Privacy Policy

1. Information we collect

Information you provide. When you apply or are onboarded, we collect your name, email address, phone number, date of birth, any résumé or documents you upload, and your answers to application questions. If you are hired, we may also collect additional onboarding information needed to engage and pay you (for example, identification documents, tax information, and housing and assignment details).

Information collected automatically. When you submit a form we record technical information such as your IP address and browser user-agent for security, fraud prevention, and to document your consents.

Information from third parties. If you authorize a background check, we receive the results and status from our screening provider (see below). If you choose to join the optional wellness program, we receive daily summary metrics from the wearable you connect (see Section 5).

2. How we use your information

• To evaluate your application and manage the hiring and recruiting process;
• To communicate with you about your application, onboarding, and (if engaged) your work, including by email and—if you opt in—SMS text message;
• To conduct background screening where you have provided separate authorization;
• To onboard, assign, schedule, and (where applicable) pay you;
• To operate, secure, and improve the Service; and
• To comply with legal obligations and enforce our agreements.

3. Text messaging (SMS)

SMS messaging is optional and requires your separate opt-in consent. Consent to receive texts is not a condition of applying or of any engagement. Message and data rates may apply, message frequency varies, and you can opt out at any time by replying STOP. See our SMS Terms for full details.

4. Background checks

Where a role requires it and you have provided separate written authorization, we use a third-party consumer reporting agency (Checkr) to conduct background screening. These checks are governed by the Fair Credit Reporting Act (FCRA) and applicable state law, and are subject to a separate disclosure and authorization provided to you at the time of screening. We use background-check results only to evaluate your suitability for the role and will follow the adverse-action process required by law before making any decision based in whole or in part on a report.

5. Wellness and wearable data (optional)

If you choose to join our wellness program, you can connect a wearable — an Oura Ring, a WHOOP, or Apple Health on your iPhone — after reading and agreeing to a separate in-app Wellness Data Consent. We then receive daily summary metrics only: sleep score and duration, readiness or recovery score, activity score, strain, resting heart rate, and heart-rate variability. We do not receive raw sensor data, workout detail, or location.

How we use it. To show you your own trends; to support scheduling and workload decisions in aggregate; and — only in de-identified form that cannot be linked back to you — to understand how recovery relates to work. Your wellness data is never used for hiring, firing, discipline, pay decisions, or individual performance evaluation. It is never sold, never used for advertising, and never shared with clients or other third parties.

Who can see it.Your individual numbers are visible only to you. Managers and company reporting do not see them. If you separately opt in, your name and your trailing 7-day averages appear on a company wellness leaderboard visible to others in the company; that opt-in is off by default and you can turn it off at any time. A separate, optional opt-in allows your own WHOOP or Apple Health data (never Oura data, under Oura’s API terms) to train models that generate personal insights shown only to you.

Storage and security. Wearable account tokens are encrypted at rest (AES-256-GCM). Daily metrics are stored in access-restricted, encrypted systems, separately from your recruiting and employment records, and are transmitted only over encrypted connections.

Retention and deletion. We keep wellness data only while you participate. You can withdraw on the Wellness page at any time: withdrawing immediately disconnects your devices and deletes your synced wellness data from our systems. You can also email privacy@militia.marketing to request deletion; we complete wellness-data deletion requests within 72 hours. Statistics already computed from de-identified aggregates cannot be removed, because they can no longer be linked to you. You can also revoke our access from within your Oura or WHOOP account at any time.

Third-party terms. Data from Oura is obtained through the Oura API under the Oura API Agreement, and data from WHOOP through the WHOOP API under the WHOOP API Terms of Use; we access each only with your authorization and comply with those terms. Apple Health data is read on your device with your permission, and only the daily summaries described above are sent to us. Oura and WHOOP have their own privacy policies governing your accounts with them.

6. How we share information

We share personal information only as described here:

• Service providers. Vendors who process data on our behalf under contract — including our cloud hosting and database provider, our email provider (Resend), our SMS provider (Twilio), and our background-check provider (Checkr).
• Operating partners. If you are recruited or deployed to work with one of our operating partners, we share the information necessary to onboard and engage you with that partner.
• Legal and safety. When required by law, subpoena, or legal process, or to protect the rights, property, or safety of Militia Marketing, our users, or others.
• Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

7. Data retention

We retain personal information for as long as needed to fulfill the purposes described in this Policy — including the duration of the hiring process, any engagement with us or an operating partner, and a reasonable period afterward to comply with legal, tax, and record-keeping obligations and to resolve disputes. We then delete or de-identify it. Wellness data follows the shorter rule in Section 5: it is kept only while you participate and deleted on withdrawal.

8. How we protect your information

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, encryption at rest for sensitive fields such as date of birth and wearable account tokens, role-based access controls, tenant isolation, and audit logging of access to sensitive records. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

9. Your privacy rights

Depending on where you live, you may have the right to access, correct, export (data portability), or delete your personal information, and to appeal a decision about a request. We honor these rights for all users regardless of location where practicable:

• Access / portability: you can download a copy of the personal data we hold about you. If you have an account, use the "Download my data" option in your account; otherwise contact us.
• Deletion: you can request that we erase your personal data. Some records may be retained or de-identified where retention is required by law (for example, certain financial and tax records).
• Opt out of SMS: reply STOP to any text message.
• Leave the wellness program: withdraw on the Wellness page at any time (Section 5).

To exercise any right, contact us at privacy@militia.marketing. We will verify your request and respond within the time required by applicable law. We will not discriminate against you for exercising your rights.

10. Children's privacy

The Service is intended for individuals who are at least 18 years old. We do not knowingly collect personal information from children. If you believe a minor has provided us information, contact us and we will delete it.

11. Changes to this Policy

We may update this Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after an update constitutes acceptance of the revised Policy.

12. Contact us

If you have questions about this Policy or our privacy practices, contact us at privacy@militia.marketing or by mail at Militia Marketing, 502 Green Valley Drive, Pipe Creek, TX 78063.