Privacy Policy

HiredIn ("HiredIn", "we", "us", or "our") operates a recruitment infrastructure platform used by organizations to manage hiring processes and by individuals seeking employment opportunities.

This Privacy Policy explains how we collect, use, disclose, process, and protect personal information when users interact with the HiredIn platform, associated websites, APIs, integrations, and services (collectively, the "Platform").

By accessing or using the Platform, you acknowledge the practices described in this Privacy Policy and our Terms of Service.

1. Scope of This Policy

This Privacy Policy applies to personal information processed through the Platform by:

• organizations using the Platform for recruitment ("Customers")
• employees or representatives authorized to access the Platform ("Authorized Users")
• individuals seeking employment opportunities ("Candidates").

This policy applies globally, including to individuals located in jurisdictions governed by privacy laws such as:

• Canada's Personal Information Protection and Electronic Documents Act (PIPEDA)
• the European Union General Data Protection Regulation (GDPR)
• the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA)
• other applicable privacy and data protection laws.

2. Who We Are

HiredIn is a cloud-based software technology provider offering recruitment infrastructure platforms.

3. Controller and Processor Roles

HiredIn provides software infrastructure used by organizations to manage recruitment and onboarding processes.

In most cases:

Customers act as Data Controllers, determining how Candidate information is collected and used. Customers are the controllers of the Personal Information they collect through HiredIn's Services to manage their own recruiting and onboarding processes (e.g., names, contact information, and other data collected as part of job applications), and each customer manages that Personal Information in accordance with its own privacy policies.

HiredIn acts as a Data Processor, processing information on behalf of Customers through the Platform for recruiting and onboarding.

For certain limited data such as website analytics or marketing communications, HiredIn may act as the Data Controller.

4. Personal Information We Collect

We may collect and process the following categories of information.

Candidate Information

Information submitted by or about Candidates may include:

• Name, Gender, Date of Birth
• email address
• phone number
• resume or CV
• employment history
• education history
• skills and certifications
• job preferences or salary expectations
• interview responses or assessments
• communications with recruiters
• interview recordings, transcripts, and summaries.

Identification Documentation

Candidates may upload identification documentation where required by employers or recruiting organizations using the Platform for employment verification or compliance purposes.

Examples may include:

• government identification
• work authorization documentation
• employment eligibility documentation
• background verification documentation (where applicable)

These documents are accessible only to authorized users involved in the recruitment process.

Sources of Personal Information

We collect personal information directly from you when you apply for a job and throughout the recruitment process. We may also collect information from other sources where permitted by law, including job boards, prior employers, professional references, background screening providers, employment agencies, recruiters, educational institutions, publicly available sources, public social media profiles, website activity through cookies and similar technologies, and other company personnel. We may combine this information with the information you provide to us.

Customer and Authorized User Information

Information associated with Customers and their Authorized Users may include:

• organization name
• recruiter or employee contact information
• account credentials
• recruitment workflow activity
• system usage data.

Platform Usage Data

When users interact with the Platform, certain information may be collected automatically including:

• IP address
• browser type
• device information
• access times and activity logs
• security monitoring data.

5. Candidate Data Sources

Candidate information may be submitted to the Platform in several ways including:

• directly by Candidates through job applications or profile creation
• uploaded by employers or recruiting agencies using the Platform
• generated through interview recordings or communications conducted within the Platform
• imported through integrations with job boards or other recruiting systems.

6. Candidate Data Submitted by Customers

Customers using the Platform may upload, import, or otherwise submit information relating to Candidates as part of their recruitment workflows.

Such information may include resumes, contact information, employment history, identification documentation, interview notes, or other materials relevant to recruitment processes.

Customers are responsible for ensuring that any personal information submitted to the Platform has been collected and processed in accordance with applicable privacy and employment laws, including providing appropriate notices to Candidates and obtaining any required consents.

