Privacy Policy

1. Scope and Who We Are

This Privacy Policy explains how MelodiHR, LLC, an Ohio limited liability company doing business as Melodi (“Melodi,” “we,” “us,” or “our”), collects, uses, discloses, retains, and protects personal information when individuals use our websites, applications, assessments, reports, communications, and related services (collectively, the “Service”).

It applies to Candidates, Employer administrators and Authorized Users, website visitors, prospective customers, and other individuals who interact directly with Melodi. A “Candidate” is an individual invited to or electing to complete a Melodi assessment. An “Employer” is an employer, recruiter, staffing organization, or other business customer using the Service in connection with recruiting or employment.

This Policy does not govern an Employer's independent privacy practices, employment decisions, applicant-tracking system, communications, or use of information after it receives authorized Results. Employers must provide their own privacy notices and comply with applicable law.

2. Our Role When We Process Employer Data

Depending on the feature and context, Melodi may determine why and how information is processed, or may process information on an Employer's documented instructions. When we process personal information solely for an Employer, the Employer may be the business, controller, or responsible organization and Melodi may be its service provider or processor. In that situation, Candidates should generally direct employment-related questions and applicable privacy requests to the Employer that invited them.

Melodi may still process limited information for its own legitimate operational purposes, such as account security, fraud prevention, legal compliance, billing, service diagnostics, and enforcing agreements, subject to applicable law and any Data Processing Addendum (“DPA”). Nothing in this Policy assigns a legal role contrary to applicable law.

3. Personal Information We Collect

4. How We Use Personal Information

We may use personal information to:

• provide accounts, assessments, double-blind matching, Results, reports, invitations, follow-up requests, employer configuration, and support;
• authenticate users, administer permissions, process subscriptions, manage usage limits, and maintain business records;
• calculate Results and generate contextual explanations or suggested questions;
• communicate about the Service, transactions, security, policy changes, and support requests;
• maintain, troubleshoot, test, secure, and improve the Service;
• prevent fraud, abuse, discrimination, unauthorized access, and violations of our Terms;
• analyze usage, reliability, accessibility, fairness, and product performance;
• comply with law, respond to valid legal process, protect rights and safety, and establish or defend legal claims; and
• conduct marketing and business development, subject to applicable choices and consent requirements.

5. Assessments, Automated Processing, and AI-Assisted Features

Melodi uses rules, scoring methods, statistical techniques, and, for identified features, artificial-intelligence technologies to compare responses, generate Results, assist with summaries, or suggest questions. The Service is designed to support—not make—employment decisions. Employers control their decisions and, under our Terms, must provide meaningful human review and must not use a Result as the sole basis for rejecting, ranking, excluding, or taking adverse action against a Candidate.

Results may be incomplete or inaccurate and do not establish job competence, honesty, mental health, personality, legal eligibility, future performance, or retention. Candidates may request information about a Result, report a suspected error, or request an accommodation or alternative process through [CANDIDATE SUPPORT/REVIEW LINK] and the inviting Employer.

Where required, the Employer is responsible for providing notices about automated employment tools, bias-audit information, data sources, retention, accommodations, alternative selection processes, and human review. Melodi will provide contractually agreed information reasonably necessary for an Employer's compliance.

6. Model Improvement, Validation, and Outcome Data

Melodi may use usage information, assessment information, and Results to operate, evaluate, secure, and improve the Service as permitted by law and applicable agreements. Before publication, Melodi must select and implement one of the following approaches for identifiable Candidate information:

• Melodi does not use identifiable Candidate responses, Results, or employment outcomes to train or improve general models. Product improvement uses de-identified or aggregated information, testing data, and authorized feedback.

7. How Results and Information Are Shared Between Candidates and Employers

The Service may share specified Candidate responses, Employer responses, Results, domain comparisons, explanatory observations, follow-up choices, and completion status with the Candidate and the relevant Employer according to the workflow and permissions displayed in the Service. Where double-blind matching is enabled, specified Results are withheld until both parties complete the applicable assessment, subject to disclosed exceptions for support, security, legal compliance, or correcting errors.

Employers may download, record, or retain information they are authorized to receive. Once an Employer lawfully receives information and uses it independently, its privacy policy and legal obligations may apply. Melodi does not control all Employer retention or employment decisions.

8. When We Disclose Personal Information

We may disclose personal information to:

• the Candidate and relevant Employer as described in the Service and Section 7;
• service providers and subprocessors that support hosting, databases, authentication, security, communications, customer support, payments, analytics, document generation, and AI-assisted features, subject to appropriate agreements;
• integrations or third-party services a user or Employer authorizes;
• professional advisers, auditors, insurers, financing sources, and corporate transaction participants subject to confidentiality obligations;
• government authorities, regulators, courts, law enforcement, or other parties when reasonably necessary to comply with law, legal process, or protect rights, security, and safety; and
• a buyer, successor, or other participant in a merger, financing, reorganization, bankruptcy, sale of assets, or similar transaction, subject to applicable law.

