Team Collaboration Policy

2.1 Team Creator

The Team Creator has the following rights and responsibilities:

• Create and configure team settings
• Invite and remove team members
• Define team name, department, and description
• Share applicants with team members
• Monitor team activity and collaboration
• Ensure compliance with this Policy and applicable laws
• Delete the team and all associated data
• Maintain accountability for team actions and data handling

2.2 Team Members

Team Members have the following rights and responsibilities:

• Access shared applicant information
• Evaluate and provide feedback on candidates
• Participate in collaborative hiring decisions
• Communicate via encrypted team messages
• Validate and approve recommendations
• Maintain confidentiality of candidate data
• Use team features professionally and ethically
• Report any policy violations or security concerns

2.3 Shared Accountability

Both Team Creators and Members are jointly responsible for:

• Protecting candidate privacy and personal data
• Complying with data protection regulations (GDPR, CCPA, etc.)
• Maintaining professional conduct in all team interactions
• Preventing unauthorized access to team data
• Reporting security incidents or data breaches immediately

3.1 Shared Data Types

When applicants are shared with a team, the following information becomes accessible to all team members:

• Candidate personal information (name, email, contact details)
• Resume and application documents
• Assessment scores and AI-generated evaluations
• Interview recordings and transcripts
• Application status and timeline
• Team member evaluations and feedback
• Communication history related to the application

3.2 Access Controls

• Only active team members can access shared applicant data
• Access is automatically revoked when a member is removed from the team
• Team Creators can monitor who has accessed shared applicants
• All access events are logged for audit purposes
• Sharing is limited to applicants for jobs created by the Team Creator

3.3 Data Retention

• Shared applicant data remains accessible to team members until explicitly unshared or the team is deleted
• Team evaluations and feedback are retained as part of the application record
• When a team is deleted, all team-specific data (messages, evaluations, sharing history) is permanently removed
• Individual applicant data is retained according to our Privacy Policy

4.1 End-to-End Encryption (E2EE)

Team messages are protected with end-to-end encryption:

• Messages are encrypted on your device before transmission
• Only team members with valid encryption keys can decrypt messages
• Cjobfit cannot access the content of encrypted team messages
• You are responsible for securing your encryption password
• Lost encryption passwords cannot be recovered - messages will be permanently inaccessible

4.2 Confidentiality Obligations

All team members must:

• Keep all candidate information strictly confidential
• Not share candidate data outside the team without proper authorization
• Not use candidate information for purposes other than hiring decisions
• Protect login credentials and encryption keys
• Not screenshot, copy, or export candidate data without legitimate business need
• Report any suspected data breaches or unauthorized access immediately

4.3 Security Best Practices

• Use strong, unique passwords for your Cjobfit account
• Enable two-factor authentication when available
• Do not share your account credentials with others
• Log out when using shared or public devices
• Keep your encryption password secure and private
• Regularly review team member access and remove inactive users

5.1 Collaborative Assessment

• Team members can provide independent evaluations and ratings
• All evaluations should be objective, fair, and based on job-relevant criteria
• Evaluations must comply with anti-discrimination laws and regulations
• Team members should disclose any conflicts of interest
• Evaluations are visible to all team members for transparency

5.2 Recommendation Protocol

• Team members can recommend candidates for advancement
• Recommendations should include clear justification and supporting evidence
• Other team members can validate or suggest changes to recommendations
• Final hiring decisions remain with the Team Creator or designated authority
• All recommendation activity is tracked for audit purposes

5.3 Validation Process

• Team members can validate recommendations made by others
• Validators should review all available information before approving
• Validators can suggest changes or request additional information
• Validation decisions should be made promptly to avoid delays
• Disagreements should be resolved through team discussion or escalation

6.1 Professional Standards

All team members must:

• Treat candidates with respect and dignity
• Maintain professional communication in team messages
• Provide constructive, honest feedback
• Respect diverse perspectives and opinions
• Avoid conflicts of interest in hiring decisions
• Comply with all applicable employment laws and regulations

6.2 Prohibited Activities

Team members must NOT:

• Discriminate based on protected characteristics (race, gender, age, religion, disability, etc.)
• Share candidate information with unauthorized parties
• Use candidate data for personal gain or competitive advantage
• Harass, intimidate, or retaliate against candidates or team members
• Manipulate or falsify evaluation data
• Circumvent security measures or access controls
• Use team features for non-hiring purposes
• Engage in fraudulent or deceptive practices

6.3 Consequences of Violations

Violations of this Policy may result in:

• Removal from the team
• Suspension or termination of Cjobfit account
• Legal action for damages or regulatory violations
• Reporting to relevant authorities for serious violations
• Liability for any resulting harm or losses

7.1 User Responsibility

You acknowledge and agree that:

• You are solely responsible for your use of team features
• You are responsible for the accuracy and legality of your evaluations and decisions
• You must comply with all applicable employment and data protection laws
• Cjobfit provides tools but does not make hiring decisions on your behalf
• You are responsible for obtaining necessary consents from candidates

7.2 Indemnification

You agree to indemnify and hold harmless Cjobfit, its affiliates, and their respective officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your violation of this Policy
• Your violation of any applicable laws or regulations
• Your hiring decisions or employment practices
• Unauthorized disclosure of candidate information
• Discrimination or harassment claims
• Any other misuse of team features

7.3 Limitation of Liability

To the maximum extent permitted by law, Cjobfit shall not be liable for:

• Hiring decisions made by team members
• Disputes between team members
• Loss of encrypted data due to lost passwords
• Unauthorized access resulting from user negligence
• Indirect, incidental, or consequential damages

8.1 Member Removal

When a team member is removed:

• Access to shared applicants is immediately revoked
• Access to team messages is removed
• Previous evaluations and feedback remain in the system for audit purposes
• The member cannot rejoin without a new invitation
• All team-related permissions are permanently removed

8.2 Team Deletion

When a team is deleted by the Team Creator:

• All team members lose access to shared applicants
• Team messages are permanently deleted (cannot be recovered)
• Team evaluations and sharing history are removed
• Team settings and configuration are deleted
• Individual applicant data is retained according to our Privacy Policy
• This action is irreversible and cannot be undone

8.3 Account Termination

If your Cjobfit account is terminated:

• You are automatically removed from all teams
• Teams you created may be transferred or deleted
• Your evaluations and feedback remain for audit purposes
• Access to all team features is permanently revoked