HiredIn processes such information solely on behalf of the Customer in its role as a data processor and does not independently verify the legality of data collection performed by Customers.

7. How We Use Personal Information

Information processed through the Platform may be used to:

• provide and operate the recruitment platform
• enable job applications and hiring workflows
• match candidates to job opportunities using AI technologies
• enable interview scheduling and communications
• provide recruitment analytics and insights
• maintain platform security and system reliability
• comply with legal and regulatory obligations
• communicating with you regarding your candidacy, opportunities with the Company or about the Careers Site and any changes to applicable terms or policies; and other business operations

8. Disclosure of Information

Personal information may be disclosed in the following circumstances.

Customers and Recruiting Organizations
Candidate information may be shared with employers, staffing agencies, or recruiting organizations using the Platform in connection with recruitment processes.

Service Providers
We may share information with third-party service providers that support operation of the Platform, including cloud infrastructure providers, artificial intelligence service providers, video communication platforms, payment processors, and scheduling integrations.

Integrations Initiated by Customers
Customers may connect third-party services such as job boards, HR systems, payroll systems, or calendar services through integrations. Information shared through these integrations is governed by the policies of those services.

Legal Requirements
Information may be disclosed where required to comply with applicable laws, regulations, legal processes, or governmental requests.

Candidate Privacy Rights

Depending on where you live, you may have certain rights under applicable privacy laws, including PIPEDA, GDPR, CCPA, and CPRA. These rights may include the right to access the personal information we hold about you, request correction of inaccurate or incomplete information, request deletion of your personal information, withdraw consent where processing is based on consent, object to or restrict certain processing, request data portability, and opt out of the sale or sharing of personal information where applicable.

We do not sell your personal information. We also do not share candidate personal information for cross-context behavioral advertising as defined under California law. Where applicable, you may also request that we limit the use or disclosure of sensitive personal information.

We will not discriminate against you for exercising your privacy rights. This means we will not deny services, charge different prices, provide a different level of service, or treat you unfairly because you made a privacy request.

Some rights may be limited by legal, contractual, security, fraud prevention, employment, recruitment, recordkeeping, or compliance obligations. We may need to verify your identity before processing your request.

9. Artificial Intelligence and Automated Processing

The Platform includes artificial intelligence features designed to support recruitment workflows and career preparation tools.

AI features may include:

• resume parsing
• job post creation assistance
• candidate-job matching and ranking
• screening insights and summaries
• interview transcription and summaries
• mock interview preparation tools for Candidates.

AI outputs are advisory and intended to support human decision-making.

Customers remain responsible for making hiring decisions.

HiredIn does not use Customer or Candidate data to train publicly available AI models.

AI Output Disclaimer

Artificial intelligence features available within the Platform generate automated outputs based on information provided by users and data processed within the Platform.

While HiredIn strives to provide useful insights and recommendations, AI-generated outputs may contain inaccuracies, incomplete information, or unintended results.

AI features are intended to support recruitment workflows and decision-making and are not intended to replace human judgment.

Customers remain solely responsible for evaluating Candidates, making hiring decisions, and ensuring compliance with applicable employment, privacy, and anti-discrimination laws.

HiredIn does not guarantee the accuracy, completeness, or reliability of AI-generated outputs. Customers are responsible for reviewing AI-generated results before relying on them in recruitment processes.

Responsible Use of AI Features

Customers are responsible for using AI features in compliance with applicable employment, anti-discrimination, and equal opportunity laws.

HiredIn does not control how Customers interpret or rely on AI-generated insights and is not responsible for employment decisions made by Customers using the Platform.

AI Matching, Fairness, and Transparency

HiredIn uses AI-assisted matching to help employers and recruiters review candidate profiles, job requirements, resumes, skills, experience, preferences, and other relevant hiring information. Our AI matching features may use third-party AI service providers, including OpenAI, to support candidate matching, screening summaries, job-fit analysis, ranking assistance, and related recruitment workflows.

