Effective Date: August 15, 2025
PLEASE READ CAREFULLY. By clicking “I Agree,” creating an account, or using Snapshot, you agree to this Institutional Access Agreement (“Agreement”) with Common Hire, LLC (“Jobfair”). This Agreement explains how your account and data may be shared with and administered by your Affiliated Institution (defined below). If you do not agree, do not create an account or use Snapshot.
1) Parties and Affiliation
- You / Student. An individual creating or using a Snapshot account with a university-issued or university-recognized email address.
- Affiliated Institution. The college/university, school, department, or career services office associated with the email domain you use for your Snapshot account (e.g., name@school.edu), and any successor or consolidated entity.
- Institutional Administrators. Authorized personnel and service providers acting on behalf of the Affiliated Institution.
2) Consent to Institutional Access & Sharing
You authorize Snapshot to disclose and make available all Account Data (defined below) to your Affiliated Institution and Institutional Administrators and to follow their reasonable administrative instructions related to your account and use of Snapshot, to the extent permitted by applicable law and institutional policy.
3) What We Share: “Account Data” (including but not limited to)
- Identifiers & profile: name, aliases, preferred name, email addresses, phone number(s), pronouns (if provided), photo/avatar, school, college/department, program/major, degree level, expected/actual graduation dates, student status, geographic preferences.
- Content you provide: resumes/CVs, portfolio files (including PDFs and images), audio/video recordings, transcripts/captions, written statements, responses to prompts, tags, links, attachments, and any other uploads or submissions.
- Parsed & derived data: text and metadata extracted from resumes/portfolios; inferred skills, interests, classifications (e.g., discipline, seniority), quality/completeness scores, search rankings, and other analytics derived from your use of the platform.
- Activity & interactions: profile views, employer views/downloads, favorites, unlocks/approvals, invitations, RSVPs, interview requests, session attendance indicators, search queries, filters used, clicks, page views, time-on-page, and similar event logs.
- Communications: messages and notifications sent via Snapshot to or from employers or institutional staff; support tickets; feedback you submit; survey responses.
- Technical data: device/OS/browser, app version, IP address, time zone, approximate location derived from IP, cookie and identifier data, error logs, diagnostic and performance data.
- Integrations (if enabled): information exchanged through institutionally enabled integrations or single sign-on (SSO) systems and any fields the Institution asks Snapshot to collect in connection with the pilot or service.
- Administrative records: account status, flags, compliance notes, and actions taken by Snapshot or the Institution related to your account.
4) Institutional Purposes (how your Institution may use Account Data)
Your Institution may access, view, use, analyze, export, and retain Account Data for legitimate institutional purposes, including:
- (a) career services advising and programming;
- (b) employer engagement and event administration;
- (c) student success, outcomes tracking, and program evaluation;
- (d) security, integrity, and compliance with law and institutional policies;
- (e) research and analytics (including de-identified or aggregated reporting); and
- (f) responding to subpoenas, audits, or regulatory obligations.
5) Institutional Administrative Controls
You acknowledge and agree that the Institution may, to the extent permitted by law and institutional policy, instruct Snapshot to:
- provision/de-provision access;
- require changes to or removal of content;
- restrict, suspend, or terminate your Snapshot access associated with the Institution;
- request deletion or de-identification of your account and/or Account Data (subject to lawful retention requirements and Jobfair’s deletion schedules);
- configure settings, fields, workflows, and communications; and
- export or retain copies of Account Data for institutional records.
Snapshot may rely on the Institution’s instructions and is not responsible for actions taken at the Institution’s direction.
6) Ownership; License to Institution
You own your content. You grant the Institution (and its Institutional Administrators and service providers) a worldwide, royalty-free, non-exclusive license to access, use, host, reproduce, display, perform, adapt, and create derivative works from your content and Account Data solely for the Institutional Purposes listed above. This license survives account closure to the extent the Institution must retain records under law or policy, and otherwise for de-identified/aggregated analytics.
7) FERPA and Privacy
To the extent any Account Data constitutes “education records” under FERPA or similar laws, you consent to Snapshot acting as a “school official” with a legitimate educational interest, and to disclosure of such data to the Institution and its school officials for the Institutional Purposes. Snapshot and the Institution will implement reasonable administrative, technical, and physical safeguards appropriate to the nature of the data.
8) Your Choices and Affiliation Changes
- Using a non-institutional email. If you do not want the Institution to have administrative access, use a non-institutional email and do not link your account to the Institution.
- Changing affiliation. If you change your email to a non-institutional address (or to a different Institution’s domain), the new affiliated institution (if any) will have the administrative rights described here going forward; the prior Institution may retain previously accessed data consistent with its policies and legal obligations.
- Opt-out by non-use. If you do not agree with this Agreement, do not create an account or discontinue use.
9) Retention and Deletion
Snapshot follows documented retention and deletion schedules. Upon verified instruction from the Institution or upon your request (where consistent with institutional policy and law), Snapshot will delete or de-identify your Account Data from active systems within a reasonable time. De-identified or aggregated data, backups, and logs may be retained as permitted by law and for security, audit, and continuity purposes.
10) Communications
You consent to Snapshot and the Institution sending you service, support, and administrative communications (including by email) related to your account, events, and Institutional Purposes. You may manage certain notifications in settings, but essential service messages are required.
11) Acceptable Use; Code of Conduct
You agree to comply with Jobfair’s Terms of Use, this Agreement, and applicable institutional policies (e.g., student conduct, IT use). Snapshot or the Institution may restrict or terminate access for violations.
12) Third-Party Service Providers
The Institution and Snapshot may use vetted service providers to process Account Data for the purposes described above, subject to confidentiality and security obligations.
13) Disclaimers; Limitation of Liability
Snapshot provides the service “as is” and disclaims warranties to the fullest extent permitted by law. To the extent permitted by law, neither Snapshot nor the Institution is liable for indirect or consequential damages arising from your use or institutional administration of the account. Some jurisdictions do not allow certain limitations; in those places, limits apply to the maximum extent permitted.
14) Changes to this Agreement
Snapshot may update this Agreement. Material changes will be posted with a new Effective Date. Continued use after the Effective Date constitutes acceptance. If you do not agree, discontinue use.
15) Contact
- Common Hire, LLC 936 N. San Vicente Blvd., #16, West Hollywood, CA 90069 • privacy@joinsnapshot.com
- Your Institution: Refer to your school’s career services or privacy office.
