Privacy Statement and Website Terms of Use
Visibility HR · visibilityhr.com and the Visibility HR platform
Effective date: October 1, 2026 · Replaces the Privacy Policy dated August 1, 2021 and the privacy sections of the Data Security and Privacy Statement dated August 1, 2021
Visibility HR is a service of Visibility Software, LLC, 1215 Friend Street, Newberry, South Carolina 29108. From January 1, 2027, that company will be Visibility HR, LLC, the successor by merger to Visibility Software, LLC. In this statement, "we" and "us" mean that company.
We handle two very different kinds of personal information, and this statement is organized around that difference. Part 1 covers what happens when you visit our website, fill out a form, or talk to us about working together. Part 2 covers the Visibility HR platform: the recruiting, onboarding, and training management software our clients use to hire and develop their people. In the platform, the information belongs to our client and the people who applied to or work for that client. We process it on the client's instructions and do not use it for our own purposes.
If you applied for a job or completed onboarding or training through a careers page or portal that one of our clients runs on our platform, that client is responsible for your information. Their privacy notice governs, and requests about your information should go to them. Part 2 explains what we do on their behalf and how we can help you reach them.
When you visit visibilityhr.com we receive the technical information any website receives: IP address, browser and device type, pages viewed, the page that referred you, and the date and time of your visit. We use cookies and similar technologies for the site to function, to remember your preferences, and to understand how the site is used. At launch, the site uses Webflow site analytics, Google Analytics 4, and the LinkedIn Insight Tag.
When you fill out a form, request a Talent Improvement Session, register for a webinar, download a resource, or subscribe to updates, we collect what you give us: typically your name, work email, phone number, company, title, and the area you want to talk about. When you become a client, we also hold the contact and billing information needed to run the account.
We use this information to respond to you, to deliver the session or resource you asked for, to run and improve the website, to send updates you have asked for or that relate to a service you use, and to keep records of our business relationship. We keep contact and account information in our customer relationship system (EngageBay) and our email and calendar systems (Microsoft 365).
We do not sell personal information. We do not share it with third parties for their own marketing. We do not buy or rent contact lists.
Every marketing email we send includes an unsubscribe link, and we honor requests within ten days. You can also write to us at the address in Section 3.5. Unsubscribing from marketing does not stop service messages about an account you hold with us.
Service providers that run our website, hosting, analytics, email, CRM, scheduling, and webinar tools see personal information only as needed to provide those services to us, under contracts that restrict their use of it. We disclose information when the law requires it, to protect our rights or safety or those of others, and to a successor in a merger or reorganization of our business, who takes it subject to this statement.
We keep website form and contact information for as long as we have an active conversation or business relationship with you and for a reasonable period afterward for our records, then delete or anonymize it. You can ask us to delete it sooner (Section 3.2).
Our clients use the platform to publish jobs, receive applications, screen and communicate with candidates, complete new-hire paperwork, and assign and track training. The people whose information is in the platform are the client's applicants, candidates, employees, contractors, and volunteers. The client decides what information to collect, why, how long to keep it, and who at the client can see it. In privacy-law terms, the client is the controller or business and we are the processor or service provider. We act only on the client's documented instructions, which are set out in our Subscription Agreement and this statement.
What is collected depends entirely on how the client configures its careers page, application, onboarding forms, and training records. It can include contact details, work and education history, resumes and cover letters, answers to application questions, references, interview recordings or notes, eligibility and identification documents used for onboarding (such as I-9 supporting documents), tax and payroll setup forms, emergency contacts, and training assignments, completions, scores, and certifications. Some clients collect information that is sensitive, such as Social Security numbers, dates of birth, self-identification for equal-opportunity reporting, or accommodation requests. We tell clients to collect only what they need and to review the legal requirements for anything sensitive, and we provide field-level controls to limit it.
The platform lets a client write its own application questions, assign points to answers, and choose whether a particular answer removes an applicant from the active process for that position. We want to be plain about how this works. The client writes the questions, chooses the answers, sets the points, and decides which answers, if any, end the process. The platform applies those rules exactly as written. It does not score, rank, or reject applicants using artificial intelligence, machine learning, or any model we built or trained. An applicant removed by a client's rule receives a status the client selects, stays in the system attached to the position, and remains visible to the client, which can review and reverse the result at any time. Whether a client's screening questions comply with employment and anti-discrimination law, and whether any notice is owed to applicants where the client hires, is the client's responsibility; we provide the controls and the audit history to support it.
When a candidate uploads a resume, the platform may use a parsing service to read it and fill in application fields so the candidate does not have to retype them. Parsing extracts text; it does not evaluate the candidate. Candidates can review and correct what was filled in. The platform also automates routine steps a client configures, such as acknowledgment emails, interview scheduling messages, onboarding task reminders, and training due-date notices. None of these makes a hiring, employment, or training decision.
