JobRoute AI Spend
Privacy Policy
Effective date: 13 November 2026
1. Who we are
1.1 JobRoute AI Spend (the "Service", at aispend.jobroute.ai) is provided by QueryNow Inc. of Dallas, Texas ("QueryNow", "we", "us"). JobRoute is a brand of QueryNow.
1.2 This policy explains what personal information we handle in connection with the Service, why, how long we keep it and the choices people have. The jobroute.ai website has its own privacy policy.
2. Our two roles
2.1 When we decide. For people who sign in to the Service and people who contact us about it, QueryNow decides how their information is used. In GDPR terms we are the controller. Under US state privacy laws we are the business.
2.2 When our customer decides. Our customers are companies. When a customer connects its systems or uploads files about its employees and contractors, QueryNow processes that workforce data on the customer's behalf and under its instructions. In GDPR terms the customer is the controller and we are its processor. Under US state privacy laws we are its service provider. Our Data Processing Agreement with each customer governs this processing, including during a free trial.
2.3 If you work for one of our customers and want to know how your data is used, start with your employer. Section 8 explains how we help.
3. Information about people who sign in and people who contact us
| What | Details | Why |
|---|---|---|
| Account details | Work email, organization name, workspace role (admin or viewer), when you were invited and when you last signed in | To run your account |
| Sign-in | A single-use sign-in link valid for 15 minutes, of which we store only a hash, with the address it was sent to; and a signed session cookie that lasts up to 7 days | To sign you in securely |
| Sign-up checks | A hash of your address and of your email domain, kept for one hour to limit repeated sign-ups | To prevent abuse |
| Messages and requests | Name, work email, organization, role, team size and message when you ask for a demo, ask to continue after a trial or contact us | To reply and to follow up on your request |
| Technical data | Your IP address, used for rate limiting and held for up to 10 minutes; warnings and errors that our servers log | Security, rate limiting and fixing faults |
| Billing | The billing contact and details given in an order | To invoice for paid plans |
Cookies. The Service uses one essential session cookie to keep you signed in. It runs no analytics script and uses no advertising cookies.
Email. We send service emails such as sign-in links and trial notices. We send marketing email only if you opt in, and you can opt out at any time.
Legal bases. Where the GDPR or the UK GDPR applies, we rely on these legal bases for the information in this section: for account details, sign-in and billing, performing our contract with your employer and our legitimate interest in giving its users a working, secure account; for sign-up checks and technical data, our legitimate interest in keeping the Service secure and preventing abuse; for messages and requests, our legitimate interest in answering you, or steps you ask for before a contract; for marketing email, your consent; and for billing records, our legal duties under tax and accounting law.
4. Workforce data we process for customers
4.1 Roster data. Job title, department, sub-team, tenure, seniority band, location and a pay band label where the customer's roster has one. In roster, usage and output records, employee IDs, work emails and manager references are turned into keyed hashes as the records are read, before anything is saved. Roster records have no field for a name or a date of birth, and no pay amount is stored. If an HR system or a file includes names, they are dropped as the records are read.
4.2 Vendor logins. Logins such as a GitHub username or a Microsoft sign-in name, stored only as keyed hashes, so that AI usage can be matched to the roster.
4.3 AI usage. Records from the customer's AI tools, kept against the hash of the person: for example the number of prompts submitted, active days, tokens (the unit AI vendors bill by, roughly a piece of a word), model, credits, cost and seat assignments. We do not read the content of prompts, chats, files or code in the customer's AI tools or code repositories.
4.4 Output. For engineering roles connected through GitHub, merged pull requests with their author, merge time and reviews. No code is read.
4.5 Job descriptions. Where the customer uploads or pastes a job description for a role, the text of that description.
4.6 About keyed hashes. We use HMAC-SHA256 with a secret key held on our servers, combined with the identifier of the customer's workspace, so the same person has a different hash at each customer. The readable email, ID or login is used only to make the match and is never stored. A keyed hash still stands for one person, and we hold the key, so we treat this data as personal data and protect it as such.
4.7 How we use workforce data. Only to provide the Service to the customer that sent it: to match AI usage to roles and to produce reports. Reports describe roles and groups. No screen, PDF or export shows the AI use or output of one person, and any group smaller than the customer's minimum group size (10 people by default, never below 5) is combined with others or withheld. We do not score or rank individual people.
4.8 What we do not do with it. We do not sell workforce data, use it for advertising, use it to train AI models, combine one customer's data with another's or use it for any purpose of our own.
5. AI services we use
5.1 JobRoute's role engine matches each job title to a role and its tasks. Job titles are turned into text embeddings by Microsoft's Azure OpenAI Service. If a customer adds a job description to a role, Anthropic's Claude splits its text into duty statements, and Azure OpenAI turns those statements into embeddings so they can be matched to tasks.
5.2 These services receive job titles and job description text only. We do not send them names, email addresses, hashes or AI usage records from roster or usage data. Job description text is sent as the customer provides it, so customers should not include personal details in it. We use these services under their commercial terms, which do not allow the providers to train their models on this data.
5.3 Some customers also use Claude, ChatGPT, GitHub Copilot or Microsoft 365 Copilot as their own AI tools. When we read their usage reports, those vendors are the customer's suppliers and act for the customer.
