Privacy Policy

1. Who We Are

AI Hiring Studio ("we", "us", "our") operates the AI Hiring Studio recruitment platform. We are committed to protecting the privacy of our customers and the candidates whose data is processed through our platform.

2. Data We Collect

Account and Organization Data:

• Name, email address, and profile information of registered users
• Organization name, industry, and team composition
• Billing and payment information (processed securely via Stripe — we do not store card details)
• Usage data including feature usage and credit consumption

Candidate Data (processed on your behalf):

• Resume content, work history, education, and skills
• Contact information including email and phone number
• LinkedIn and other professional profile data (sourced via Exa neural search)
• Personal email addresses (revealed via Apollo.io with your explicit request)
• AI-generated screening scores, summaries, strengths and concerns
• Communications history (outreach emails sent via your connected Gmail/Outlook)

3. How We Use Data

• To provide, maintain, and improve the Service
• To process AI screening and generate candidate assessments
• To send transactional communications (invite emails, reminders, notifications)
• To process payments and manage credit balances
• To train and improve our AI models using aggregated, anonymized data (you may opt out)
• To comply with legal obligations

4. Third-Party Services

We use the following third-party services to provide the platform:

5. Data Retention

We retain your account data for as long as your account is active. Candidate data is retained for the duration of your subscription. You can request deletion of specific candidate records at any time via the candidate detail page (GDPR deletion). Account data is deleted within 30 days of account closure.

6. Your Rights (GDPR / CCPA)

If you are in the EU, UK, or California, you have the right to:

• Access — request a copy of your data or a candidate's data
• Rectification — correct inaccurate data
• Erasure — request deletion of data ("right to be forgotten")
• Portability — receive your data in a machine-readable format
• Objection — object to processing for certain purposes including marketing
• Restriction — request that we limit processing

To exercise these rights, email privacy@hireflow.ai. We will respond within 30 days.

7. Candidate Outreach and Unsubscribe

All outreach emails sent through AI Hiring Studio include an unsubscribe link. Candidates who click unsubscribe are immediately removed from future outreach and this preference is respected automatically across the platform. You must not override unsubscribe preferences.

8. Security

We implement industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest, row-level security in our database, and regular security reviews. No system is perfectly secure — please report security concerns to security@hireflow.ai.

9. Contact

For privacy-related questions, contact our data protection contact at privacy@hireflow.ai.