We use a small number of service providers to operate the platform. Each is bound by a written contract to use client data only to provide its service to us and to protect it. As of the effective date they are:
We will post changes to this list on this page and notify clients through the update subscription at https://go.visibilitysoftware.com/legal/subscription/form at least 30 days before a new subprocessor handles client data, so a client can raise an objection under the Subscription Agreement.
We use client data only to provide, support, secure, and improve the platform for that client, and as the Subscription Agreement permits. We do not sell it, use it to market to candidates or employees, combine it across clients to build profiles, or use it to train artificial-intelligence models. We may produce aggregated, de-identified statistics (for example, average time-to-fill across all clients) that cannot reasonably be used to identify a client, a candidate, or an employee.
We maintain administrative, physical, and technical safeguards designed to protect client data, including encryption in transit, encrypted password storage, multi-factor authentication for administrative access, network firewalls and intrusion detection, role-based access within the platform, logging, and rolling backups stored in a separate region. Our Security Overview page describes these controls in more detail, and a fuller description is available to clients on request. No system is perfectly secure; clients control their own users' access and are responsible for keeping credentials confidential.
Read the Security Overview →If we confirm a security incident that has resulted in unauthorized access to, disclosure of, or loss of client data, we will notify the affected client without undue delay and in any event within 48 hours of confirming it, with what we know, what we have done, and what we recommend. The client is responsible for any notice owed to its applicants or employees or to regulators; we will support the client with the information it needs to make those notices.
During the subscription, the client controls retention and can delete records at any time using the platform's tools. Within ten days after a subscription ends, a client may request an export of its data, which we deliver in a standard format. We delete the client's database, including all applicant and employee records, from our production environment within 30 days after the subscription ends, and from backups within 180 days after that, except where the law requires us to keep something longer.
If you want to access, correct, or delete information about you in a client's system, or to ask how it has been used, please contact the employer you applied to or work for. Their notice tells you how. If you contact us instead, we will tell you which client holds your information and pass your request to them; we cannot act on it ourselves without the client's instruction, because the information is theirs. We support clients' responses to these requests with the platform's export, correction, and deletion tools.
Depending on where you live, state law may give you rights to know what personal information a business holds about you, to correct or delete it, to obtain a copy, and to opt out of its sale or sharing. We do not sell or share personal information for cross-context behavioral advertising. If you are a California resident, the California Consumer Privacy Act applies to job applicant and employee information; for information in a client's platform account we act as the client's service provider, and your request should go to the client, which is the business responsible for it. For information we hold as a business in Part 1, contact us as described in Section 3.5 and we will respond within the time the law allows, after verifying your identity. We do not discriminate against anyone for exercising privacy rights.
For information we hold under Part 1, you may ask us to tell you what we have, correct it, delete it, or stop sending you marketing. Write to the address in Section 3.5. We will confirm your identity using the email address on file and respond within 45 days, or tell you if we need longer and why.
Our platform and our business operate in the United States, and client data is stored and processed here, with one exception: one-way video interviews, when a client enables them, are processed by our provider in Spain (see Section 2.5). If a client collects information from people in the European Economic Area, the United Kingdom, or Switzerland, the client is responsible for the lawful basis and notices required there, and we process the data under a data processing addendum incorporating the applicable standard contractual clauses, which we make available to clients on request. Individuals in those regions should direct requests to the client as described in Section 2.10.
Our website and platform are for adults. Clients may not use the platform to knowingly collect personal information from anyone under 16 without a parent's or guardian's consent, and we do not knowingly collect it through our website. If we learn we have collected information from a child without appropriate consent, we will delete it.
Visibility HR, Attn: Privacy, 1215 Friend Street, Newberry, SC 29108 · privacy@visibilityhr.com · 1-800-914-9594.
When we change this statement, we will post the new version here with a new effective date and, for changes that affect how we handle client data in the platform, notify clients through the update subscription at https://go.visibilitysoftware.com/legal/subscription/form at least 30 days in advance. We will not make a change that materially reduces the protections for client data described in Part 2 without the notice the Subscription Agreement requires.
Effective date: October 1, 2026. Replaces the Terms of Use dated August 1, 2021.
These terms govern your use of visibilityhr.com and any page, form, download, video, or other content we make available on it (together, the "Site"). The Site is operated by Visibility Software, LLC, doing business as Visibility HR, 1215 Friend Street, Newberry, South Carolina 29108. From January 1, 2027, the operator will be Visibility HR, LLC, its successor by merger. "We" and "us" mean that company.
