Effective: January 1, 2025 · Last updated: May 2025 · Version 2.0
Important Notice: By registering for and using Trackruit, you confirm you have read, understood, and agree to be bound by this Privacy Policy and Terms of Use in their entirety. If you do not agree, you must not use this service.
1. Identity of the Data Controller
Trackruit ("Trackruit", "we", "us", "our") is the data controller responsible for your personal information collected through trackruit.ca (the "Platform"). Trackruit operates as a job application management and recruitment facilitation platform incorporated in Ontario, Canada.
This Policy applies to all users of the Platform, including candidates (job seekers) and authorized recruitment personnel.
2. Legal Basis for Data Processing
We process your personal data under the following legal bases as recognized by the Personal Information Protection and Electronic Documents Act (PIPEDA), SC 2000, c 5, and applicable provincial privacy legislation:
Consent: You provide express consent at registration by accepting this Policy and checking the consent checkbox. You may withdraw consent at any time by deleting your account, subject to any legal obligations requiring retention.
Contractual Necessity: Processing is necessary to provide the services you have requested — specifically, managing your job search profile and applications.
Legitimate Interests: We process data to improve Platform security, prevent fraud, and maintain service reliability, provided such interests are not overridden by your rights.
Legal Obligation: We may process data where required by applicable Canadian federal or provincial law.
3. Categories of Personal Data We Collect
We collect only the minimum data necessary for the Platform's purpose. The categories are:
Identity Data: First name, last name, date of birth, gender, nationality
Contact Data: Email address, phone number, city, province/territory, country, postal code, LinkedIn profile URL, personal website URL
Professional Data: Job field, current job title, years of experience, highest level of education, work authorization status in Canada, expected salary range, preferred job type (full-time, contract, etc.), key skills, professional biography
Credential Data: Password (stored as a one-way hash; we cannot recover your password)
Document Data: Resume/CV files and cover letter files you voluntarily upload (stored as encrypted base64 data)
Job Application Data: Records of job applications you choose to track, including company name, role, application status, notes, follow-up dates, interview details, and salary information
Technical Data: Session tokens, login timestamps, browser localStorage identifiers. We do not collect IP addresses, cookies, browser fingerprints, or device identifiers.
Preference Data: Your notification preferences and platform settings
We do not collect racial or ethnic origin, political opinions, religious beliefs, trade union membership, biometric data, or detailed health information. Profile photos are processed locally in your browser and are not transmitted to our servers.
4. How We Use Your Personal Data
Your data is used exclusively for the following purposes. We will not use it for any other purpose without obtaining fresh consent:
Creating and maintaining your Trackruit account and verifying your identity via one-time password (OTP)
Enabling you to build and maintain a professional profile for recruitment purposes
Enabling you to track and manage job applications in your personal dashboard
Enabling authorized Trackruit recruitment personnel to view your profile and facilitate job placement on your behalf — this is the core service you are consenting to
Sending you transactional notifications (OTP codes, confirmation emails) and, if you opt in, informational notifications (status updates, weekly summaries)
Generating anonymized aggregate statistics for platform analytics (e.g., "30% of candidates are in Supply Chain" — never identified to you individually)
Maintaining platform security, preventing unauthorized access, and detecting fraudulent activity
Complying with applicable legal obligations
5. Data Sharing and Disclosure
We do not sell, rent, or trade your personal information to any third party under any circumstances.
Your data may be accessed by or shared with:
Trackruit recruitment personnel: Authorized staff who use the Admin Panel to review candidate profiles and facilitate job placement. Access is restricted by password and two-factor authentication.
Google LLC: If the Admin configures Google Sheets integration, aggregated candidate and application data is exported to a Google Spreadsheet governed by Google's Privacy Policy. This export is performed by the Platform administrator, not automatically by Trackruit.
Law enforcement or regulators: Where we are legally required to disclose information by court order, government authority, or applicable law, we will disclose only the minimum necessary and will attempt to notify you unless prohibited.