HiredIn is designed to support human hiring decisions, not replace them. Our AI tools do not automatically hire, reject, advance, or disqualify candidates without human review. Employers and recruiters remain responsible for reviewing candidate information, applying their own hiring criteria, and making final hiring decisions.

To support transparency, HiredIn provides insight into each AI match, including match scores, key matching factors, relevant skills, experience alignment, role fit, possible gaps, and the reasoning behind why a candidate may be recommended. This allows recruiters to understand the basis of each result rather than relying on a black-box recommendation.

HiredIn also supports responsible AI use by allowing hiring teams to review, adjust, and validate job criteria before using AI matching features. We aim to reduce unfair bias by focusing matching logic on job-related information such as qualifications, skills, experience, location preferences, work eligibility, and role requirements. We may monitor, test, and improve our AI systems to support fairness, accuracy, and compliance with applicable privacy and employment laws.

10. Interviews and Communication Tools

The Platform may integrate communication tools allowing recruiters and Candidates to conduct interviews and exchange messages.

Interviews conducted through the Platform may be:

• Recorded
• Transcribed
• Summarized using artificial intelligence technologies.

11. Customer Responsibility for Interview Recordings

Customers are responsible for complying with all applicable laws relating to interview recordings.

This includes providing appropriate notice and obtaining consent from Candidates where required by law.

HiredIn provides technical infrastructure for these services but does not control how Customers use recording features.

12. Customer Data Ownership

Customers retain ownership of Candidate information and other content submitted to the Platform.

HiredIn does not claim ownership of Customer Content but processes such information solely for the purpose of providing and improving the Platform.

13. Data Retention

Personal information is retained only for as long as necessary to fulfill the purposes described in this policy.

Typical retention periods include:

Customer recruitment data
Retained while the Customer subscription remains active and for up to seven (7) years thereafter for compliance and audit purposes.

Candidate profiles
Retained until the Candidate deletes their account or requests deletion, subject to legal obligations.

Some information may be retained in anonymized or aggregated form.

14. International Data Transfers

The Platform may process information across multiple jurisdictions depending on infrastructure configuration and Customer location.

Where personal data is transferred internationally, appropriate safeguards may be implemented including:

• Standard Contractual Clauses
• other lawful mechanisms permitted under applicable privacy laws.

15. Security Safeguards

HiredIn implements administrative, technical, and organizational safeguards designed to protect personal information.

Security measures may include:

• encryption of data in transit and at rest
• role-based access controls
• multi-factor authentication
• monitoring and logging of system activity
• secure cloud infrastructure environments.

The Platform operates on infrastructure providers that maintain recognized security assurance programs including SOC reports and internationally recognized security standards. Despite these safeguards, no security system can guarantee absolute protection.

16. Third-Party Service Providers (Subprocessors)

HiredIn uses trusted third-party service providers ("Subprocessors") to support operation of the Platform. These providers process information only as necessary to perform services on our behalf.

HiredIn may update this list periodically as infrastructure providers or integrations add or change.

Current subprocessors include:

Google Integration

HiredIn offers an optional integration with Google services (Gmail and Google Calendar). When you connect your Google account to HiredIn, we request access to the following data:

• Basic account information: your Google account email address and account identifier, obtained when you sign in or connect your account.
• Gmail (send only): permission to send emails on your behalf through your Gmail account. We do not read, access, or store the contents of your inbox, your existing emails, your drafts, or your contacts.
• Google Calendar events: permission to view, create, update, and delete calendar events on your calendar.
• Authentication tokens: the OAuth access and refresh tokens issued by Google, which we store securely in our database in encrypted form, so your integration remains connected without requiring you to sign in repeatedly.

