Privacy Policy

At Interview HR ("we", "us", or "our"), we take your privacy seriously and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and protect your information when you use our recruitment platform, and the rights you have over that information under the UK GDPR and the EU GDPR. Please read it carefully to understand how we handle your information.

Interview HR is the name used by the service operator and data controller. This website does not currently publish the operator's registered legal name or postal address. You can request the operator's available legal details by emailing privacy@interviewhr.com.

1. Introduction

Interview HR is a recruitment platform that operates in two ways:

• As a recruitment management tool: Helping recruitment agencies and hiring teams manage the entire hiring process in one place.
• As a job aggregation platform: Proactively indexing publicly available job offers from third-party companies and presenting them on branded career pages hosted on our platform (e.g. company.interviewhr.com) and on partner job boards that use our platform (e.g. okemprego.pt).

Important: The companies whose job offers appear on our platform are not necessarily affiliated with, endorsed by, or have a commercial relationship with Interview HR. We index publicly available job information to provide a unified application experience for candidates. We understand the sensitive nature of the information we process, including personal data about recruiters, hiring managers, and job candidates. This policy sets out our commitment to protecting that information in compliance with the UK GDPR, the EU GDPR, and other applicable data protection laws.

2. Information We Collect

2.1 Account Holder Data

When you create an account on Interview HR ("Services"), we collect the following personal data (any information that can be used to identify you directly or indirectly):

• Account Information: Your name, email address, company name, and job title when you create an account. Authentication is handled by our identity provider (Clerk), so we never see or store your password
• Billing Information: Payment details including card information (processed securely by our payment processor, Stripe, and not stored on our servers)
• Profile Information: Any additional information you provide in your profile or settings
• Communication Data: Messages, support requests, and other communications with us or through our platform

2.2 Usage and Device Data

We also collect technical information when you use the platform. Some of this (such as your IP address) is personal data and is treated as such:

• Usage Information: How you interact with our platform, including pages visited, features used, and time spent
• Device Information: Browser type, operating system, IP address, and device identifiers
• Analytics Data: We use self-hosted, cookie-free analytics (see section 9). Analytics data is aggregated and is not used to build individual profiles

2.3 Candidate Data

As a recruitment platform, we process information about job candidates. We receive this data when you apply for a job through an Interview HR career page or a partner job board, when you apply by email to a job inbox we operate, or when a recruiter using our platform adds you as a candidate. This data includes:

• CVs, cover letters, and application materials
• Contact information (name, email, phone number)
• Work history, education, and qualifications
• Application status and recruiter notes
• Email correspondence related to job applications

2.4 Publicly Available Job Data

We collect and index publicly available job offer information from third-party company websites and job boards. This includes:

• Job titles, descriptions, requirements, and benefits
• Company names, logos, and publicly available branding
• Location, salary ranges, and employment type information

We do not intentionally collect personal data as part of this indexing. Where a public job listing incidentally contains business contact details (for example, a named recruiter's work email address), we process that information on the basis of our legitimate interest in presenting the listing accurately, and we will remove it promptly on request. The listing of a company's job offers on our platform does not imply any partnership, endorsement, or affiliation between that company and Interview HR.

3. How and Why We Use Your Information

3.1 Account Holder Data

We use account holder data for the following purposes:

• Service Provision: To provide, maintain, and improve our recruitment platform and features (legal basis: performance of a contract)
• Account Management: To create and manage your account, authenticate users, and provide customer support (contract)
• Communication: To send you service-related emails, updates, security alerts, and support messages (contract and legitimate interests)
• Billing and Payments: To process payments, manage subscriptions, and send invoices (contract and legal obligation)
• Platform Improvements: To understand how the platform is used and improve functionality (legitimate interests)
• Legal Compliance: To comply with legal obligations and respond to lawful requests (legal obligation)

3.2 Candidate Application Data

When you submit an application through a job listing on our platform or a partner job board, your application data (CV, contact details, and any other information you provide) is:

• Stored securely on Interview HR's infrastructure for processing and record-keeping
• Made available to the hiring company whose job you applied for, so they can review your application
• Processed with AI assistance to extract structured information from your CV and, where enabled, to generate advisory compatibility scores for the hiring company (see section 3.4)
• Used to send you transactional emails about your application, such as confirmations and status updates

Our legal basis for this processing is taking steps at your request prior to entering into a contract (your prospective employment) and our legitimate interest in operating a job application service. Who is responsible for your data depends on the type of vacancy:

• Aggregated vacancies: Where we have sourced the vacancy from publicly available listings and the hiring company is not an Interview HR customer, Interview HR is the data controller for your application. We control the processing needed to receive, process, and forward it, and the hiring company becomes an independent data controller once it receives your application data.
• Claimed or customer-managed vacancies: Where the hiring company is an Interview HR customer, we process your application on their behalf as their data processor, and the hiring company is the data controller.

We will only send you marketing or job-alert emails with your consent, which you can withdraw at any time.

3.3 Usage and Device Data

We use usage and device data for various purposes, based on our legitimate interests:

• Product Improvement: To analyse usage patterns and identify areas for enhancement
• Performance Monitoring: To ensure our platform operates efficiently and reliably
• Security: To protect against fraud, abuse, and security threats
• Analytics: To generate aggregated insights about platform usage and performance

3.4 AI Processing

We use AI to extract structured information from CVs (such as work history and qualifications) and to analyse CVs against job descriptions to generate compatibility scores. This is automated processing and profiling, done to help recruiters review applications more efficiently. We do not use AI scoring to make solely automated hiring decisions that produce legal or similarly significant effects: AI outputs are advisory only, they do not automatically reject candidates, and all hiring decisions are made by humans. You can object to this profiling at any time (see section 6). AI processing runs on AWS Bedrock in UK and EU regions, and your data is not used to train AI models.

