Privacy Notice
Privacy Notice
Version: v2 · Effective date: 2026-09-18 · Status: Accepted by The Phoenix Insurance on 2026-09-18; not reviewed by counsel — see delivery/decisions.md, 2026-09-15
What changed in v2. This version adds resumes as a category of applicant information (Sections 3, 6, 7 and 9), states the one-year retention period, and corrects the recruiting contact address. It was written by AlphaSpeed Consulting for The Phoenix Insurance and accepted by The Phoenix Insurance without review by legal counsel.
1. Who we are
The Phoenix Insurance is an independent insurance agency in Texas. For privacy questions about recruiting data collected through this careers application:
The Phoenix Insurance
6600 Lyndon B Johnson Freeway #220
Dallas, TX 75240
Office: (214) 253-0570
Recruiting and privacy requests: megan@thephoenixinsurance.com (Megan Whitfield, HR)
2. Scope
This notice covers personal information collected when you apply for employment through our careers application and related recruiting activities. It does not replace privacy notices for insurance customers on thephoenixinsurance.com.
3. What we collect
When you apply, we may collect:
- Identity and contact: full name, email address, mobile number
- Location: city, state and ZIP code
- Recruiting responses: answers to pre-screening questions, including the base-salary range you are targeting (informational only; it does not affect whether your application advances)
- Resume (optional): if you choose to attach one, the PDF file you upload, its file name, and its size. We store the file as you sent it; we do not extract text from it, parse it into fields, or score it with automated tools.
- Attribution: campaign tags (UTM parameters), referrer URL, or invite token
- Consent record: whether you granted consent, the disclosure version shown, and when you submitted
If you complete an automated screening step, we may also store your responses to screening questions.
If you applied through Indeed and were invited to complete this application, we may keep a link back to your Indeed application so our recruiting team can find it. That link opens Indeed and is subject to Indeed's own privacy policy.
4. How we use your information
We use applicant information to:
- Evaluate your application and contact you about recruiting
- Operate, secure, and improve the careers application
- Comply with legal obligations and respond to lawful requests
We do not sell your applicant information.
5. Automated processing
Automated screening tools may assist recruiters in reviewing your answers to pre-screening and screening questions. They do not replace human review of hiring decisions. Automated tools do not read or score your resume.
6. How long we keep it
We keep applicant information, including any resume you attach, for one year from the date you apply, unless a longer period is required by law. After that period we delete or de-identify it.
You may ask us to delete your applicant information sooner by contacting megan@thephoenixinsurance.com or (214) 253-0570. Deletion requests are handled by a person, not automatically; we will confirm when it is done. Where we must keep a record that a request was received and honored, that record does not contain the information you asked us to delete.
7. Where your resume is stored and who can see it
A resume you attach is first received by the careers application and then transferred to a document library in The Phoenix Insurance's own Microsoft 365 (SharePoint) environment, which The Phoenix Insurance controls. The careers application keeps its copy only until the transfer completes.
Your resume can be opened by The Phoenix Insurance staff involved in hiring, and by our service provider (AlphaSpeed Consulting) only as needed to operate and support the careers application. It is not shared with other applicants, advertisers, or job boards.
8. Who we share with
We may share information with service providers that help us operate the careers application (for example, hosting providers and, for resumes, Microsoft as the provider of our SharePoint environment). We may also disclose information when required by law.
9. Your choices
- Marketing contact: if we contact you by phone or email about recruiting, you may opt out by using unsubscribe links in email or calling (214) 253-0570.
- Access and deletion: contact us using the details in Section 1 to request access, correction, or deletion of your applicant data, including your resume, subject to legal exceptions.
10. Security
Employees with access to applicant data are required to protect confidentiality. Uploaded resumes are accepted only as PDF files, are size-limited, and are stored with restricted access. We use reasonable administrative and technical measures to safeguard information, but no system is completely secure.
11. Changes
We may update this notice. Material changes will be reflected in a new version id on the Careers Site.
12. Contact
Questions about this notice: (214) 253-0570 or megan@thephoenixinsurance.com.