Privacy Policy
Last updated: September 1, 2026
Protecting your privacy throughout the recruiting process is important to us. This notice explains how we collect, use, and protect your information when you apply for a job with or through Phaxis, including how we use artificial intelligence (AI) tools during candidate screening.
This notice applies to all applicants in the United States. We do not employ individuals outside the U.S.
Information We Collect About You
When you apply for a job with Phaxis, we may collect:Information You Provide
- Name and contact details
- Resume, work history, and education
- Certifications or licenses
- Cover letters or work samples, and other materials you choose to submit
- Responses to job‑related questions
- Voluntary demographic information (where allowed)
- Communication records with our recruiting team
Information Collected Automatically
- Device and browser data
- IP address and activity logs
- Log‑in timestamps and usage patterns
- Security and fraud‑prevention signals
Information from Third Parties
- Background check vendors (only after a conditional offer, where legally permitted)
- Job boards or recruiting platforms
- Professional references (with your permission)
- Assessment providers
How We Use AI in Our Hiring Process
To help our recruiters review applications more efficiently and fairly, Phaxis uses AI‑enabled tools. These tools support—but do not replace—human decision‑making.
AI tools may:
- Scan resumes for job‑related qualifications
- Summarize candidate information for recruiters
- Support structured interview processes
- Assist with job‑related assessments
Humans always make the final hiring decision.
Your Rights Under California Law (CCPA/CPRA & AB 331)
If you are applying from California, state law gives you additional rights regarding your personal information and the use of automated tools.
Your Privacy Rights
- Right to Know what personal information we collect and why
- Right to Access your personal information
- Right to Correct inaccurate information
- Right to Delete information (with legal exceptions)
- Right to Non‑Discrimination for exercising your rights
Your AI‑Related Rights (AB 331)
- Right to Notice when AI or automated tools are used
- Right to Opt Out of certain automated evaluations
- Right to Human Review of decisions influenced by AI
- Right to Appeal decisions impacted by automated tools
To use these rights, see the “How to Contact Us” section below.
How We Use Your Information
We use applicant information to:
- Review your qualifications
- Schedule and conduct interviews
- Communicate with you about opportunities
- Conduct background checks (only after a conditional offer)
- Protect system security and prevent fraud
- Comply with legal and regulatory requirements
We do not use your personal information for advertising or marketing.
How We Share Your Information
We may share your information with:
- Recruiting and applicant‑tracking system providers
- AI‑enabled screening or assessment vendors
- Background check companies
- Professional advisers (e.g., legal or compliance)
- Government agencies when legally required
We do not sell your personal information.
How Long We Keep Your Information
We keep your application information only as long as needed for:
- Recruiting and hiring
- Legal and regulatory obligations
- Audit and compliance purposes
Typically, this means 1 year, unless longer retention is required.
Your Rights Under New York City Law (Local Law 144)
If you are applying from New York City, New York City local law gives you additional rights regarding your personal information and the use of automated tools. Within one year from the use of Phaxis’s Automated Employment Decision Tools (“AEDT”) we will conduct and make publicly available a bias audit. Phaxis’s AEDT use began in September 2026.
How We Protect Your Information
We use multiple safeguards to protect applicant data, including:
- Encryption of sensitive data
- Access controls and authentication
- Secure system monitoring
- Restricted access for authorized personnel only
Fairness, Non‑Discrimination, and Human Oversight
We are committed to equitable hiring. Our use of Applicant Tracking Software (“ATS”) and AI tools is governed by internal policies that require:
- Defined job‑related criteria tied to the posted role.
- Periodic and routine quality checks and outcome monitoring to help detect and mitigate potential bias.
- Human review of AI‑assisted recommendations before any adverse decision (e.g., non‑selection).
- The ability to request an alternative, non‑automated process and/or a human review.
How to Opt Out of AI‑Assisted Screening
If you prefer that your application, not be subject to AI‑assisted screening, you may request an alternative process at any time by contacting Jackie Richards (jrichards@phaxis.com) with the subject line “AI Opt‑Out – [Job Requisition #].” We will ensure your application is reviewed by a recruiter or hiring manager without using AI‑assisted screening for that requisition. Opting out will not negatively affect your candidacy.
Please contact Jackie Richards – VP, Human Resources (jrichards@phaxis.com) for any questions about our automated tools.
SMS Communications
If you provide your mobile phone number, Phaxis may send you SMS or text messages related to job application updates or recruitment communications. Message frequency may vary. Message and data rates may apply. You may opt out at any time by replying STOP or request assistance by replying HELP.
Mobile phone numbers and SMS consent are not sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. Mobile numbers may only be used by Phaxis and trusted service providers to deliver messaging services.
Accommodation
We provide reasonable accommodation for qualified applicants with disabilities and to applicants with sincerely held religious beliefs. If you need an accommodation for any part of the application or hiring process, contact Jackie Richards – VP, Human Resources (jrichards@phaxis.com).
Children’s Privacy
Our recruiting process is intended for individuals 18 or older. We do not knowingly collect information from minors.
Updates to This Notice
If we change how we collect or use applicant data, we will update this page with the new effective date.
