, or job matching

E. Organization-Provided Information

If your university, educational institution, or organization partners with us, they may provide:

• School or organization identifiers
• User roster or enrollment confirmations
• Program or cohort information
• Usage insights or aggregated engagement data

F. Sensitive Information (What We Do Not Intentionally Collect)

We do not intentionally collect or process:

• Protected health information (“PHI”) as defined under HIPAA
• Government-issued identification numbers (e.g., SSN, passport)
• Financial account numbers or credit card data
• Educational records protected under FERPA, unless voluntarily submitted through resume uploads or user input
• Precise geolocation data (we may collect approximate region)
• Biometric identifiers used for identification

Any personal or sensitive information intentionally submitted by the user (including in free-form text or resume uploads) is processed in accordance with this Policy.

6. How We Collect Information

We collect information through one or more of the following methods:

A. Information You Provide Directly

• Creating an account
• Uploading a resume or other files
• Completing forms, surveys, assessments, or profile fields
• Participating in interviews or using voice-based tools
• Engaging with AI chat, coaching, or recommendation features
• Submitting support tickets or contacting customer service

B. Automatic Collection Through the Service

• Cookies, local storage, and session tokens
• Browser and device metadata
• Interaction data (clicks, page views, time on page)
• Error logs, crash events, and system diagnostics
• AI tool usage history and interaction timestamps

C. Information from Third Parties

We may receive information from:

• Authentication providers
• Educational institutions or organizational partners
• Job boards or integrated job search tools
• Analytics and service infrastructure partners

7. AI and Automated Processing

The Service includes AI-enabled and automated features, such as resume analysis, interview simulations, chat-based coaching, and job recommendations. When you use these features, your inputs (including resumes, prompts, interview answers, and other content) may be processed by machine learning systems to generate outputs and suggestions.

We may use third-party AI infrastructure or model providers to deliver these features. Where we rely on such providers, they act as service providers to us and are permitted to use your information only to provide services to the Company, subject to contractual confidentiality and security obligations.

AI-generated content may contain inaccuracies or reflect limitations of the underlying models. Outputs are intended to support, not replace, your own judgment. You remain responsible for reviewing and deciding how to use any AI-generated suggestions or content.

8. Purposes for Processing Personal Information

We may use Personal Information for a wide range of operational, analytical, and compliance-related purposes. These purposes include, but are not limited to, the following:

A. Providing and Maintaining the Service

• User authentication and account creation
• Operating AI-driven tools such as resume parsing and interview simulation
• Processing and analyzing resumes, documents, and user inputs
• Generating tailored job recommendations
• Supporting job search and application workflows

B. Improving, Developing, and Enhancing the Service

We analyze usage data and user interactions to:

• Enhance feature performance and reliability
• Develop new features and tools
• Improve AI accuracy and training, including by using de-identified or aggregated information
• Monitor system integrity and security

C. Communicating with You

• Sending administrative notices
• Responding to support inquiries
• Providing onboarding guidance
• Sending optional service updates or informational messages (unless you opt out)

D. Security, Fraud Prevention, and Compliance

• Detecting unauthorized access or misuse
• Monitoring system integrity
• Complying with legal obligations or requests
• Enforcing our Terms of Service and investigating potential violations

E. Organizational and Academic Partner Functions

If you access the Service through a participating university or institution:

• We may provide aggregated engagement metrics to administrators
• We may verify enrollment or institutional affiliation
• We may support institution-specific job-matching frameworks

F. De-Identified and Aggregated Data Uses

We may create and use de-identified and aggregated data for analytics, system improvement, trend analysis, and other research-related purposes. This data does not identify individual users and may be shared with institutions, partners, or publicly in research reports.

9. Sharing of Personal Information

We may share Personal Information under the circumstances described below. We do not “sell” Personal Information as defined by California law and do not share Personal Information for cross-context behavioral advertising.

A. Service Providers and Vendors

We use third-party providers to support the Service, including:

• Hosting and infrastructure providers
• Authentication services
• Analytics platforms
• AI processing engines and model inference partners
• Document processing and file storage vendors

These providers may have access to Personal Information only as necessary to perform services on our behalf and are bound by contractual obligations to maintain confidentiality and security.

