Privacy Policy
This Privacy Policy explains how AIHire365 collects, uses, discloses, and protects the personal data of the users of our platform — recruiters, hiring teams, and interview experts ("you"). It also explains your privacy rights and how to exercise them.
Important distinction — two different roles we play. When we process the personal data of candidates on behalf of a customer (a recruiting organization), that customer is the data controller and AIHire365 acts only as a data processor under the Data Processing Agreement. That candidate processing is governed by that agreement and the customer's own privacy notice, not by this policy. This policy governs only the personal data of platform users and the data we process as a controller for our own purposes (such as operating accounts, billing, and securing the service).
1. Who we are
AIHire365 ("AIHire365", "we", "us", "our") operates an AI-assisted and expert-led candidate screening platform. For the purposes of EU/UK data protection law, the data controller of platform-user personal data is the AIHire365 contracting entity identified in your Master Services Agreement or, for experts, your Independent Contractor Agreement. Our privacy contact is privacy@aihire365.com and, where required, our EU/UK representative and Data Protection Officer are listed on request.
2. The personal data we collect
We collect the following categories of personal data:
2.1 Information you provide.
- Identity and contact data — name, legal name, display name, email address, phone number, and (for experts) profile photograph.
- Professional data — for experts: areas of expertise, seniority, skills, availability, and interview history; for recruiters: role, team, and employer.
- Account and authentication data — username, password (stored only as a salted hash), security settings, and multi-factor configuration.
- Communications — messages, support requests, and feedback you send us.
2.2 Information we collect automatically.
- Security and audit logs — the records needed to keep the platform secure and to maintain the audit trail, such as sign-in events, consent, and access to records, with timestamps. We do not track which pages or features you browse, and we use no analytics or advertising tools.
- Device and connection data — IP address, browser type, operating system, device identifiers, and approximate location derived from IP.
- Cookies and similar technologies — see §11.
2.3 Information from third parties.
- Identity and eligibility checks for experts (for example, right-to-work or background verification, where lawful and with notice).
- Payment and tax identifiers for experts, collected at payment setup (handled by our payment processor; we receive limited confirmation data).
We do not intentionally collect special-category / sensitive personal data about platform users except where strictly necessary and permitted by law, and we do not knowingly collect data from anyone under 18 (§13).
3. How and why we use personal data (purposes and legal bases)
We use platform-user personal data to:
| Purpose | Examples | Legal basis (GDPR/UK GDPR) |
|---|---|---|
| Provide and operate the platform | create and authenticate accounts, route interview offers, display recruiter-facing expert profiles | Performance of a contract (Art. 6(1)(b)) |
| Secure the platform | fraud prevention, abuse detection, audit logging of consent and access | Legitimate interests (Art. 6(1)(f)) |
| Communicate with you | service notices, security alerts, changes to terms | Contract / Legitimate interests |
| Bill and pay | subscriptions (recruiters), payouts and tax compliance (experts) | Contract / Legal obligation (Art. 6(1)(c)) |
| Improve and develop the service | quality assurance and model evaluation on de-identified data where feasible | Legitimate interests |
| Comply with law | respond to lawful requests, retain records, meet hiring-technology obligations | Legal obligation |
| Optional marketing | product updates you opt into | Consent (Art. 6(1)(a)), withdrawable any time |
Where we rely on legitimate interests, we have balanced those interests against your rights; you may object as described in §8.
4. Automated processing and AI
Our platform uses automated and expert-assisted methods to screen, score, and rank candidates for our customers. We do not use automated processing to make decisions that produce legal or similarly significant effects about platform users. Safeguards for automated decision-making affecting candidates (including meaningful human involvement and the customer's transparency duties) are addressed in the Data Processing Agreement and the AI Screening & Responsible-Use Disclosure, and are the responsibility of the customer as controller.
5. How we share personal data
We share personal data only as described here:
- Service providers / sub-processors — hosting, storage, communications, payment, and AI-infrastructure providers acting on our instructions under contract. The current list of sub-processors is maintained in, and updated under, the Data Processing Agreement.
- Customers — for experts, the interview outputs you produce (scorecards, feedback, recordings) are made available to the customer who requested the interview.
- Corporate transactions — in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.
