Privacy Policy

HiringDesk provides recruiting, applicant messaging, screening and interview-scheduling tools. This policy covers hiringdesk.ai, the HiringDesk app, customer careers pages, the embeddable application widget and the HiringDesk job board. Questions about this policy can be sent to support@hiringdesk.ai.

We handle information about three main groups:

• Employer users, such as owners, managers, recruiters and interviewers who use HiringDesk for work.
• Job applicants and candidates who apply, communicate with an employer or take part in an interview.
• Job seekers who create or save a profile for future applications or job alerts.

For candidate information submitted to an employer, that employer is the data controller and decides why and how the information is used. HiringDesk acts as the employer's data processor and handles the information on the employer's instructions. HiringDesk is the controller for employer account data and for job seeker profiles created directly with HiringDesk.

Depending on how you use HiringDesk, we may collect:

• Account and workspace information, including names, work email addresses, phone numbers, employer details, team membership, billing details and settings.
• Candidate information, including name, mobile number, email, résumé, work history, video introductions, application answers and screening scores.
• Communications, including text and email history, consent records, opt-out requests and support messages.
• Interview information, including requested and booked times, interview type, attendance, reschedules, no-shows and outcome records.
• Application source and attribution information, such as the job board, campaign, referral, UTM values and advertising click identifiers that led to an application.
• Usage and device information, such as pages viewed, features used, browser type, device type, approximate location based on IP address, log data and security events.

When an employer user connects Google Calendar, HiringDesk requests these Google OAuth scopes:

• https://www.googleapis.com/auth/calendar.events — used solely to create, update and cancel interview events that the user schedules in HiringDesk.
• https://www.googleapis.com/auth/calendar.freebusy — used solely to read busy and free times so HiringDesk does not offer a time when the interviewer is already booked. We read availability only. We do not read the titles, descriptions, attendees or content of other calendar events.

Google user data is never sold, never used for advertising and never used to train artificial intelligence or machine learning models. OAuth access and refresh tokens are stored encrypted and used only for the calendar actions described above.

Users can revoke access at any time by choosing Disconnect in HiringDesk or by visiting Google Account permissions. When a user disconnects in HiringDesk, we revoke the token with Google and delete the stored access and refresh tokens.

HiringDesk's 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.

We use information to run the hiring workflow, including to:

• Receive and parse applications, résumés and work history.
• Score and organize applications using employer-selected job requirements.
• Send consented text messages and emails, request video introductions, and manage replies.
• Offer interview times, create bookings and send reminders.
• Report hiring activity, interview attendance and outcomes to the employer.
• Provide customer support, secure accounts, prevent fraud and abuse, and meet legal obligations.
• Understand and improve the service using aggregated or de-identified information.

HiringDesk sends recruiting texts only when the applicant has consented, such as on an application form, by texting a job keyword, or by applying through an employer's careers page. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for help. See the SMS Policy for more information.

HiringDesk uses automated tools, including AI, to help parse applications, summarize information, score job-related answers, draft communications and schedule interviews. These tools assist the employer; they do not make the final hiring decision. A person makes that decision.

HiringDesk does not use protected characteristics such as race, color, religion, sex, pregnancy, national origin, age, disability or genetic information in candidate scoring. Applicants may request human review by replying to any HiringDesk-powered recruiting message or emailing support@hiringdesk.ai.

We share information only as needed to provide and protect the service. Service-provider categories include cloud hosting and database providers, SMS delivery providers, email delivery providers, payment processors and AI model providers. These providers may use information only to perform services for HiringDesk under their agreements with us.

We do not sell personal information. We may disclose information when required by law, subpoena, court order or other valid legal process; to protect people, rights or the service; or as part of a merger, financing, acquisition, reorganization or sale of all or part of the business. If ownership changes, this policy will continue to apply unless users are told otherwise.

Employers control candidate records and résumés in their workspace and decide how long they need them for hiring, recordkeeping and legal compliance. We keep workspace data while the account is active and afterward only as reasonably needed to complete a deletion request, meet legal obligations, resolve disputes, prevent abuse and maintain limited backups. Backup copies are removed on their normal secure rotation.

Individuals can ask to access, correct or delete their information by contacting support@hiringdesk.ai. For employer-controlled candidate data, we may refer the request to the employer or help the employer respond. Job seekers can also delete their saved profile from their profile page. Some records may be kept when required by law or needed to document consent, opt-outs, security events or legal claims.

HiringDesk uses reasonable administrative, technical and organizational safeguards. These include encryption in transit and at rest, workspace isolation with row-level access controls, restricted internal access, authentication controls and monitoring. No online service can guarantee absolute security, but we work to prevent unauthorized access, loss, misuse and alteration.

Depending on where you live, you may have the right to access, correct or delete personal information, receive a copy of it, restrict or object to certain processing, or withdraw consent. You may also opt out of recruiting texts by replying STOP.

Residents of California and other U.S. states with privacy laws may have additional rights, including rights to know, correct, delete and appeal a denied request. HiringDesk does not sell personal information or share it for cross-context behavioral advertising. We will not discriminate against anyone for using a privacy right. To make a request, email support@hiringdesk.ai. We may need to verify your identity before acting on it.

HiringDesk is not intended for anyone under 16, and we do not knowingly collect personal information from children under 16. Contact us if you believe a child has provided information to HiringDesk so we can review and remove it.

We may update this policy when the service, our practices or the law changes. We will post the new version here and change the Last updated date. If a change materially affects how we use personal information, we will provide additional notice when appropriate.

Questions, privacy requests and concerns can be sent to support@hiringdesk.ai. You can also review our Terms of Service and SMS Policy.