4. Sharing Your Information

4.1 Hiring Companies

If you apply for a job, your application data is shared with the hiring company for that job, as described in section 3.2. The hiring company is responsible for its own handling of your data once received.

4.2 Third-Party Service Providers

We share information with service providers who perform functions on our behalf:

• Cloud Hosting: AWS (Amazon Web Services) for data storage, email processing, and AI processing, in the London (eu-west-2) region
• Database: Neon for our managed PostgreSQL database, hosted in the AWS London (eu-west-2) region
• Web Hosting: Vercel for hosting our web application
• Authentication: Clerk for user authentication and identity management (account holders only)
• Payment Processing: Stripe for secure payment handling (account holders only)
• Email Delivery: AWS SES for transactional emails

Analytics and search run on infrastructure we operate ourselves rather than third-party analytics services. All third-party providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.3 Legal Obligations

We may disclose your information if required by law, to comply with a legal process, to respond to lawful requests by public authorities (including law enforcement), or if we believe in good faith that such disclosure is necessary to protect our rights, your safety, or the safety of others, investigate fraud, or respond to a government request.

4.4 Business Transfers

If Interview HR is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our platform before your information becomes subject to a different privacy policy.

5. Data Retention and Deletion

We retain your personal data for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active and for a short period after closure for legal and business purposes
• Candidate Data: For applications where Interview HR is the data controller (aggregated vacancies), retained for up to 12 months from your last activity, then deleted or anonymised — and always deleted earlier on request. For customer-managed vacancies, the hiring company or recruiter controls the retention period
• Raw Application Emails: Automatically deleted from our email processing storage after 180 days
• Billing Records: Retained for 7 years to comply with tax and accounting regulations
• Analytics Data: Aggregated, anonymised data may be retained indefinitely

When you delete your account, we will delete or anonymise your personal data within 30 days, except where we are legally required to retain it. Candidates can request deletion of their data at any time by contacting the recruiter or us directly; deletion removes your candidate record, documents, and associated contact data from our systems.

6. Your Rights

Under the UK GDPR and the EU GDPR, you have the following data protection rights:

• Right of Access: You can request a copy of the personal data we hold about you
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your personal data ("right to be forgotten")
• Right to Restriction: You can request that we limit how we use your data
• Right to Data Portability: You can request your data in a structured, commonly used format
• Right to Object: You can object to certain types of processing, including direct marketing
• Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time
• Right to Lodge a Complaint: You can complain to the UK Information Commissioner's Office (ICO) or, if you are in the EU, to your local data protection authority

To exercise any of these rights, please contact us at privacy@interviewhr.com. We will respond to your request within one month.

If you are unhappy with how we have handled your personal data, you can also complain to us directly at privacy@interviewhr.com with the subject line "Data Protection Complaint". We will acknowledge your complaint within 30 days, investigate it, and inform you of the outcome. This does not affect your right to complain to the ICO or your local data protection authority at any time.

7. Data Security

We implement appropriate technical and organisational security measures to protect your information:

• Encryption: All data is encrypted in transit (TLS) and at rest (AES-256)
• Access Controls: Strict authentication and authorisation mechanisms limit data access, with tenant-level isolation between organisations
• Infrastructure Security: Our infrastructure is configured following security best practices, with no long-lived credentials in our deployment pipeline
• Data Minimisation: We only collect and retain data necessary for our services, and mask personal data in our system logs

While we implement strong security measures, no system is completely secure. We cannot guarantee absolute security but are committed to protecting your data using industry-standard practices.

8. International Data Transfers

Candidate data and application documents are stored in the United Kingdom (AWS London region, eu-west-2). The UK is recognised by the European Commission as providing an adequate level of data protection, so data can flow between the EU and the UK without additional safeguards. Some of our service providers (such as Clerk, Stripe, and Vercel) are US-based; where personal data is transferred outside the UK or EEA, we rely on appropriate safeguards such as the EU–US Data Privacy Framework and Standard Contractual Clauses.

9. Cookies and Tracking Technologies

We keep tracking to a minimum:

• Essential Cookies: Required for platform functionality, such as authentication and security
• Preference Storage: We remember settings such as your theme preference in your browser
• Analytics: We use self-hosted, cookie-free analytics (Umami) that does not track you across sites and does not build individual profiles

We do not use advertising cookies or third-party tracking cookies. Because we only use cookies that are strictly necessary for the platform to work, we do not show a cookie consent banner.

10. Children's Privacy

Interview HR is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately so we can delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. If we make significant changes, we will notify you by email or through a prominent notice on our platform. We encourage you to review this Privacy Policy periodically. The "Last updated" date at the top indicates when this policy was last revised.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your information, or wish to exercise any of your rights, please contact us:

• Email: privacy@interviewhr.com

A registered legal name and postal address for the service operator are not currently published on this website. You can request the operator's available legal details using the email address above.

We are committed to resolving any privacy-based concerns and ensuring your trust in using our service. Your trust is important to us and we are here to assist you with any queries you may have.