Privacy Notice for Businesses Responding to a Request for Qualifications

Who this notice covers

goCloudOffice, Inc. ("we", "goCloudOffice") publishes requests for qualifications so that independent businesses can offer us their services. This notice explains how we handle the personal information we receive when your business responds — information about you as the principal or contact of the business, and about the personnel your business names as the people who would perform the services — and how we handle information about the business itself. It supplements our website Privacy Policy at https://www.gocloudoffice.com/legal. In this notice, "the request page" means the page at https://careers.gocloudoffice.com/, a goCloudOffice address at which Manatal hosts the page for us, where our requests for qualifications are published and responses are submitted. Manatal also shows the same page at https://gocloudoffice.careers-page.com/ and, until Manatal retires it, at the earlier address https://www.careers-page.com/gocloudoffice; this notice covers the page at each of these addresses in the same way. Our website at www.gocloudoffice.com is covered by our website Privacy Policy, runs no analytics tags and honors the Global Privacy Control signal. The request page is not part of our website: although its address carries our name, Manatal operates it, and our website Privacy Policy, cookie banner and cookie choices do not apply to it. On the request page, Manatal shows its own platform sentence beneath this notice; it records that Manatal's terms govern the use of Manatal's platform, and nothing in it changes this notice. We wrote this notice to California law and we apply it to every respondent, wherever the business is located. Respondents are businesses.

What we collect

(1) Identifiers of the people named in a response: name, business email address, business telephone number and the links you provide (for example a LinkedIn profile or a firm website), and, where Manatal records it with the response, the IP address and browser information of the person who submitted it. (2) Professional information: the résumés or profiles of the personnel your business names, their work history, skills, certifications and work samples; the references your business names and what they tell us; our notes from qualification calls; and your correspondence with us. (3) Education information contained in those résumés or profiles. (4) Information we create: criterion-by-criterion summaries of a response against the posted qualifications (some drafted with AI assistance), our decision notes, and an audit record of when and how AI assistance was used (identifiers and field names only, never content). (5) Information about the business, which is not personal information: legal name, entity type, years in business, licences, insurance, current clients by count and industry, rates and commercial terms, and website or directory listings. (6) Only if your business is selected, at contracting: a Form W-9, certificates of insurance and licence copies, and any Social Security number described under "Sensitive personal information", which we keep in our finance vendor file and never on the request page; where a customer requires background checks, your business runs them on its own personnel and certifies completion to us, and we do not receive the reports. Apart from the items in (6), we do not ask for photographs, dates of birth, home addresses, government identification numbers, citizenship or immigration status, salary history or criminal history, and the response form on the request page has no such fields. Please send résumés without them.

Sensitive personal information

We do not ask for it, with one exception: at contracting, we may ask a sole proprietorship or single-member LLC for its owner's Social Security number, on Form W-9 or for California's Form DE 542 report, and we use it only for the tax and state reports the law requires. If a résumé, profile or form entry includes some (for example a photograph or a health detail), we do not use it in any decision and we do not use AI to draw inferences from it. Because we do not use sensitive personal information to infer characteristics about anyone, no "limit the use" link is required.

Where it comes from

Your business, through the request page, in correspondence and in qualification calls; the personnel and references your business names; the public professional profiles and directory listings that your business points us to or that we used to invite the response; and our own notes. A message about a request or a response that your business sends through our website contact form is handled under this notice as correspondence with us.

Why we use it

To evaluate a response against the posted qualifications; to communicate with your business and schedule qualification calls; to verify what a response says and to check references; to make and record our selection decision; to provide a reasonable accommodation for a qualification call on request; to meet contracting, tax and record-keeping laws; to keep our systems secure and detect fraud; to establish or defend legal claims; and, if your business is selected, to open our vendor record and contract with it. We do not collect demographic information from respondents.

AI assistance

We may use AI-assisted tools — Manatal, the platform that hosts the request page and stores responses, and AI models provided by Anthropic — to organize responses and the correspondence about them, including messages sent through our website contact form, to summarize responses against the posted qualifications, and to draft our communications. These tools do not make decisions, do not score, rank, grade or reject any response, and never recommend rejection: every decision is made by a person at goCloudOffice who reads the response. We do not use AI to infer characteristics protected by law. Anthropic processes response information only on our instructions, does not use it to train its models, and retains it for up to 30 days (longer only where safety or legal reasons require). Manatal's own AI scoring and recommendation features are not used for our requests. You may ask us to review your response without AI assistance, to have a person re-review any step, or to explain what part, if any, AI assistance played in a decision about your response, through our contact form at https://www.gocloudoffice.com/contact/ or by writing to goCloudOffice, Inc., Attention: Privacy, 99 Almaden Blvd, Suite 600, San Jose, CA 95113; asking will not affect how we evaluate the response. Where a law requires a specific notice of AI use in selection or recruitment, this notice is that notice.

