HireMore AI Privacy Policy

1. Introduction

This Privacy Policy outlines how HireMore AI ("we", "our", or "us") collects, uses, and protects your personal information when you use our AI resume screening services. By using our services, you agree to the practices described in this policy.

2. Information We Collect

We collect information from recruiters, HR professionals, hiring managers, and founders. This includes:

• Names, email addresses, and profile pictures (via Google login)
• Resumes uploaded to our platform
• Job information (title, description) related to the positions you"re hiring for
• Cookie data for in-app tracking

3. How We Use Your Information

We use the collected information to:

• Provide and improve our AI resume screening services
• Authenticate users
• Analyze and process uploaded resumes
• Match candidates to job descriptions
• Research companies and universities mentioned in applications (using Perplexity AI)
• Store and retrieve data for future use

We do not use your data to train our AI models.

4. Data Processing and Storage

We process and store your data in the following ways:

• Resumes are stored in Amazon S3 buckets located in the United States.(AWS Data Processing Agreement)
• Parsed resume data is stored in Neon DB (PostgreSQL) hosted in Ohio, US.(Neon DB Data Processing Agreement)
• Data is processed through Vercel' infrastructure.(Vercel Data Processing Agreement)
• We use OpenAI's services to parse different sections of resumes.(OpenAI Data Processing Addendum)
• Microsoft Azure Document Intelligence is used to parse document content.(Microsoft Data Protection Addendum)
• Perplexity AI is used to gather additional information about universities and companies mentioned in applications.(Perplexity AI Privacy Policy)

Each of these service providers has committed to GDPR compliance and provides necessary guarantees to implement appropriate technical and organizational measures in such a manner that processing will meet the requirements of the GDPR and ensure the protection of the rights of data subjects.

5. Data Sharing and Third-Party Services

We share data with the following third-party services:

• OpenAI: For processing resumes using their language models
• Neon DB: For secure, SOC 2 compliant data storage
• Amazon S3: For storing uploaded resumes
• Perplexity AI: For researching companies and universities mentioned in applications
• Microsoft Azure: For document parsing
• Vercel: For hosting and data processing

These third parties are contractually obligated to use the data only for providing their services to us and not for their own purposes. All data processing occurs within the United States.

6. Data Retention and Deletion

Your data is automatically deleted when you remove it from our user interface. You can also manually request data deletion at any time. To do so, please contact us at info@hiremore.ai.

7. International Data Transfers

While we primarily process data within the United States, please be aware that data may be transferred to, stored, and processed in countries where our service providers are located. By using our services, you consent to the transfer of your information to countries outside your country of residence, including the United States, which may have different data protection rules than those of your country.

8. Your Rights Under GDPR

If you are a resident of the European Economic Area (EEA), you have certain data protection rights under the General Data Protection Regulation (GDPR). These rights include:

• The right to access, update, or delete the information we have on you
• The right of rectification
• The right to object
• The right of restriction
• The right to data portability
• The right to withdraw consent

To exercise these rights, please contact us at info@hiremore.ai.

9. Legal Basis for Processing Personal Data Under GDPR

We process your personal data under the following legal bases:

• Consent: You have given us permission to process your personal data for specific purposes.
• Performance of a Contract: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
• Legitimate Interests: Processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms.

16. Handling of Hiring Applications and Sensitive Information

As part of our AI resume screening services, we process information related to hiring applications. This information can include sensitive personal data. We want to be transparent about the types of data we collect and how we handle this information.

16.1 Types of Information Collected

The information we collect and process may include:

• Name and contact information
• Professional credentials and skills
• Educational history
• Work history
• Information provided in resumes or CVs
• Information provided during interviews (which may be recorded)
• Demographic or diversity information (if voluntarily provided)
• Background check information (where applicable)

16.2 How We Use This Information

We use this information to:

• Provide our AI resume screening services to our clients
• Match candidates with job opportunities
• Assist in the hiring and recruitment process
• Improve our AI algorithms and services

16.3 Protection of Sensitive Information

We understand the sensitive nature of this information and take measures to protect it:

• All sensitive data is encrypted in transit
• Our database, where this information is stored, is encrypted at rest
• Access to this information is strictly limited to authorized personnel on a need-to-know basis
• We do not share this information with third parties unless explicitly required for the hiring process and with the candidate's consent
• We retain this information only for as long as necessary for the hiring process or as required by law

16.4 Your Rights Regarding This Information

As with all personal data we process, you have certain rights regarding this information under GDPR and other applicable data protection laws. These include the right to:

• Access the information we hold about you
• Request corrections to inaccurate information
• Request deletion of your information
• Object to certain types of processing
• Request a copy of your information in a portable format

To exercise these rights or if you have any questions about how we handle hiring application data, please contact us at info@hiremore.ai.

