Privacy Policy
Effective Date: 21 February 2026
Last Updated: 21 February 2026
NordiQ Intelligence is operated by Wisteria Inc. ("Wisteria", "we", "us", or "our").
This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with the NordiQ Intelligence platform (the "Services") and our website.
1. Our Role
1.1 Platform Data (Recruitment Data)
When customers upload CVs, candidate notes, or related information into NordiQ Intelligence:
- The customer (e.g., recruitment agency, executive search firm, or employer) acts as the data controller.
- Wisteria Inc. acts as a data processor/service provider.
- We process personal information solely on behalf of our customers and in accordance with their instructions and our Terms of Service.
- We do not determine hiring decisions or independently control recruitment purposes.
1.2 Website Visitors
When you visit our website, we may collect limited technical and usage information as described in Section 9.
For website-related data, Wisteria Inc. acts as the data controller.
2. Information We Process
Through the Services, we may process:
- Names
- Contact information (email, phone)
- Employment history
- Education history
- Professional qualifications
- Recruiter notes
- Interview summaries
- Uploaded CVs and documents
- Communication records sent via the platform
Because CVs may contain additional information, we may also process sensitive personal information, including:
- Gender
- Date of birth
- National origin
- Photographs
- Information voluntarily disclosed in resumes
We process such data only as instructed by our customers.
3. Outreach Communications
The platform may allow customers to send outreach emails to candidates.
Important clarifications:
- Outreach content is created and reviewed by the customer.
- Emails cannot be sent without human review.
- We do not autonomously generate or send outreach messages.
- Customers are responsible for ensuring lawful communication (e.g., consent, anti-spam compliance).
- We act solely as a service provider transmitting communications on behalf of the customer.
4. How We Use Personal Information
We process personal information to:
- Structure and analyze candidate data
- Provide AI-assisted summaries
- Enable search, ranking, and rediscovery
- Store and retrieve documents securely
- Facilitate recruiter communications
- Maintain system security and performance
We do not:
- Sell personal information
- Rent candidate data
- Share data for advertising
- Use customer data to train public AI models
Customer data remains under the control of the customer.
5. AI Processing
Certain features rely on APIs provided by OpenAI.
- Full candidate notes and documents may be transmitted for processing.
- Processing may occur in the United States.
- API agreements prohibit the use of customer data for model training.
- AI features are designed as decision-support tools only.
NordiQ Intelligence does not:
- Make automated hiring decisions
- Replace human review
- Guarantee outcomes
Customers must apply independent professional judgment.
6. Infrastructure and Subprocessors
We rely on trusted service providers, including:
- Amazon Web Services (primary hosting - Montreal, Canada)
- Google Cloud (OCR processing)
- OpenAI (AI processing - United States)
Primary databases and backups are hosted in Montreal, Canada.
Some processing activities occur outside Canada where necessary to provide AI functionality.
We maintain contractual safeguards with subprocessors.
7. International Data Transfers
Because certain AI services operate in the United States, personal information may be transferred outside Canada.
We implement appropriate contractual and technical safeguards to protect transferred data.
8. Data Retention
We retain personal information:
- For as long as the customer maintains an active account, and
- In accordance with the customer's retention decisions.
Upon account termination:
- Data may be retained for up to 30 days to allow export.
- After that period, data is deleted from active systems.
- Backups are purged in accordance with standard technical cycles.
We do not retain recruitment data for independent purposes.
9. Website Data and Cookies
Our website may collect:
- IP address
- Browser type
- Device information
- Usage data
We may use cookies or analytics tools in the future to improve website performance and marketing effectiveness.
Where required by law, we will provide appropriate notice and consent mechanisms.
We do not use recruitment platform data for marketing tracking.
10. Security Measures
We implement commercially reasonable administrative, technical, and physical safeguards, including:
- Encryption in transit and at rest
- Access controls
- Account isolation
- Monitoring systems
No system can be guaranteed fully secure.
11. Individual Rights
Because our customers act as data controllers:
If a candidate wishes to:
- Access their data
- Correct information
- Request deletion
- Exercise privacy rights
They should contact the recruiting organization directly.
If we receive a request directly, we will redirect it to the relevant customer unless legally required otherwise.
12. Privacy Officer (Quebec Law 25)
In accordance with applicable Quebec privacy law, responsibility for personal information at Wisteria Inc. rests with:
Chao Zhang Privacy Officer Wisteria Inc. Montreal, Quebec, Canada Email: general@nordiqintelligence.com
13. Data Breach Notification
In the event of a confirmed security incident affecting personal information, we will:
- Notify affected customers without undue delay
- Provide sufficient information to allow customers to meet legal obligations
Customers remain responsible for regulatory notifications to candidates unless otherwise required by law.
14. Changes to This Policy
We may update this Privacy Policy from time to time.
Material changes will be communicated through the platform or by email.
15. Contact Us
For privacy-related inquiries:
Wisteria Inc. Montreal, Quebec, Canada Email: general@nordiqintelligence.com