Privacy Policy

The short version

HireAgent is an AI recruiter agent for hiring teams. We collect the account details employers give us, the roles and candidate data submitted to or sourced through the service, and basic analytics and log data, so we can run the product and improve it. We process candidate data on behalf of employers to screen and rank candidates against structured criteria and return a scored shortlist. We never sell your data, and the candidate data an employer uploads or sources stays theirs.

What this policy covers

This policy explains what we collect when you visit hireagent.ai, create an account, brief the agent on a role, source or upload candidate data, or contact us. It covers the HireAgent website and product, which sources candidates, screens and ranks them against structured criteria, drafts personalized outreach and helps schedule interviews, returning a scored shortlist with per-criterion notes and evidence.

Controller and processor roles

For data about candidates that an employer uploads, sources or generates through the agent, the employer is the data controller and HireAgent acts as a processor, handling that data only on the employer's instructions to provide the service. For our own account, billing and website data, such as the details an employer gives us when they sign up, HireAgent is the controller. If you are a candidate with a question about your data, please contact the employer who is recruiting you, and we will support their request.

Candidate data

To screen and rank a candidate, HireAgent processes the candidate profile and any application materials, the role and screening criteria the employer selects, the resulting scores, rankings, rationale and evidence, the outreach drafted, and any notes the employer adds. We process that data to build the shortlist, draft outreach, help schedule interviews, and operate the service for the employer. As between the employer and us, the employer keeps all rights to the candidate data and the shortlists. We use this data only to provide the service, and we do not sell it or share it for anyone else's marketing.

Information we collect

• Account information. The email address you provide when you sign up, and any optional details you choose to share, such as your name, company and the roles you hire. We use a short verification code to confirm your email.
• Role and candidate data. The roles you brief, the candidate profiles sourced or uploaded, and the scores, rankings, rationale, evidence, outreach and shortlists generated from them, so the service can run and you can return to your hiring.
• Messages you send us. If you use the contact form, we keep your name, email and message so we can respond.
• Analytics data. Aggregate usage information about how the site and product are used, so we can understand which features are helpful and improve the experience.
• Technical and log data. Standard information such as IP address, browser type, and the page or campaign you arrived from, used for security, fraud prevention and understanding traffic sources.

How we use your information

• To run the service, including sourcing candidates, screening and ranking them against structured criteria, drafting outreach, helping schedule interviews, and building scored shortlists.
• To set up your account, verify your email address and respond to your questions.
• To send you relevant product updates about HireAgent, where you have asked to hear from us.
• To understand, in aggregate, how the product is used so we can improve it.
• To protect the service from abuse, fraud and security threats, and to handle billing for your paid plan.

How we think about security

We design to minimize the data we collect, limit access to it, and protect the candidate data you trust us with. We use strong encryption in transit and at rest and least-privilege access. We do not claim any certification or status we do not hold.

How we share information

We do not sell your personal information or candidate data. We share information only with service providers who help us operate the product, such as our hosting, AI processing, payment and email delivery providers, and only to the extent they need it to perform their function. We may disclose information if required by law or to protect our rights and our users.

AI processing and disclosure

Screening and ranking are performed by AI models that evaluate candidates against structured, role-based criteria, and outreach is drafted by AI on the employer's behalf. Candidate data is used to produce the employer's shortlists and is not used to train public, third-party or shared models. The agent provides per-criterion notes and evidence-linked rationale as decision support, and candidates are told when they are interacting with an AI recruiter. The employer always makes the final hiring decision and can override any score.

Data retention

We keep account details and candidate data for as long as an account is active and for a reasonable period afterward to meet legal, billing and security obligations. An employer can ask us to delete the candidate data and information they have submitted or sourced at any time, and we will do so unless we are required to retain it.

Security

We use industry-standard measures to protect your information in transit and at rest, and we limit who can access it. No method of transmission or storage is perfectly secure, but we work to keep your data safe and to collect as little of it as possible in the first place.

Your choices and rights

You can access, correct or delete the information and data you have submitted, and you can opt out of non-essential email at any time. Depending on where you live, you or your candidates may have additional rights over personal data. To exercise any of these, email us and we will help, and where you are a candidate we will work with the employer who is recruiting you.

Changes to this policy

We may update this policy as the product and site evolve. When we make material changes we will update the date at the top and, where appropriate, notify you. Continued use after changes means you accept the updated policy.

Contact

Questions about privacy? Email [email protected] or use our contact page.