By using the Site you agree to these terms. If you do not agree, please do not use the Site.
The Site describes our consulting, platform, and talent lifecycle support services, offers articles and other resources, and lets you contact us, request a Talent Improvement Session, register for events, and subscribe to updates. It is informational. Nothing on the Site is legal, tax, or compliance advice, and nothing on it is an offer to sell or a contract to provide services. Services are provided only under a signed agreement.
The Visibility HR platform, and any careers page, applicant portal, onboarding portal, or training portal that one of our clients runs on it, is not part of the Site. Access to the platform is governed by the client's Subscription Agreement with us and, for applicants and employees, by the client's own terms and privacy notice. If you reached the Site from a client's careers page, the client is responsible for that page and for your application.
You may use the Site for lawful purposes and in a way that does not interfere with anyone else's use of it. You agree not to: copy, scrape, crawl, or harvest content or contact information from the Site by automated means; attempt to gain unauthorized access to any part of the Site or the systems behind it; probe, scan, or test the vulnerability of the Site; introduce malware or any harmful code; submit false or misleading information through our forms; use the Site to send unsolicited commercial messages; or remove any copyright, trademark, or other proprietary notice from content you obtain from the Site.
The Site and everything on it, including text, graphics, logos, video, downloadable resources, the Visibility HR name and logo, and the names of our methods and services (including the Talent Improvement Session, the Talent Improvement Plan, the Visibility HR Method, and the Visibility HR Activation Method), are owned by us or our licensors and protected by copyright, trademark, and other laws. You may view, download, and print content from the Site for your own internal business use in evaluating or working with us, provided you keep all proprietary notices intact. Any other use, including republication, commercial distribution, or use to build a competing offering, requires our written permission.
Legacy product names, including Cyber Recruiter and Cyber Train, remain our trademarks.
Information you submit through the Site, including form entries, is handled as described in our Privacy Statement, which is part of these terms. If you send us ideas, suggestions, or feedback about our services, you agree we may use them without obligation to you. Do not send us confidential information through the Site; use the process described in a signed agreement instead.
The Site may link to, or embed tools from, third parties, such as video hosting, scheduling, event registration, and analytics providers. We do not control those sites or tools and are not responsible for their content, availability, or privacy practices. Your use of them is at your own risk and subject to their terms. A link is not an endorsement.
We work to keep the Site accurate and current, but it may contain errors or become out of date, and we may change, suspend, or remove any part of it at any time without notice. Descriptions of the platform reflect current capabilities as of the date they were published; features described as planned or upcoming are not commitments.
THE SITE AND ITS CONTENT ARE PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, ACCURACY, OR UNINTERRUPTED OR ERROR-FREE OPERATION. THIS SECTION DOES NOT LIMIT ANY WARRANTY WE GIVE IN A SIGNED AGREEMENT FOR OUR SERVICES.
TO THE FULLEST EXTENT PERMITTED BY LAW, WE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, DATA, OR BUSINESS, ARISING OUT OF YOUR USE OF OR INABILITY TO USE THE SITE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SITE WILL NOT EXCEED ONE HUNDRED DOLLARS ($100). SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO SOME OF THESE MAY NOT APPLY TO YOU. THIS SECTION DOES NOT APPLY TO LIABILITY UNDER A SIGNED AGREEMENT FOR OUR SERVICES, WHICH IS GOVERNED BY THAT AGREEMENT.
If you use the Site in violation of these terms or the law and a third party brings a claim against us as a result, you agree to defend and indemnify us against that claim and any resulting costs, including reasonable attorneys' fees.
We may block or suspend access to the Site by anyone who violates these terms or whose use we reasonably believe threatens the Site or others, without notice. Sections 4, 5, 8, 9, 10, and 12 survive any termination.
These terms are governed by the laws of the State of South Carolina, without regard to its conflict-of-laws rules. Any dispute relating to the Site will be brought exclusively in the state courts sitting in Newberry County, South Carolina, or the United States District Court for the District of South Carolina, Columbia Division, and you consent to the jurisdiction of those courts. Disputes under a signed agreement for our services are governed by that agreement.
If you believe content on the Site infringes your copyright, send a notice with the information required by 17 U.S.C. § 512(c)(3) to the address in Section 15, Attn: Copyright Agent. We will respond as the Digital Millennium Copyright Act requires.
We may update these terms from time to time. The effective date at the top tells you when they last changed. For a material change we will post a notice on the Site for at least 30 days. Your continued use of the Site after a change takes effect means you accept the updated terms.
Visibility HR, 1215 Friend Street, Newberry, SC 29108 · privacy@visibilityhr.com · 1-800-914-9594.