We may disclose aggregated or de-identified information for research, analytics, benchmarking, fairness evaluation, and business purposes where permitted by law, provided it is not reasonably linkable to an individual. We will not attempt to reidentify information treated as de-identified except to test de-identification controls or as permitted by law.

9. Cookies, Analytics, and Similar Technologies

Melodi and authorized providers may use cookies, pixels, local storage, software development kits, and similar technologies to operate the Service, remember preferences, authenticate users, measure performance, understand usage, and—only if implemented and permitted—support marketing or advertising.

10. Sale, Sharing, Targeted Advertising, and Global Privacy Control

Melodi does not sell personal information or share it for cross-context behavioral advertising. If Melodi engages in activity treated as a sale, sharing, or targeted advertising under applicable law, the final Policy must identify the categories involved, recipients, purposes, lookback period, and a conspicuous method to opt out. Where legally required and technically supported, Melodi will process recognized opt-out preference signals, such as Global Privacy Control, for the browser or device sending the signal.

Melodi does not knowingly sell or share personal information of individuals under 16 without legally required authorization.

11. Sensitive Personal Information

Standard Melodi assessments are not intended to request protected-class information, medical or genetic information, precise geolocation, government identifiers, financial-account credentials, or other highly sensitive information. Employers may not create questions intended to request, reveal, or serve as proxies for protected characteristics or prohibited sensitive information.

Some assessment responses may nevertheless reveal sensitive inferences depending on wording, context, or combination with other data. Melodi will limit collection and use to purposes disclosed in the Service and permitted by law.

12. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, including providing the Service, honoring user choices, maintaining security, complying with law, resolving disputes, enforcing agreements, and meeting contractual commitments. Retention depends on the information type, account status, Employer instructions, legal requirements, sensitivity, and backup cycles.

When retention is no longer necessary, we will delete, de-identify, or securely isolate information, subject to technical and legal constraints. Employers may have independent retention obligations and practices for information they receive.

13. Data Security

We use administrative, technical, and physical safeguards designed to protect personal information, taking account of its nature and the risks involved. Safeguards may include access controls, authentication, encryption in transit and where appropriate at rest, logging, vulnerability management, vendor diligence, backup controls, incident response, and workforce confidentiality and training.

No security method is perfect, and we cannot guarantee absolute security. Users must protect their credentials and promptly report suspected unauthorized access to Melodi using the contact email. If a security incident occurs, we will investigate and provide notices as required by applicable law and contractual commitments.

14. Your Privacy Rights and Choices

Depending on where you live and how Melodi processes your information, you may have rights to:

• confirm whether we process your personal information and access or obtain a copy of it;
• correct inaccurate personal information;
• delete personal information, subject to exceptions;
• obtain information about categories, sources, purposes, and recipients;
• receive certain information in a portable format;
• opt out of sale, sharing, targeted advertising, or certain profiling;
• limit certain uses or disclosures of sensitive personal information;
• withdraw consent where processing depends on consent;
• appeal a denied request where applicable; and
• receive equal service and not be unlawfully discriminated against for exercising a privacy right.

To submit a request, use the Melodi contact email. We may verify identity and authority before acting. Authorized agents must provide legally sufficient authorization. We will respond within the period required by applicable law and explain any denial and appeal process.

When Melodi processes information solely for an Employer, we may direct the request to that Employer or assist it under our contract. Requests about an Employer's hiring decision, independent records, or downloaded Results should be submitted to the Employer.

15. Communications Choices

Users may opt out of promotional emails using the unsubscribe link or by contacting us. We may still send non-promotional messages concerning accounts, assessments, invitations, transactions, security, support, and policy changes. Candidates should contact the inviting Employer regarding Employer-originated recruiting communications that Melodi does not control.

16. Automated-Processing Review and Accommodations

Candidates may contact Melodi to ask questions about a Result, report a suspected error, or request available human review. Candidates seeking an accommodation or alternative assessment method should contact the inviting Employer and may also contact Melodi. Employers remain responsible for employment decisions, accommodations, legally required explanations, and appeals.

17. Children's Privacy

The Service is intended for adults and is not directed to children under 18. We do not knowingly collect personal information online from children under 18. If we learn that we collected such information without legally required authorization, we will take appropriate steps to delete it. Contact Melodi if you believe a child has provided personal information.

18. Third-Party Services and Links

The Service may link to or integrate with third-party services. Their privacy practices are governed by their own notices, not this Policy. When a user or Employer authorizes an integration, Melodi may exchange information with it as needed to provide the requested functionality. Review third-party privacy terms before enabling an integration.

19. Changes to This Privacy Policy

We may update this Policy to reflect changes in the Service, law, or our practices. We will post the updated Policy with a revised date. If a change is material, we will provide additional notice through the Service, by email, or by another appropriate method before it takes effect where required. We will not use previously collected personal information for a materially incompatible new purpose without appropriate notice, authorization, or another lawful basis.

20. Contact Information

Questions about this Policy, and privacy requests, may be directed to:

MelodiHR, LLC

Doing business as Melodi

• BHarris@melodihiring.com