1.Overview
This Privacy Policy explains how Caspian Solutions ("Caspian", "we", "us") collects, uses and shares personal information when you visit ats.apexsales.ai (the "Site") or use the Apex ATS application, careers pages, feeds and related services (the "Service"). It also explains the different roles we play: we are the controller for Site visitors and for the account details of our customers' users, and we are a processor for applicant data that our customers store in their workspaces.
2.What we collect on the website
- Form submissions: when you request a demo, contact us, apply for a service or partner program, or ask for support, we collect the information you enter. Submissions are stored when the form service is available and routed through the configured delivery provider; contact [email protected] directly if a form reports an error.
- Account sign-up: when you create an account we collect your name, email, password (stored hashed by our authentication provider), organization name and timezone.
- Technical data: server logs record IP address, browser type, referring page, pages viewed and timestamps. We use these for security and to understand how the Site is used.
- Cookies: see the Cookies section below and our Cookie Policy.
3.What we collect in the product
- User account data: name, email, role, workspace membership, login events and support requests from the people our customers invite.
- Customer content: jobs, templates, settings, notes, and configuration such as connected messaging accounts.
- Applicant data: the information applicants submit through a customer's careers page or that a customer uploads, including name, contact details, city, LinkedIn URL, resume file and extracted text, screening answers, cover letter, source, SMS consent status and the messages, notes, scores, stage history and interviews attached to the record.
- Messaging data: when a provider is authorized and enabled, the content, timestamps, delivery status and provider identifiers of SMS and email sent and received through the Service, including recorded opt-out events.
- Usage data: which features are used and when, aggregated to improve the Service.
4.Applicant data and the employer's role
If you applied for a job through an Apex ATS careers page, the employer you applied to generally controls that application data. The applicable roles and instructions must be set out in the written terms for the employer's workspace. Contact the employer about how it uses and retains your application.
To access, correct or delete your application, contact the employer first; their contact details are on their careers page. If you cannot reach them, email us at [email protected] and we will pass on your request and help the employer respond.
5.How we use information
- To provide enabled features: host workspaces, process applications, support candidate review, and provide configured messaging, interview, feed and reporting functions.
- To run accounts: authentication, applicable account administration, support and service notices.
- To respond to you: answer demo, contact, support and partner requests.
- To improve and secure the Service: monitor performance, detect abuse, fix bugs and understand aggregate usage.
- To review requests for product updates submitted through the website. The current form sends a request to Caspian; it does not enroll you in an automated newsletter list.
- To comply with law and enforce our terms.
Caspian's stated policy is not to sell personal information, use applicant data to train models for third parties, or show advertising. Production data flows and provider settings should be checked against this notice before launch.
7.SMS and email data
SMS and email processing occurs only when a workspace has an authorized and configured provider. Message content and metadata may pass through those providers and be recorded in the workspace. The application form records the applicant's SMS consent selection when provided. Recognized STOP messages are intended to block further SMS when inbound routing is configured; verify consent, delivery and opt-out behavior for the active workspace before outreach. Our SMS program terms are subject to workspace configuration and written pilot terms.
8.How long we keep information
- Website form submissions and account data: retained only as needed for the applicable request, account and written service terms.
- Applicant data: retention and deletion are controlled by the employer's instructions and the applicable written data terms. Self-service deletion and retention settings are not available in every workspace.
- Technical, security, legal and billing records: retention depends on operational needs, applicable law and the terms governing the account.
9.Security
Apex uses employer-scoped access controls, server-side validation and private résumé storage features where enabled. Production policies, provider settings and data-access boundaries must be verified for the active deployment before live applicant data is entered. No system is perfectly secure; report concerns to [email protected].
10.Sharing and subprocessors
We share personal information only with providers that help us run the Service, under contracts that restrict their use of it:
- Supabase (database, authentication and file storage) and Cloudflare (application hosting and delivery).
- Twilio, Resend and Zoho Recruit when an authorized workspace action sends data to those providers.
- Other providers used to deliver website forms or a customer-authorized feature, as identified in the applicable written terms.
We may also disclose information when required by law, to protect the rights and safety of people or the Service, or as part of a merger or acquisition, in which case this policy continues to apply to the transferred data. The current subprocessor list is maintained in the Data Processing Addendum.
11.International transfers
Provider regions and transfer mechanisms depend on the active deployment and connected accounts. Confirm the applicable hosting regions and any required transfer terms in the written agreement before cross-border processing begins.
12.Your rights
Depending on where you live you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, to withdraw consent, and to complain to a supervisory authority. California residents have the rights described in our GDPR and CCPA notice, including the right to know, delete and correct, and the right to opt out of sale or sharing (we do neither).
To exercise a right, email [email protected]. We may need to verify your identity and will handle requests within the time required by applicable law. If your request concerns an application you made to an employer, contact that employer first; we can help route a request when appropriate under the applicable written terms.
13.Children
The Site and Service are for business use and are not directed to children under 16. We do not knowingly collect personal information from children. Employers who accept applications from people under 18 are responsible for complying with applicable youth employment and privacy laws. If you believe a child has provided us information, email us and we will delete it.
14.Changes to this policy
We may update this policy as the Service and the law change. We will post the current version on this page and identify its effective date. Where required, we will provide additional notice through the account or other appropriate channel.
15.Contact
Caspian Solutions, operator of Apex ATS. Email [email protected] for privacy questions or requests. Our privacy contact handles GDPR and CCPA requests and can be reached at the same address.
Last updated: September 2026.