B. Educational or Organizational Partners

If you access the Service through a participating institution:

• We may share aggregated or de-identified engagement metrics to help institutions evaluate program effectiveness
• Limited user-level information may be shared if explicitly authorized or required to deliver institution-specific features

C. Legal, Regulatory, and Compliance Disclosures

We may disclose Personal Information if required to:

• Comply with applicable laws or regulatory obligations
• Respond to lawful governmental or judicial requests
• Protect the rights, safety, or property of the Company or users
• Prevent fraud, abuse, or unauthorized use of the Service

D. With Your Consent

We may share Personal Information for any other purpose disclosed to you at the time of collection if you consent to such sharing.

10. Cookies, Local Storage, and Tracking Technologies

We use cookies, browser local storage, and similar technologies to operate and improve the Service. These tools help maintain your session, store preferences, analyze usage, and support core functionality and security.

A. Types of Technologies Used

• Essential Cookies — Required for authentication, account functionality, and security.
• Functional Cookies — Save job search filters, onboarding progress, and UI preferences.
• Analytics Tools — May provide anonymous or aggregated usage insights, such as which features are used most.
• Local Storage — Saves job filters, interview state, and certain temporary session data.

We do not use third-party advertising cookies, cross-site behavioral tracking tools, or similar technologies for advertising-based profiling.

B. Managing Cookies and Similar Technologies

You may adjust your browser settings to block or delete cookies and local storage data. However, disabling certain technologies may impair functionality or limit access to certain features of the Service.

11. Data Retention

We retain Personal Information for as long as reasonably necessary to fulfill the purposes outlined in this Policy, including:

• Providing and improving the Service
• Maintaining account activity and records
• Complying with legal, regulatory, or contractual obligations
• Resolving disputes or enforcing agreements

Retention periods may vary depending on the nature of the information. For example:

• Resume uploads, job preferences, interview transcripts, and AI interactions may be retained until the user deletes their account or requests deletion.
• System logs and diagnostic information may be retained for security or operational purposes.
• Backups may store certain information for a limited period after deletion for disaster recovery.

When retention is no longer necessary, we will delete, anonymize, or de-identify the data, unless we are legally required to retain it.

12. Security Practices

We implement a combination of administrative, technical, and physical safeguards designed to protect Personal Information from loss, unauthorized access, misuse, alteration, or destruction. These security measures may include:

• Encryption of data in transit using SSL/TLS
• Access controls and authentication mechanisms
• Monitoring for unusual activity or unauthorized access attempts
• Secure cloud infrastructure protected by industry-standard safeguards
• Routine backups and disaster recovery systems
• Vendor and partner security due diligence

Despite these efforts, no method of electronic transmission or storage is completely secure. You use the Service at your own risk. We encourage users to follow best practices for account security, including safeguarding login credentials.

13. Your Privacy Rights

Depending on the jurisdiction in which you reside (such as California), you may have specific rights regarding your Personal Information. These rights may include, where applicable:

• Right to Know: Request disclosure of categories and specific pieces of Personal Information collected about you.
• Right to Access: Obtain a copy of your Personal Information.
• Right to Delete: Request deletion of Personal Information, subject to legal and operational exceptions.
• Right to Correct: Request correction of inaccurate Personal Information.
• Right to Opt Out of Sale: We do not “sell” Personal Information as defined by California law.
• Right to Non-Discrimination: We will not deny services or provide differing levels of service based solely on your exercise of your rights.

To submit a privacy request, contact us at support@olive.is. We may require verification of your identity before fulfilling requests.

14. Accessing, Updating, or Deleting Your Information

You may be able to access, modify, or delete certain Personal Information directly within your account settings. If this is not possible, you may submit a request through our support channels.