- Legal and safety — to comply with law, enforce our agreements, or protect the rights, safety, and security of users and the public.
What we never do with your data
- We never sell your personal data, and we never "share" it for cross-context behavioral advertising (as those terms are defined under California law).
- We never provide it to data brokers or advertising networks.
- We never give it to any third party for that third party's own purposes.
- The only outside parties who ever access it are the sub-processors listed above: vetted providers acting under contract, solely on our instructions to operate the service.
- We disclose personal data to authorities only when legally compelled (for example, a valid court order or lawful request), and otherwise only with your authorization.
Candidate data your organization submits is governed by the Data Processing Agreement, not this policy: for that data AIHire365 acts only as a processor and processes or discloses it only on your documented instructions, never for our own purposes.
6. International data transfers
We operate globally and may process personal data in the United States, the European Union, India, and other countries. Where we transfer personal data out of the EEA, the UK, or other regions with transfer restrictions, we rely on appropriate safeguards — principally the European Commission's Standard Contractual Clauses (and the UK Addendum) — together with supplementary measures where required. A copy of the relevant safeguards is available on request.
7. Data retention
We retain personal data for as long as your account is active and for the period afterward needed to:
- meet the purposes in §3 (for example, completing payouts or resolving disputes);
- comply with legal, tax, accounting, and audit obligations; and
- preserve consent and acceptance records for the limitation period applicable to the relevant agreement.
Interview recordings are retained according to the recording policy (currently 90 days, then deleted) unless a longer period is required for a dispute or by law. We maintain a data-retention schedule that sets specific periods by data category.
8. Your rights
Subject to applicable law, you have the rights set out below. To exercise any right, contact hello@aihire365.com; we will verify your identity and respond within the statutory timeframe. You may also lodge a complaint with a supervisory authority. We will not discriminate against you for exercising your rights.
8.1 EU / UK (GDPR & UK GDPR).
Access; rectification; erasure ("right to be forgotten"); restriction of processing; data portability; objection (including to processing based on legitimate interests and to direct marketing); the right to withdraw consent at any time without affecting prior processing; and the right to lodge a complaint with your local supervisory authority.
8.2 California (CCPA/CPRA).
Right to know the categories and specific pieces of personal information we collect, use, and disclose; right to delete; right to correct; right to opt out of "sale" or "sharing" (we do neither); right to limit use of sensitive personal information; and the right to non-discrimination. You may use an authorized agent to submit requests.
8.3 India (DPDP Act 2023).
Right to access a summary of your personal data and processing; right to correction and erasure; right of grievance redressal through our designated officer; and the right to nominate another individual to exercise your rights in the event of death or incapacity.
8.4 Other jurisdictions.
Where other laws grant additional rights, we honor them to the extent they apply to you.
9. How we protect personal data
We maintain administrative, technical, and organizational measures designed to protect personal data against unauthorized access, loss, misuse, and alteration — including encryption in transit, access controls, least-privilege provisioning, audit logging, and personnel confidentiality obligations. No system is perfectly secure; we maintain an incident-response process and will notify you and authorities of a personal-data breach where required by law.
10. Third-party links and services
The platform may link to or integrate third-party services (for example, an applicant-tracking system or a video provider). Their processing is governed by their own privacy notices, not this one.
11. Cookies and similar technologies
We use only strictly necessary cookies: the minimum required to authenticate you, keep you signed in, and operate core features of the platform. We do not use analytics, advertising, or tracking cookies, and we do not track you across websites or build advertising profiles.
Because strictly necessary cookies are essential to delivering the service you request, they do not require consent under EU/UK and comparable rules, so we do not display a cookie-consent banner. You can still block or delete cookies through your browser settings, though doing so may prevent parts of the platform from working.
12. Changes to this policy
We may update this policy. For material changes we will provide notice and, where the change affects the basis on which you use the platform, require renewed acceptance through the in-app re-consent gate. The "Last updated" date shows the current version; your previously accepted version remains available to you in the Legal Center.
13. Children
The platform is intended for users aged 18 and over and is not directed to children. We do not knowingly collect personal data from anyone under 18.
14. Contact
Questions or requests: privacy@aihire365.com. Postal and DPO/EU-UK representative details are available on request.