Prospective employers: Only if you explicitly consent and instruct us to share your profile with a specific employer. We will never share your profile with any employer without your direct, explicit authorization.
We do not share data with advertising networks, data brokers, analytics companies, social media platforms, or any other commercial third parties.
6. Data Storage, Security, and Retention
Current Storage: In the current version of the Platform, your data is stored in your browser's localStorage on your device. This means data exists only on the device and browser you use. Clearing your browser data or using a different browser/device will result in loss of access to your data.
Security Measures:
Passwords are stored using one-way cryptographic hashing and are never stored or transmitted in plaintext
Admin access requires a password plus a one-time 6-digit two-factor authentication code
Session tokens expire after 30 minutes of inactivity
All Platform communications are served over HTTPS
File uploads are size-limited and type-restricted
Retention Period: Your data is retained for as long as your account is active. When you delete your account, all personal data — including your profile, job applications, uploaded documents, and session data — is immediately and permanently deleted from the Platform. We do not retain any backup copies of deleted account data.
No method of electronic storage is 100% secure. While we implement commercially reasonable security measures, we cannot guarantee absolute security. In the event of a data breach that poses a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as required by PIPEDA.
7. Your Rights Under Canadian Privacy Law
Under PIPEDA and applicable provincial legislation, you have the following rights, which you may exercise at any time:
Right of Access: Request a copy of all personal data we hold about you. Contact privacy@trackruit.ca and we will respond within 30 days.
Right to Correction: Update inaccurate or incomplete information at any time through the "Edit Profile" function in your account.
Right to Deletion (Right to be Forgotten): Delete your account and all associated data at any time through Settings → Delete My Account. Deletion is immediate and irreversible.
Right to Withdraw Consent: Withdraw consent for any non-essential processing by updating your notification preferences in Settings, or withdraw all consent by deleting your account.
Right to Data Portability: Export your application data at any time using the Export Excel function available in your profile.
Right to Complain: File a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376 if you believe we have violated your privacy rights.
Right to Know About Automated Decision-Making: Trackruit does not use automated decision-making or profiling that produces legal or similarly significant effects on candidates.
8. Cookies, Tracking, and Analytics
Trackruit uses no advertising cookies, tracking pixels, third-party analytics tools, or persistent identifiers. We use only browser localStorage to maintain your login session and store your data locally. We do not integrate with Google Analytics, Facebook Pixel, Hotjar, or any similar tracking service. No data is shared with advertising networks.
9. Children's Privacy
Trackruit is intended for use by individuals aged 18 years and older. We do not knowingly collect personal information from individuals under 18. If you are under 18, you must not use this Platform. If we become aware that we have inadvertently collected data from a person under 18, we will delete that data immediately.
10. International Data Transfers
Your data is stored locally on your device within Canada. If you choose to integrate third-party services (Google Sheets, Telegram), data processed by those services may be transferred to and stored in countries outside Canada. Such transfers are governed by the privacy policies of those third-party providers, not by this Policy. We recommend reviewing the privacy policies of any third-party services you connect.
11. Terms of Use and Acceptable Use Policy
By using Trackruit, you agree to:
Provide accurate, current, and complete information. Providing false information constitutes a material breach of these Terms.
Use the Platform solely for legitimate personal job search and career management purposes.
Not attempt to access other users' accounts, manipulate the Platform, or circumvent security measures.
Not upload content that is illegal, defamatory, obscene, or infringes any third party's intellectual property rights.
Not use the Platform to engage in discrimination, harassment, or any unlawful employment practices.
Maintain the confidentiality of your password. You are responsible for all activity under your account.
Limitation of Liability: To the maximum extent permitted by applicable law, Trackruit shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Platform, including but not limited to loss of data, employment opportunities, or business opportunities. Our total liability shall not exceed CAD $100.