How to Contact Us
For questions about privacy, your rights, or our use of AI tools, you can contact us at:
Phaxis
Human Resources – Privacy Inquiries
175 Pinelawn Road Ste 304
Melville NY 11747
NOTICE AT COLLECTION OF PERSONAL INFORMATION
Effective Date: September 1, 2026
Phaxis, LLC (“we,” “us,” or “our”) collects personal information from you as described below. This notice explains the categories of personal information we collect, the purposes for which we use it, and your rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA).
Categories of Personal Information We Collect
We collect the following categories of personal information:
- Identifiers — such as name, postal address, email address, telephone number, IP address, account name, or other similar identifiers.
- Customer Records — such as billing address, payment card information, purchase history, or other financial information.
- Protected Classification Characteristics — such as age, gender, or veteran/military status, where applicable.
- Commercial Information — such as products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies.
- Internet or Network Activity — such as browsing history, search history, and information regarding your interaction with our website, application, or advertisements.
- Geolocation Data — such as precise location information from your device, where permitted.
- Audio, Electronic, Visual, or Similar Information — such as photographs, call recordings, or customer service chat transcripts.
- Professional or Employment Information — such as current or past job history, professional licenses, or performance evaluations.
- Education Information — such as enrollment status, academic records, or degrees earned.
- Inferences — such as preferences, characteristics, behavior, or aptitudes derived from other personal information.
- Sensitive Personal Information —such as Social Security number, driver’s license number.
Sources of Personal Information
We collect personal information from the following sources:
- Directly from you when you provide it to us
- Automatically when you use our website, application, or services
- From third-party service providers, business partners, data brokers, or affiliates
- From publicly available sources
Purposes for Collecting and Using Personal Information
We collect and use personal information for the following business and commercial purposes:
- Providing Products and Services — to fulfill orders, process transactions, provide customer support, and deliver requested services.
- Improving and Personalizing Your Experience — to understand your preferences, customize content, and enhance our products and services.
- Marketing and Communications — to send promotional materials, newsletters, and other communications about our products, services, and offers.
- Analytics and Research — to analyze trends, monitor usage, and conduct research to improve our operations and offerings.
- Security and Fraud Prevention — to detect, prevent, and respond to security incidents, fraud, and illegal activity.
- Legal Compliance and Protection — to comply with legal obligations, enforce our terms, and protect our rights, property, and safety.
- Internal Operations — to manage accounts, process payments, maintain records, and conduct audits.
Retention of Personal Information
We retain your personal information for as long as necessary to fulfill the purposes described above, comply with legal obligations, resolve disputes, and enforce our agreements.
Sale and Sharing of Personal Information
We do not sell or share your personal information as those terms are defined under the CCPA/CPRA.
Use of Sensitive Personal Information
Use of Sensitive Personal Information Disclosed:
We use or disclose the following categories of sensitive personal information for the following purposes: [1] to perform services and provide products you request; [2] to process transactions and payments; [3] to maintain and secure our systems, networks, and facilities; [4] to detect, investigate, and prevent security incidents, fraud, and other illegal or harmful activity; [5] to ensure the safety and integrity of our services, systems, and personnel; [6] to comply with legal and regulatory obligations; [7] to administer employment, benefits, and workforce-related processes, where applicable; and [8] for other purposes permitted by applicable law.
The categories of sensitive personal information we may use or disclose for these purposes include social security, driver’s license, state identification card, or passport numbers; racial or ethnic origin; contents of mail, email, and text messages where we are not the intended recipient; biometric information used for uniquely identifying an individual; information concerning a person’s sexual orientation; and information about an individual’s citizenship or immigration status, to the extent such information is collected and applicable to the individual.
You have the right to limit our use and disclosure of your sensitive personal information to only those purposes permitted by law.
Your Rights Under the CCPA/CPRA
You have the following rights regarding your personal information:
- Right to Know — You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business or commercial purposes for collection, and the categories of third parties with whom we share personal information.
- Right to Delete — You may request that we delete personal information we have collected from you, subject to certain exceptions.
- Right to Correct — You may request that we correct inaccurate personal information we maintain about you.
- Right to Opt-Out of Sale or Sharing — You may opt out of the sale or sharing of your personal information by emailing jrichards@phaxis.com.
- Right to Limit Use of Sensitive Personal Information — You may request that we limit our use and disclosure of your sensitive personal information to only permitted purposes by emailing jrichards@phaxis.com.
- Right to Non-Discrimination — You have the right not to receive discriminatory treatment for exercising your CCPA/CPRA rights.
How to Exercise Your Rights
To exercise your rights to know, delete, or correct your personal information, please:
- Call us at 631-870-1313
- Email us at jrichards@phaxis.com
We will verify your identity before processing your request. You may designate an authorized agent to submit requests on your behalf by such as providing written authorization or power of attorney.
Contact Information
If you have questions or concerns about this notice or our privacy practices, please contact us at:
Phaxis, LLC
175 Pinelawn Road Suite 304
Melville, NY 11747
jrichards@phaxis.com
631-870-1313