We use Google user data solely to provide these features within HiredIn: sending recruitment related emails that you initiate, such as candidate outreach and interview invitations, and scheduling and managing interviews on your calendar. We do not use Google user data for advertising, and we do not use it to develop, improve, or train generalized artificial intelligence or machine learning models. We do not sell Google user data or disclose it to third parties, except to the service providers who host and operate HiredIn, when required by law, or in connection with a business transfer. Google user data and tokens are deleted when you disconnect the integration or delete your HiredIn account. You may revoke HiredIn access at any time from your HiredIn account settings or at https://myaccount.google.com/permissions.

HiredIn use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Microsoft (Outlook) Integration

HiredIn offers an optional integration with Microsoft services (Outlook email and calendar). When you connect your Microsoft account, we access the following data:

• Basic account information: your Microsoft account email address, name, and basic profile details, obtained when you sign in or connect your account.
• Outlook email (send only): permission to send emails on your behalf, such as candidate outreach and interview invitations that you initiate from within HiredIn. We do not read, access, or store the contents of your inbox, your existing emails, or your contacts.
• Outlook Calendar: permission to view, create, update, and delete calendar events on your calendar, used to schedule and manage interviews and meetings.
• Authentication tokens: the OAuth access and refresh tokens issued by Microsoft, which we store securely in our database in encrypted form, so your integration remains connected without requiring you to sign in repeatedly.

We use Microsoft user data solely to provide these features within HiredIn. We do not use it for advertising, and we do not sell it or disclose it to third parties except to the service providers who host and operate HiredIn, when required by law, or in connection with a business transfer. Microsoft data and tokens are deleted when you disconnect the integration or delete your HiredIn account. You may revoke HiredIn access at any time from your HiredIn account settings or from your Microsoft account privacy settings at https://account.microsoft.com/privacy.

Zoom Integration

HiredIn offers an optional integration with Zoom for conducting interviews. When you connect your Zoom account, we access the following data:

• Basic account information: your Zoom user profile details, such as your email address and user identifier, obtained when you connect your account.
• Meetings: permission to create, view, update, and delete Zoom meetings on your behalf, used to schedule and manage interview meetings from within HiredIn.
• Meeting transcripts and related meeting data: where enabled, we receive meeting transcripts and meeting event details from Zoom for interviews conducted through HiredIn, used to provide interview records and analysis features.
• Authentication tokens: the OAuth access and refresh tokens issued by Zoom, which we store securely in our database in encrypted form, so your integration remains connected without requiring you to sign in repeatedly.

We use Zoom user data solely to provide these features within HiredIn. We do not use it for advertising, and we do not sell it or disclose it to third parties except to the service providers who host and operate HiredIn, when required by law, or in connection with a business transfer. Zoom data and tokens are deleted when you disconnect the integration or delete your HiredIn account. You may revoke HiredIn's access at any time from your HiredIn account settings or from the Zoom App Marketplace at https://marketplace.zoom.us under Manage → Installed Apps. Customers may connect additional services such as job boards, HR systems, or payroll providers through integrations controlled by the Customer.

All 3rd party service providers operate under their own privacy policies.

17. Cookies and Tracking Technologies

The Platform and associated websites may use cookies and similar technologies to:

• maintain platform functionality
• analytics, analyzing usage and performance
• improve user experience
• advertising and targeting
• social media

Users may manage cookie preferences through browser settings or cookie consent tools where available.

18. Children's Privacy

The Platform is not intended for individuals under the age of sixteen (16) or the age required by applicable law.

HiredIn does not knowingly collect personal information from minors.

19. Your Privacy Rights

Depending on your jurisdiction, you may have rights including:

• access to personal information
• correction of inaccurate information
• deletion of personal data
• restriction of processing
• data portability
• objection to certain processing activities.

20. Changes to This Privacy Policy

HiredIn may update this Privacy Policy periodically.

Updated versions will be posted on the Platform with the revised "Last Updated" date.

Continued use of the Platform after updates take effect constitutes acceptance of the revised policy.

21. Contact Information

HiredIn
20 Milvan Drive
North York, Ontario
M9L 1Z3
Canada
privacy@hiredin.ai