Terms & Policies
Review our terms, privacy, and cookie policies below.
User Agreement (Terms of Service)
Effective Date: March 17, 2026
Welcome to ExactFit! By accessing or using our platform at theexactfit.com, you agree to be bound by these Terms of Service. If you do not agree, do not use the platform.
1. About the Platform
ExactFit is a matchmaking platform that connects mortgage loan officers ("Candidates") with Independent Mortgage Banks and lenders ("Companies"). Our platform uses AI-assisted matching and rule-based scoring to suggest compatible pairings. ExactFit does not make hiring decisions and is not an employer, staffing agency, or recruiter. All employment decisions are made solely between Candidates and Companies.
2. Eligibility
- You must be at least 18 years old to use this platform.
- Candidates must hold or be eligible for a valid NMLS license.
- You agree that all information you provide is accurate and current.
3. Use of Service
- You agree to use the platform only for lawful purposes and in accordance with these terms.
- You are responsible for maintaining the confidentiality of your account credentials.
- You may not use the platform to solicit, harvest, or compile contact information about other users.
- You may not attempt to reverse-engineer, scrape, or interfere with platform operations.
4. Your Content and Data
- You retain ownership of the profile information and responses you submit.
- You grant ExactFit a limited, non-exclusive license to use your data to provide matching services, improve the platform, and fulfill legal obligations.
- You consent to your profile data being shared with Companies when you express interest in or are matched with them.
- You may request deletion of your data at any time — see the Privacy Policy for how to submit a request.
5. AI-Assisted Matching Disclosure
ExactFit uses automated processing — including AI language models and rule-based scoring — to generate match results and compatibility narratives. These outputs are informational suggestions only and do not constitute professional career, legal, or employment advice. You have the right to opt out of automated profiling; doing so will disable match generation. To opt out, contact us at privacy@theexactfit.com.
6. Prohibited Conduct
- Submitting false, misleading, or fraudulent information.
- Impersonating another person or organization.
- Using the platform to discriminate against candidates or companies on the basis of any protected characteristic.
- Attempting to access accounts or data belonging to other users.
7. Limitation of Liability
- ExactFit is provided "as is" without warranties of any kind, express or implied.
- We are not responsible for any hiring outcomes, employment disputes, or losses arising from use of the platform.
- To the maximum extent permitted by law, ExactFit's total liability to you for any claim shall not exceed the amount you paid us in the 12 months preceding the claim.
8. Termination
- We reserve the right to suspend or terminate accounts for violation of these terms, with or without notice.
- You may close your account at any time by contacting privacy@theexactfit.com.
9. Changes to Terms
We may update these terms from time to time. We will notify users of material changes by email or prominent notice on the platform at least 14 days before the change takes effect. Continued use after that date constitutes acceptance.
10. Governing Law
These terms are governed by the laws of the State of Delaware, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Delaware.
Privacy Policy
Effective Date: March 17, 2026
This Privacy Policy describes how ExactFit ("we," "us," or "our") collects, uses, and shares personal information when you use our platform. If you are a resident of Florida or Delaware, additional rights described below may apply to you.
1. Information We Collect
- Identity & Contact: Name, email address, phone number, location (state), LinkedIn and social media URLs.
- Professional Data: Current employer, NMLS ID, channel, years of experience, monthly production, licensing states, product preferences, and all wizard questionnaire responses.
- Usage Data: IP addresses, browser type, pages visited, session duration, and click interactions collected via Google Analytics.
- Authentication Data: Encrypted passwords and session tokens stored in browser session storage.
- Communications: Messages submitted via the Support form.
2. How We Use Your Data
- To generate AI-assisted match results and compatibility narratives between Candidates and Companies.
- To display your profile to Companies you are matched with or have expressed interest in.
- To send transactional emails (account confirmation, match notifications, password reset) via SendGrid.
- To analyze platform usage and improve our services via Google Analytics.
- To comply with applicable legal obligations.
3. AI Profiling and Automated Decision-Making
Our matching engine processes your questionnaire responses using Anthropic's Claude AI models and proprietary scoring algorithms to generate match scores and compatibility narratives. This constitutes automated profiling. We do not use this processing to make employment decisions — all hiring decisions rest with the Companies. You may opt out of automated profiling by contacting privacy@theexactfit.com; note that opting out will prevent match generation.
4. Data Sharing
- We do not sell your personal data.
- Companies: Your profile and match data are shared with Companies when a match is generated or when you click "Connect Me."
- AWS (Amazon Web Services): Hosts our application, API, and file storage (resumes/documents) in the United States.
- Anthropic: Processes your questionnaire responses through the Claude AI API to generate match narratives. Anthropic's privacy policy applies to this processing.
- SendGrid (Twilio): Delivers transactional emails on our behalf.
- Google Analytics: Receives anonymized usage data for analytics purposes.
- We may disclose your information if required by law, court order, or to protect the rights and safety of ExactFit or its users.
5. Data Retention
- Active account data is retained for as long as your account remains open.
- Following account closure or deletion request, personal data is deleted within 90 days, except where we are required to retain it for legal or regulatory compliance.
- Match history records may be retained in anonymized or aggregated form for analytics after deletion.
- Backup copies may persist for up to 180 days following deletion.
6. Data Security
- Passwords are securely hashed using industry-standard encryption.
- All data in transit is encrypted via HTTPS/TLS.
- API access is protected using secure, time-limited authentication tokens.
- Despite these measures, no transmission over the internet is 100% secure. We cannot guarantee absolute security.
7. Your Privacy Rights
Depending on where you reside, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate data.
- Deletion: Request deletion of your personal data.
- Portability: Request your data in a portable format.
- Opt-Out of Profiling: Opt out of automated AI-based profiling (see Section 3).
- Opt-Out of Marketing: Unsubscribe from any marketing communications at any time.
8. How to Submit a Data Request
To exercise any of the rights above, email us at privacy@theexactfit.com with the subject line "Data Request" and include your full name and the email address associated with your account. We will respond within 45 days. We may need to verify your identity before processing the request. If we cannot fulfill your request, we will explain why in our response.
9. Florida Residents (FIPA)
If you are a Florida resident, you have the right to be notified in the event of a data breach involving your personal information. In the event of a breach, we will notify affected individuals within 30 days of discovery, as required by the Florida Information Protection Act (FIPA, §501.171).
10. Delaware Residents (DPDPA)
If you are a Delaware resident, the Delaware Personal Data Privacy Act (DPDPA, effective January 1, 2025) grants you the rights described in Section 7 above, including the right to opt out of automated profiling used for decisions that produce legal or similarly significant effects. You may submit requests as described in Section 8. You also have the right to appeal a denied request — if we deny your request, we will provide instructions for submitting an appeal in our response.
11. Children's Privacy
Our platform is not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a minor, contact us at privacy@theexactfit.com and we will delete it promptly.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated policy with a revised effective date and notify you by email of material changes at least 14 days in advance.
13. Contact Us
For privacy-related questions, contact us at privacy@theexactfit.com or via the Support page.