Privacy Policy
This Privacy Policy describes how HiringX ("we," "our," or "us") collects, uses, shares, and protects personal information when you use our AI-powered recruitment and interview platform.
By using our Service, you agree to the collection and use of information in accordance with this policy. This Privacy Policy is designed to comply with applicable data protection laws while protecting the interests of HiringX's users. Please read this policy carefully to understand how we handle your information.
01Information We Collect
1.1 Information You Provide to Us
When you use our Service, we collect the following types of information:
- Account Information: Name, email address, phone number, company name, job title, and password used during registration.
- Profile Information: Professional background, skills, work experience, LinkedIn/GitHub links, and professional preferences.
- Resume and Documents: Resumes, cover letters, and other professional documents you upload to the platform.
- Interview Content: Conversational transcripts, AI-generated scores, performance metrics, and evaluation feedback.
- Communication Data: Messages, email support tickets, and other communications with our team.
- Feedback: Comments, ratings, and suggestions about our Service.
Notice regarding Camera & Microphone access:
We request local browser access to your device camera to display your live preview on your screen during the interview, and microphone access to transcribe your spoken responses into text using client-side speech recognition. We do not record, store, or transmit raw audio or video files to our servers. Only the textual transcripts of the answers are processed and stored.
1.2 Information We Collect Automatically
We automatically collect certain information when you interact with our platform:
- Usage Data: How you interact with our Service, features used, and time spent.
- Device Information: Browser type, operating system, and device identifiers.
- Log Data: Server log entries, error reports, and session metrics.
- Cookies: Session tokens and preferences to maintain your authentication state.
- Location Data: General location information resolved at the country or region level based on your IP address.
1.3 Information from Third Parties
We may receive information from third-party sources:
- Social Media Platforms: Public professional profile information when you link accounts.
- Integration Partners: HR systems and Applicant Tracking Systems (ATS) integrated with our platform.
02How We Use Your Information
We use the information we collect for the following purposes:
- Providing and Improving Our Service: Delivering recruitment tools, AI-powered insights, and interview management features.
- Personalization: Customizing your experience, recommendations, and content based on your preferences.
- Communication: Sending service updates, notifications, and support communications.
- Analytics and Research: Analyzing usage patterns and improving our algorithms.
- Security and Safety: Protecting against fraud, abuse, and security threats.
- Legal Compliance: Meeting legal obligations, resolving disputes, and enforcing our terms.
- AI Model Training: Improving our machine learning algorithms and AI capabilities (using only de-identified, aggregated, or anonymized data).
03Legal Basis for Processing
We process your personal information based on the following legal grounds:
- Contract Performance: To provide the services you have requested and fulfill our contractual obligations.
- Legitimate Interests: To improve our Service, ensure security, and conduct business operations.
- Consent: When you have provided explicit consent for specific processing activities.
- Legal Obligations: To comply with applicable laws, regulations, and legal processes.
04Information Sharing and Disclosure
We may share your information under the following circumstances:
4.1 With Your Consent
We may share your information with third parties when you have provided explicit consent for such sharing.
4.2 Service Providers and Partners
We work with trusted third-party service providers who assist us in operating our Service:
- Cloud hosting and database infrastructure providers
- AI and machine learning service providers (such as Google Gemini API for conversational interview processing)
- Customer support and communication tools
Notice on Payments:
We do not collect or process payment card details. Our pricing plans are listed for informational purposes, and the Service is currently offered as a trial or free assessment platform without direct payment integration.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity. We will notify you of any such changes and ensure appropriate data protection measures are in place.
4.4 Legal Requirements
We may disclose your information when required by law, regulation, legal process, or government request. This includes responding to court orders, subpoenas, and other legal demands.
4.5 Safety and Security
We may share information to protect the safety, rights, or property of HiringX, our users, or the public, including investigating potential violations of our Terms of Service.
05Data Security and Protection
HiringX implements comprehensive security measures to protect your personal information:
- Encryption: Data is encrypted in transit and at rest using industry-standard protocols.
- Access Controls: Strict access controls and authentication mechanisms are enforced.
- Regular Backups: Automated backups with disaster recovery procedures.
While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but commit to implementing reasonable safeguards.
06Data Retention and Deletion
We retain your personal information for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy:
- Account Data: Retained while your account is active and for a reasonable period after deactivation.
- Interview Content: Retained for the duration specified in your service agreement or until deleted.
- Usage Data: Retained for analytics and service improvement purposes.
You may request deletion of your personal information by contacting our support team. We will process such requests in accordance with applicable data protection laws.
Anonymized and aggregated data may be retained indefinitely for research, analytics, and service improvement purposes.
07Your Rights and Choices
Subject to applicable law, you have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information.
- Withdraw Consent: Withdraw consent for processing based on consent.
To exercise these rights, please contact us using the information provided below. We will respond to your request within the timeframe required by applicable law.
You also have choices regarding:
- Marketing Communications: Opt out of promotional emails and notifications.
- Cookies: Manage cookie preferences through your browser settings.
- Account Settings: Update your privacy preferences and account information.
08International Data Transfers
Your personal information may be transferred to and processed in countries other than India depending on cloud provider regions. We ensure appropriate safeguards are in place for such transfers.
09Children's Privacy
Our Service is not intended for children under the age of 18. We do not knowingly collect personal information from children under 18. If you become aware that a child has provided us with personal information, please contact us immediately.
If we discover that we have collected personal information from a child under 18, we will take steps to delete such information promptly.
10Cookies and Similar Technologies
We use cookies to maintain your login session and enhance Service security:
- Essential Cookies: Required for basic Service functionality and security (maintaining authenticated sessions).
You can control cookie preferences through your browser settings. However, disabling essential cookies may affect the basic functionality of the Service.
11Third-Party Services and Links
Our Service may contain links to third-party websites or portfolios (such as candidate LinkedIn/GitHub links). This Privacy Policy does not apply to such third-party services, and we recommend reviewing their privacy policies before providing them with your information.
12Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements:
- Material Changes: Significant changes will be communicated through notifications on the platform dashboard or via email.
- Updated Date: The "Last Updated" date will be revised for all changes.
- Continued Use: Your continued use of the Service constitutes acceptance of updated policies.
13Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
HiringX
Email: [email protected]
Website: hiringx.ai