When you request account deletion:

• Your profile and account information will be deleted
• User-generated content may be deleted or anonymized
• Backups may retain information temporarily for disaster recovery

15. Third-Party Websites and Links

The Service may include links to third-party websites, platforms, or tools. We do not endorse or control third-party practices, and we are not responsible for the privacy, security, or content of such third-party services. Your interactions with those parties are governed by their own terms and privacy policies. We encourage you to review the privacy policies of any third-party service you visit.

16. Organizational and Educational Institution Integrations

Certain users may access the Service through a university, employer, or other organizational program. When the Service is made available through such partnerships, the following additional terms apply:

A. Information We May Share with Organizational Partners

We may provide aggregated or de-identified information, including:

• User participation metrics
• Progress summaries
• Usage trends and engagement statistics
• General insights about job readiness performance

These disclosures do not include personally identifiable information unless expressly authorized by the user or required for a specific institution-provided program feature.

B. FERPA Disclaimer

We are not the custodian of official academic records and are not directly subject to the Family Educational Rights and Privacy Act (“FERPA”). Any FERPA-protected information submitted through the Service (for example, GPA listed in a resume) is processed solely as user-submitted content, governed by this Policy and not by FERPA. Educational institutions remain responsible for compliance with their own FERPA obligations and privacy practices.

17. De-Identified and Aggregated Information

We may convert Personal Information into de-identified or aggregated data by removing or obscuring identifiers. We may use or disclose such information for:

• Research, analytics, and reporting
• Service optimization and performance insights
• Trend analysis and usage analytics
• Internal business purposes
• Sharing with educational institutions or partners in aggregate form

This information cannot reasonably be used to identify an individual.

18. California-Specific Disclosures (CCPA / CPRA)

If you are a resident of California, the California Consumer Privacy Act (“CCPA”) and the California Privacy Rights Act (“CPRA”) provide specific rights regarding your Personal Information. This section supplements the information elsewhere in this Policy.

A. Categories of Information Collected

Within the last 12 months, we may have collected information in the following categories defined under the CCPA:

• Identifiers (e.g., name, email address, device identifiers)
• Personal information categories defined in state law
• Commercial and professional information (resume data, job preferences)
• Internet or network activity (usage data)
• Geolocation data (approximate)
• Sensory data (voice recordings if submitted)
• Inferences drawn from user activity

B. No Sale or Sharing of Personal Information

We do not “sell” Personal Information or share it for cross-context behavioral advertising as those terms are defined by California law.

C. CCPA/CPRA Rights Summary

California residents have the following rights, subject to certain limitations:

• The right to know what Personal Information is collected
• The right to request deletion of Personal Information
• The right to correct inaccurate information
• The right to access collected information
• The right to opt out of sale/sharing (not applicable here, as we do not sell or share Personal Information as defined by law)
• The right to non-discrimination

D. Exercising Your Rights

To submit a request under CCPA/CPRA, contact us at support@olive.is. We may require identity verification before fulfilling requests.

19. Data Storage, Transfers, and International Users

The Service is operated from within the United States. By using the Service, you understand and acknowledge that your Personal Information may be stored, processed, or transferred within the United States.

The Service is designed and intended primarily for users located in the United States. While users outside the United States may access the Service, they do so at their own risk and are responsible for ensuring that their use complies with local law.

By using the Service, international users consent to the transfer, processing, and storage of their Personal Information in the United States, where privacy laws may differ from those in their jurisdiction.

20. Data Breach Notification

In the event of a data breach involving Personal Information, we will follow applicable legal requirements for notification. Depending on the nature of the breach, this may include:

• User notification via email or in-app alert
• Notification to relevant governmental authorities
• Implementation of corrective and preventive measures

We will take reasonable steps to mitigate harm and prevent future unauthorized access.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When changes are made, we will update the “Last updated” date at the top of this page. In the event of material changes, we may also provide notice through:

• Email notification
• In-app or website banners
• Account notifications

Your continued use of the Service following updates indicates your acceptance of the revised Policy.

22. Contact Information

If you have questions regarding this Privacy Policy, or if you wish to submit a privacy request, contact us at:

Olive Independent Study, Inc.
ATTN: Privacy Office
770 Juniper Street, Suite 2011
Atlanta, GA 30308
Email: support@olive.is