6. Who we share information with
6.1 Service providers. Companies that host and run the Service for us, under contracts that require them to protect the data and use it only for that purpose. The list for customer workforce data is in Annex 3 of our Data Processing Agreement. In summary:
| Provider | What it does | Where |
|---|---|---|
| Microsoft Corporation: Azure Container Apps, Azure Database for PostgreSQL, Azure Cache for Redis, Azure Monitor | Hosting, database, cache and server logs | United States: Azure East US 2 (application, cache and logs) and Azure Central US (database and its backups) |
| Microsoft Corporation: Azure OpenAI Service | Role engine: text embeddings of job titles and duty statements | Account in Azure East US 2. It uses global deployments, so Microsoft may process a request in any region where it runs the service. |
| Anthropic, PBC | Role engine: splitting job description text into duty statements, only where a customer adds a job description | Anthropic stores data in the United States and may process a request in the United States, Europe, Asia or Australia |
| Plus Five Five, Inc. (Resend) | Sign-in links and service emails | United States |
| Formspree, Inc. | A copy of demo and contact requests sent through our forms | United States |
6.2 Our customers. Reports built from workforce data go to the customer that provided the data, by role and group only.
6.3 Legal reasons. Where the law, a court order or a valid government request requires it, or to protect the rights and safety of people or of the Service.
6.4 Business transfers. If QueryNow is part of a merger, acquisition or sale of assets, information may pass to the new owner under the same protections. We will tell affected customers.
6.5 We do not sell personal information, and we do not share it for cross-context behavioral advertising.
7. How long we keep information
| Information | How long |
|---|---|
| Trial workspace | Deleted 30 days after the trial ends, unless the customer places an order. A workspace that never reaches a usable report is deleted 30 days after sign-up. |
| Paid workspace | For the subscription, then deleted within 30 days after it ends |
| Any workspace data | A workspace admin can delete it at any time in the Service, including after a trial ends |
| Account and sign-in details | While the person is a user of the workspace. Deleted when the person is removed or the workspace is deleted. |
| Keys and tokens for a connection | Deleted when the connection is disconnected |
| Uploaded files | Not kept. Each roster, usage or output file is read into records when it is uploaded. Job description text is kept as a role document until the roster or the workspace is deleted. |
| Email address on an unfinished sign-up | Removed by a daily job once the sign-up link expires |
| After a workspace is deleted | Of the workspace, only the company email domain, the organization name and the dates of the sign-up, kept without a fixed end date so the domain cannot start a second trial. No email address. Backup copies expire within 7 days. |
| Billing records | As long as tax and accounting law requires |
| Database backups | Kept for 7 days, then removed as they expire |
| Server logs | 30 days |
| Sign-up checks and rate limits | One hour for sign-up checks, up to 10 minutes for rate limits |
| Demo and contact requests | Up to 24 months |
8. If you work for one of our customers
8.1 Your employer decides whether to use the Service and what to send to it, and it should tell you about it. Please send your questions and requests to your employer first.
8.2 We do not hold your name. To find records about you we need your employer to give us your work email, employee ID or vendor login, which we turn into the same keyed hash to locate the records.
8.3 If you contact us directly, we will pass your request to your employer and help it respond. We act on a request ourselves only where the law requires us to.
8.4 The reports your employer sees describe roles and groups of at least the minimum group size. They do not show your AI use.
9. Security
We protect personal information with measures that include:
- HTTPS for all traffic, and encryption at rest for the database with keys managed by Microsoft;
- keyed hashes in place of employee IDs, work emails, manager references and logins;
- encryption of every stored customer key or token (AES-256-GCM envelope encryption bound to the workspace and the connection), with the master key held as an application secret in Microsoft Azure, outside the database;
- strict separation between customers, with every query scoped to one workspace;
- read-only access to customer systems;
- passwordless sign-in with single-use links and a signed, secure, httpOnly session cookie.
No system is perfectly secure. QueryNow does not hold a SOC 2 report or any security certification. The security page of the Service and jobroute.ai/security describe our practices in more detail.
10. Where information is stored and international transfers
10.1 The Service runs on Microsoft Azure in the United States: the application, cache and logs in the East US 2 region and the database and its backups in the Central US region. We do not offer hosting in the European Union or any other region. The role engine's requests to Azure OpenAI and Anthropic may be processed outside the United States, as section 6.1 describes.
10.2 If you are in the European Economic Area, the United Kingdom or Switzerland, your information is transferred to the United States. QueryNow is based in the United States, and account details and messages are collected and held there. For customer workforce data we rely on the European Commission's Standard Contractual Clauses, with the UK and Swiss additions, set out in our Data Processing Agreement.
11. Your rights
11.1 Depending on where you live, you may have the right to access, correct or delete your personal information, to receive a copy in a portable form, to object to or restrict some processing, to withdraw consent where we rely on it, and to appeal a decision we make about your request. We will not treat you differently for using these rights.
11.2 To use these rights, email privacy@jobroute.ai. We may need to verify your identity. We reply within the time the law that applies to you sets. You may use an authorized agent where the law allows.
11.3 If you are in the EEA, the UK or Switzerland, you may also complain to your data protection authority.
12. Notice for US state privacy laws
12.1 The categories of personal information we collect as a business are identifiers (such as work email and IP address), professional or employment-related information (such as job title and organization) and internet activity on the Service (such as sign-in times). The sources are you, your employer and your devices. The purposes are those in section 3.
12.2 We do not sell or share personal information, and we do not use sensitive personal information to infer characteristics about people.
13. Children
The Service is for businesses. It is not meant for anyone under 16, and we do not knowingly collect their information.
14. Changes to this policy
We will post any update here with a new effective date and, for material changes, email workspace admins before the change takes effect.
15. Contact
QueryNow Inc., Dallas, Texas. Email: privacy@jobroute.ai.
QueryNow Inc.
Dallas, Texas