10. Children' Privacy

Our services are not meant for children. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

11. Cookie Usage

We use cookies on our landing page and during the sign-up process to enhance your experience and collect analytics data. Here' how we use cookies:

Landing Page Cookies

When you visit our landing page, we may place cookies on your device to:

• Analyze website traffic and user behavior
• Remember your preferences for future visits
• Provide personalized content and advertising

Sign-Up Process Cookies

During the sign-up process, we use cookies to:

• Facilitate the sign-up process
• Remember your login information (if you choose this option)
• Ensure the security of your account

By using our website and services, you consent to the use of these cookies. You can manage your cookie preferences through your browser settings. However, please note that disabling certain cookies may affect the functionality of our website and services.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any significant changes by posting the new policy on this page and updating the “Last updated” date at the top of this policy.

13. Data Breach Notification Policy

13.1 Definition of a Data Breach

A data breach refers to a security incident leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored, or otherwise processed by HireMore AI.

13.2 Notification Timeline

In alignment with the General Data Protection Regulation (GDPR) and other applicable data protection laws, we commit to the following notification timeline:

• We will notify the relevant supervisory authority of a data breach within 72 hours of becoming aware of it, unless the breach is unlikely to result in a risk to the rights and freedoms of natural persons.
• If the breach is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay.

13.3 Content of Notifications

When notifying you of a data breach, we will provide:

• A clear and plain language description of the nature of the personal data breach
• The name and contact details of our Data Protection Officer or other contact point where more information can be obtained
• A description of the likely consequences of the personal data breach
• A description of the measures taken or proposed to be taken to address the personal data breach, including measures to mitigate its possible adverse effects

13.4 Method of Notification

We will notify you directly via email if we have your current contact information. If direct notification is not possible or would involve disproportionate effort, we may instead issue a public communication or similar measure to ensure you are informed in an equally effective manner.

15. EU Representative

As a non-EU based company processing data of EU residents, we are required by GDPR to appoint a representative within the European Union. However, as a small, solo-run enterprise, we currently fall under an exemption to this requirement due to our processing being only occasional, not including large-scale processing of special categories of data, and unlikely to result in a risk to the rights and freedoms of natural persons.

We are committed to GDPR compliance and are actively monitoring our obligations. If our processing activities change in a way that requires us to appoint an EU representative, we will do so promptly and update this policy accordingly.

In the meantime, EU residents can contact us directly with any GDPR-related inquiries or to exercise their data protection rights at:
info@hiremore.ai

9. Lawful Basis for Processing Personal Data Under GDPR

In compliance with GDPR Article 6, HireMore AI processes personal data under the following lawful bases:

• Consent (Article 6(1)(a)): We obtain clear and affirmative consent from users for specific processing activities, such as sending marketing communications. Users have the right to withdraw this consent at any time.
• Performance of a Contract (Article 6(1)(b)): We process personal data necessary for the performance of our contract with you to provide our AI resume screening services.
• Legitimate Interests (Article 6(1)(f)): We process personal data based on our legitimate interests in providing, improving, and promoting our services, as well as ensuring the security of our platform. We have conducted privacy impact assessments to ensure that these interests are not overridden by the rights and freedoms of our users.

Consent Management

Where we rely on consent as the lawful basis for processing, we ensure that:

• Consent is freely given, specific, informed, and unambiguous
• Users can easily withdraw their consent at any time
• We keep records of when and how we obtained consent
• We regularly review and update our consent mechanisms

Legitimate Interests Assessment

For processing activities based on legitimate interests, we have:

• Identified the legitimate interest
• Conducted necessity tests to ensure the processing is necessary to achieve that interest
• Performed balancing tests to ensure the interest is not overridden by the individual' interests, rights, or freedoms
• Implemented additional safeguards where appropriate

Users have the right to object to processing based on legitimate interests. If you wish to object, please contact us at info@hiremore.ai.

Special Categories of Personal Data

HireMore AI does not intentionally collect or process special categories of personal data as defined in GDPR Article 9. If we were to process such data, we would do so only with explicit consent or under another lawful basis outlined in Article 9(2) of the GDPR.

Processing of Children' Data

Our services are not intended for use by children under the age of 16. We do not knowingly collect or process data relating to children. If we become aware that we have collected personal data from a child under 16 without parental consent, we will take steps to delete that information as soon as possible.

14. Contact Us

If you have any questions about this Privacy Policy, please contact us at:
info@hiremore.ai