Who receives it; sale and sharing

We do not sell personal information and we do not share it for cross-context behavioral advertising, and we have not done so in the preceding 12 months. We disclose it only to service providers bound by contracts that limit them to our instructions — Manatal (hosting of the request page and storage of responses; data stored in the United States), Anthropic (AI models), Microsoft (email and calendar), Cloudflare (the audit record of AI use and the transfer of records between our systems), Google (storage of response records and documents in our Google Workspace account), Box (document storage) and Intuit (accounting and tax forms for a selected business); to a customer, where a request states that the customer will contract directly with the selected business, for that purpose only; and to professional advisers and public authorities where the law requires.

Tags on the request page

The request page is hosted by Manatal at a goCloudOffice address, https://careers.gocloudoffice.com/, which points to Manatal's service; everything the page loads comes from Manatal's systems, not ours. Manatal loads its own Google Analytics tag and an error-reporting script on the request page (on the earlier address, the same Google Analytics runs through a Google Tag Manager container), and collects technical information about a visit there — such as IP address, device and browser details, the pages viewed, the requests opened and whether a response was submitted — for Manatal's own purposes under Manatal's privacy policy (https://www.manatal.com/privacy-policy), not on our instructions. Because the request page is at a goCloudOffice address, the cookies that Manatal's analytics tag sets there (named _ga and _ga_ followed by an identifier) carry our domain name, gocloudoffice.com, and your browser may send them to our website as well; our website does not read or use them, and we have asked Manatal to confine them to the request page's own address. The analytics tag does not receive the contents of a response. We did not configure these tags, we place no tag of our own on the request page, and we do not receive the information they collect. We cannot switch these tags off ourselves; we have asked Manatal to remove them from the request page and will update this notice when it answers. The request page shows no cookie banner and does not act on the Global Privacy Control signal. Our website at www.gocloudoffice.com runs no analytics tags and honors that signal, as our website Privacy Policy states.

How long we keep it

Response records — including AI-drafted summaries, decision notes and correspondence — for four years from the later of the date we receive the response and the date of our final decision on it, and longer where a legal claim, investigation, litigation hold or other legal obligation requires. If your business is selected, its response becomes part of our vendor file, which we keep for four years after the engagement ends; we keep the contracting documents listed in "What we collect" (6) for the same period, except a Form W-9 and any Social Security number, which are tax records that we keep for seven years after our last payment to the business. We do not rely on automatic deletion: a person reviews and deletes eligible records in Manatal and in our document storage each quarter; deletion happens in the review that follows the end of the period. The audit record of AI use is kept on an immutable log for five years from creation, longer where a legal claim requires. Copies processed by Anthropic are deleted within 30 days as described above. Technical information that Manatal collects on the request page for its own purposes is kept by Manatal under its privacy policy.

Your rights

These rights belong to people, not to businesses; a business may ask us to update its business information at any time. If you live in California you may ask what personal information we hold about you and receive a copy, ask us to correct it, ask us to delete it, and ask us to limit the use of sensitive personal information. Use our contact form at https://www.gocloudoffice.com/contact/, or write to goCloudOffice, Inc., Attention: Privacy, 99 Almaden Blvd, Suite 600, San Jose, CA 95113. We confirm receipt within 10 business days and respond within 45 days (extendable once by 45 days with notice). We verify requests against the information on file and may ask you to confirm from the email address the response came from; an authorized agent may act for you. Some records must be kept by law and cannot be deleted before the retention period above ends; when that applies we tell you what we kept and why. We do not discriminate or retaliate against anyone for exercising these rights.

Contact and changes

Questions about this notice: use our contact form at https://www.gocloudoffice.com/contact/, or write to goCloudOffice, Inc., Attention: Privacy, 99 Almaden Blvd, Suite 600, San Jose, CA 95113. We will post any change to this notice with a new "last updated" date.