Privacy Policy for Optimal Sales Search

1. Who we are

Optimal Sales Search is a recruiting firm that provides software sales recruiting and related search services. Our website is located at www.optimalsalessearch.com.

2. Why we value your privacy

We value your privacy and are committed to handling personal and business information carefully. Recruiting often involves sensitive professional information, including resumes, career history, compensation expectations, hiring needs, and client conversations. We treat that information with care.

3. How we collect information

We collect information when you contact us, complete a form on our website, send us a resume, speak with us by phone or video, email us, engage us for recruiting services, or ask us to represent you to a client.

We may also collect information from public and third party sources, including professional networking sites, public websites, job boards, social media, business databases, referral sources, and professional contacts. We use this information to provide recruiting services, identify potential candidates, evaluate hiring needs, and maintain business relationships.

Website forms

When you fill out a website form, we may collect your name, email address, phone number, company name, message, and any other information you choose to provide.

Candidate submissions and resumes

If you are interested in being considered for a role, we may collect your resume, contact details, work history, compensation information, location, job preferences, interview notes, and related career information.

Client and prospective client information

If you contact us about recruiting services, we may collect your name, company name, title, contact information, hiring needs, role requirements, compensation details, and related business information.

4. What information we collect and hold

The information we collect depends on how you interact with us. It may include:

• Name, email address, phone number, company name, and job title
• Resume, employment history, education, skills, and professional background
• Compensation information, location preferences, work authorization, and job search preferences
• Notes from phone calls, emails, video calls, interviews, and recruiting conversations
• Information about client hiring needs, role requirements, search priorities, and candidate feedback
• Invoice, billing, and payment records for clients who engage our services
• Website usage data, cookie data, analytics data, IP address, browser type, device information, and pages visited

We may collect information you communicate to us through phone calls, email, website forms, video calls, social media, or other communication channels. Information provided through third party platforms is also subject to the privacy policies of those platforms.

5. Where we store your information

We may store your information in our customer relationship management software, applicant tracking system, resume database, email systems, accounting software, website tools, cloud storage, and business devices.

Our email records may be archived through Microsoft, Google, or other service providers. Client billing information may be stored in accounting software. Candidate and client recruiting information may be stored in recruiting systems, databases, spreadsheets, documents, or business records used to provide our services.

6. What we use your information for

We use the information we collect to operate our recruiting business and provide services to candidates, clients, and prospective clients.

We may use your information to:

• Respond to your inquiry
• Evaluate whether we can help with a recruiting need
• Represent candidates for current or future opportunities, with appropriate consent
• Present candidate information to clients or prospective clients when authorized
• Provide recruiting services to companies that engage us
• Communicate with you about searches, candidates, interviews, hiring needs, or business services
• Send invoices, statements, reminders, or other business communications
• Improve our website, marketing, and services
• Maintain records for legal, business, tax, accounting, or contractual purposes
• Resolve disputes, enforce agreements, and protect our legal rights

We may occasionally contact you about our services or about roles we are recruiting for. If you tell us not to contact you, we will honor that request unless we need to retain certain information for legal, business, contractual, or compliance reasons.

7. Who is responsible for your information

Sonja Hastings is responsible for the security and handling of information at Optimal Sales Search.

8. Who has access to your information

Access to personal information is limited to people and service providers who need it to operate our business, provide recruiting services, manage communications, maintain records, or support our website and business systems.

We may share information with service providers that help us operate our business, including recruiting software providers, CRM providers, email providers, cloud storage providers, accounting providers, website hosting providers, analytics providers, security providers, and other business vendors.

We may share candidate information with clients or prospective clients only when we have verbal or written consent to proceed with an introduction or submission. We do not sell or rent candidate resumes or contact information.

We may also disclose information if required by law, court order, legal process, or to protect our rights, business, clients, candidates, or others.

9. How we protect your information

We take reasonable steps to protect the information we collect. Where information is stored in third party services, access is restricted. We use account security measures such as unique passwords and, where available, two factor authentication.

Business devices are protected by password, passcode, biometric access, or similar safeguards. We also use security tools and service providers to help protect our website and business systems.

No method of electronic storage or transmission is completely secure. Information sent to us by email, form, or other online method may be insecure in transit, and we cannot guarantee absolute security.

10. Your privacy choices and rights

Updating your information

You may contact us to update or correct personal information we hold about you. We may need to retain certain information for legal, contractual, tax, accounting, security, or business reasons.

Marketing communications

You may ask us to stop sending marketing communications. You can contact us at [email protected] with your request.

Retention

We retain information only for as long as we reasonably need it for recruiting, business, legal, tax, accounting, security, or operational purposes. When information is no longer needed, we will delete, destroy, or anonymize it where reasonably practical.

Cookies and website tracking

We use cookies and similar technologies to help our website function, understand website traffic, improve user experience, and support marketing and analytics. Cookies are small text files that may be stored on your computer or mobile device when you visit a website.

Our website may use:

• Strictly necessary cookies needed for the website to function
• Performance and analytics cookies used to understand website traffic and page activity
• Functional cookies used to remember choices or improve website experience
• Advertising or targeting cookies used to support marketing, advertising, or remarketing where applicable
• Session cookies that expire after your browser session
• Persistent cookies that remain on your device for a longer period unless deleted

You may be able to control or disable cookies through your browser settings. If you disable cookies, some parts of the website may not function properly.

Google Analytics and advertising tools

We may use Google Analytics and related tools to understand website traffic, improve our website, measure marketing performance, and support remarketing or advertising where enabled. You can learn more about how Google uses information from sites and apps that use Google services at Google’s privacy and terms page.

You can use Google’s browser add-on to opt out of Google Analytics at https://tools.google.com/dlpage/gaoptout.

Links to other websites

Our website may link to other websites. We do not control those websites and are not responsible for their privacy practices. You should review the privacy policy of any third party website you visit.

11. California privacy notice

Optimal Sales Search is based in California. At this time, we do not believe our business meets the current thresholds that would make us subject to the California Consumer Privacy Act, as amended by the California Privacy Rights Act.

Even so, we respect privacy requests. If you would like to ask about the personal information we may hold about you, update your information, or ask us to stop contacting you, please email us at [email protected].

We do not sell or rent candidate resumes or contact information. We share candidate information with clients or prospective clients only when we have consent to proceed with an introduction or submission.

12. Changes to this policy

We may update this privacy policy from time to time. When we make changes, we will post the updated policy on this page and update the date at the top.

Your continued use of our website after changes are posted means you accept the updated policy.

Questions

If you have questions about this privacy policy, please contact us at [email protected].