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. By using our services, you agree to the terms of this Privacy Policy. Please read it carefully to understand how we handle your information.

1. Introduction

Interview HR is a recruitment platform designed to help recruitment agencies and hiring teams manage the entire hiring process in one place. 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 GDPR and other applicable data protection laws.

2. Information We Collect

2.1 Personal Data

When you use 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, job title, and password when you create an account
• Billing Information: Payment details including credit card information (processed securely through our payment processor 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 Non-Personal Data

In addition to the Personal Data, we collect non-personal information ("Non-Personal Data") that cannot be used to identify you. This includes:

• 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
• Cookies and Tracking: We use cookies and similar technologies to improve your experience. You can control cookie preferences through your browser settings
• Analytics Data: Aggregated statistics about platform usage to improve our services

2.3 Candidate Data

As a recruitment platform, we also process information about job candidates on behalf of our customers:

• 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

3. How We Use Your Information

3.1 Personal Data Use

We use the Personal Data we collect for the following purposes, including:

• Service Provision: To provide, maintain, and improve our recruitment platform and features
• Account Management: To create and manage your account, authenticate users, and provide customer support
• Communication: To send you service-related emails, updates, security alerts, and support messages
• Billing and Payments: To process payments, manage subscriptions, and send invoices
• Platform Improvements: To understand how you use our services and improve functionality
• Legal Compliance: To comply with legal obligations and respond to lawful requests

3.2 Non-Personal Data Use

We use Non-Personal Data for various purposes, including:

• 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

3.3 AI Processing

We use AI to analyse CVs and job descriptions to generate compatibility scores. This processing is done to help recruiters identify potentially suitable candidates more efficiently. AI scores are advisory only and do not automatically reject candidates. All data processed by our AI features is handled in accordance with GDPR and stored securely in EU data centres.

4. Sharing Your Information

4.1 Third-Party Service Providers

We may share your information with third-party service providers to perform functions on our behalf, including:

• Cloud Hosting: AWS (Amazon Web Services) for secure data storage and processing in EU regions
• Payment Processing: Stripe for secure payment handling (they have their own privacy policies)
• Authentication: Clerk for user authentication and identity management
• Email Delivery: AWS SES (Simple Email Service) for transactional emails
• Analytics: Privacy-focused analytics tools to understand platform usage

All third-party providers are carefully vetted and contractually obligated to protect your information and use it only for the purposes we specify.

4.2 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.

4.3 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 reasonable period after closure for legal and business purposes
• Candidate Data: Retained according to your preferences and legal requirements (you control retention periods for candidate information)
• 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.

6. Your Rights Under GDPR

If you are located in the European Economic Area (EEA), 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 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 30 days.

7. Data Security

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

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Strict authentication and authorisation mechanisms limit data access
• Infrastructure Security: Our AWS infrastructure is configured following security best practices
• Regular Audits: We conduct regular security assessments and vulnerability testing
• Data Minimisation: We only collect and retain data necessary for our services
• Staff Training: Our team is trained on data protection and security practices

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

All data is stored in EU data centres (AWS eu-west-2, London region) to ensure GDPR compliance. If we need to transfer data outside the EEA, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience:

• Essential Cookies: Required for platform functionality (authentication, security)
• Analytics Cookies: Help us understand how you use our platform
• Preference Cookies: Remember your settings and preferences

You can control cookie preferences through your browser settings. However, disabling essential cookies may affect platform functionality.

10. Children's Privacy

Interview HR is not intended for use by individuals under 18 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. Your continued use of Interview HR after any changes indicates your acceptance of the updated Privacy Policy.

12. Contact Us

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

• Email: privacy@interviewhr.com
• Data Protection Officer: dpo@interviewhr.com
• Phone: +44 (0) 20 1234 5678
• Address: Interview HR Ltd, 123 Tech Street, London, SW1A 1AA, United Kingdom

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.