Indemnification: You agree to indemnify and hold harmless Trackruit and its operators from any claims, losses, or damages arising from your breach of these Terms or your misuse of the Platform.
Governing Law: These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes shall be subject to the exclusive jurisdiction of the courts of Ontario, Canada.
Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall remain in full force and effect.
12. Changes to This Policy
We may update this Privacy Policy and Terms of Use from time to time. Material changes will be communicated by posting a notice on the Platform and, where practicable, by email to registered users at least 14 days before the changes take effect. Continued use of the Platform after the effective date constitutes acceptance of the revised Policy. The current version and effective date are always displayed at the top of this page.
13. Contact and Complaints
For privacy inquiries, requests to exercise your rights, or concerns about this Policy, contact our Privacy Officer:
Email: privacy@trackruit.ca Subject line: "Privacy Request — [Your Name]" We will acknowledge your inquiry within 2 business days and resolve it within 30 days.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada:
Website: priv.gc.ca
Toll-free: 1-800-282-1376
Receive instant alerts when candidates register and a daily summary at 10 PM. How to set this up
Step-by-step:
1. Open Telegram, search @BotFather, send /newbot
2. BotFather gives you a Bot Token (looks like 123456789:AABBcc...)
3. Create a Telegram Channel, add your bot as Admin
4. Forward any channel message to @userinfobot to get the Channel ID
5. Paste both below and click Save & Test
Google Sheets Live Sync
Connect a Google Sheet for real-time candidate and application data. How to set this up
Step-by-step:
1. Go to sheets.google.com, create a new spreadsheet named "Trackruit Dashboard"
2. Click Extensions → Apps Script → delete existing code
3. Click "Copy Apps Script" below, paste it in
4. Deploy → New Deployment → Web App → Execute as Me, Anyone can access
5. Copy the Web App URL and paste below
Email Notifications
Choose which email notifications you want to receive at your registered email address.
Danger Zone
Permanently delete your Trackruit account and all associated data including profile, applications, and uploaded documents. This cannot be undone.
Email Notifications
Choose which email notifications you want to receive at your registered email address.
Danger Zone
Permanently delete your Trackruit account and all associated data including profile, applications, and uploaded documents. This cannot be undone.
🔐 Change Admin Password
📨 Telegram Notifications
Connect your Telegram bot to receive instant alerts when a candidate registers, and a daily summary at 10:00 PM.
How to set this up →
Step-by-step Telegram setup:
1. Open Telegram and search for @BotFather
2. Send /newbot and follow the prompts to name your bot
3. BotFather gives you a Bot Token — looks like 123456789:AABBccdd... — paste it below
4. Create a Telegram Channel (or use existing). Make your bot an Admin of that channel
5. To get the Channel ID: forward any message from your channel to @userinfobot — it shows the ID (starts with -100...)
6. Paste both below and click Save & Test
📊 Google Sheets Live Sync
Connect a Google Sheet to automatically sync all candidate and application data in real time.
How to set this up →
Step-by-step Google Sheets setup:
1. Go to sheets.google.com and create a new spreadsheet
2. Name it Trackruit Dashboard
3. Click Extensions → Apps Script
4. Delete existing code and paste the script from the "Copy Script" button below
5. Click Deploy → New Deployment → Web App
6. Set Execute as: Me, Who has access: Anyone → click Deploy
7. Copy the Web App URL and paste it below
8. Click Save & Test Sync
Applications by field
Outcome rates (all candidates)
Candidate database
Add Application
Upload Resume
Upload Cover Letter
Admin access
Enter the admin password to continue.
Session expires in 5:00
Two-Factor Verification
Enter the 6-digit code shown in the orange box below
Edit My Profile
Profile Photo
JPG or PNG, max 2MB. Shown on your profile card.
Click to upload new resume
Click to upload new cover letter
Danger Zone
Permanently delete your Trackruit account and all associated data. This cannot be undone.