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Effective 31 August 2026. Version 3.0. Applies to every AIHire account, worldwide. Supersedes all earlier versions.
In one paragraph. AIHire is an AI-assisted hiring platform. We collect account data from employers, and application data from candidates. Candidate data is processed on behalf of the employer who invited you, not for our own purposes. We use AI to transcribe, grade, summarise and score, and AI can be wrong. We do not sell personal data and we do not let our AI vendors train their models on it. You can ask for a copy of your data, a correction, deletion, or human review of an automated result, at any time, free of charge.
This is the most important section of this policy, because it decides who you go to for what. AIHire wears two different hats depending on whose data it is.
| Data | Our role | Who decides how it is used |
|---|---|---|
| Employer account holders, billing, support tickets, marketing contacts | Controller | AIHire |
| Candidate applications, interviews, recordings, transcripts, assessment answers, scores, proctoring signals | Processor | The employer who published the job. They are the controller. We act on their documented instructions. |
| Applicant portal accounts: your profile, CV, job matches, mock interviews, wallet | Controller | AIHire, because you opened that account with us directly |
| Security logs, fraud and abuse prevention, aggregate platform telemetry | Controller | AIHire |
What this means for a candidate. If you want your interview or application deleted, or you want to contest a score, the employer is the decision maker and you should ask them. You can also ask us and we will pass the request to them without undue delay, and we will act on it ourselves where the law makes us do so directly.
| Purpose | Lawful basis (GDPR Art. 6) |
|---|---|
| Providing the platform to an employer under their subscription | Contract (Art. 6(1)(b)) |
| Processing a candidate application for an employer | The employer's basis, normally steps prior to entering a contract (Art. 6(1)(b)) or legitimate interests in recruitment (Art. 6(1)(f)) |
| Recording an interview or assessment session | Consent, collected on the pre-session screen (Art. 6(1)(a)). You can decline by not starting the session and asking the employer for an alternative |
| Proctoring and integrity signals | Legitimate interests of the employer in a fair process (Art. 6(1)(f)), disclosed before the session begins |
| Applicant portal, job matching, mock interviews | Contract with you (Art. 6(1)(b)) |
| Security, abuse prevention, service integrity, debugging | Legitimate interests (Art. 6(1)(f)) |
| Billing, tax and accounting records | Legal obligation (Art. 6(1)(c)) |
| Product emails and marketing to business contacts | Legitimate interests, or consent where local law requires it. Every message has an unsubscribe link |
Read this if you are a candidate. AI transcribes, grades, summarises and scores your session. Employers can also configure an automatic pass or reject threshold on a screening assessment, which can move your application without a human looking at it first. You have the right to ask the employer for human intervention, to express your point of view, and to contest that outcome. Full detail is on our AI Disclosure page.
If you apply for a job, everything you submit for that job, including your recording, transcript, answers, scores and integrity summary, is visible to that employer's team members in their AIHire account. That is the purpose of the platform. Employers cannot see applications made to other employers.
These are the vendors that process personal data on our behalf. Each one is bound by a written contract with confidentiality and security terms at least as protective as this policy. The current list is maintained on the Data Processing Agreement page, and is summarised here:
We share personal data with no one else, except: professional advisers under confidentiality; a buyer or successor in a merger or acquisition, subject to this policy; and a law enforcement or regulatory body where we are legally compelled, in which case we will notify the affected controller unless we are prohibited from doing so.
We do not sell personal data, and we do not share it for cross-context behavioural advertising. Under the CCPA/CPRA that means we have not sold or shared personal information in the preceding twelve months and have no plans to.
Short answer: technically yes, in narrow and controlled circumstances, and never for our own purposes. Any provider that hosts your data can technically reach it. We would rather tell you exactly when and how than imply otherwise.
Everything below is a commitment we accept contractually in our Data Processing Agreement.
We and our sub-processors operate in the United States and the European Union. Where personal data originating in the EEA, the United Kingdom or Switzerland is transferred outside that region, the transfer is made under the European Commission's Standard Contractual Clauses, together with the UK International Data Transfer Addendum where applicable, plus supplementary technical measures including encryption in transit and at rest. A copy of the clauses we rely on is available on request to privacy@aihire.io.
Retention is set out in full, per data category, on the Data Retention Policy page. In summary: candidate session data follows the employer's configured retention period and defaults to twelve months; account data is kept for the life of the account plus ninety days; billing records are kept for seven years because tax law requires it; security logs are kept for twelve months.
Depending on where you live you have some or all of the following rights. They are free to exercise, and we respond within thirty days, or within forty-five days under the CCPA/CPRA where an extension applies.
How to exercise them. Email privacy@aihire.io. If your request concerns an application you made to an employer, we will identify the employer as controller and route the request to them, and tell you that we have done so. We may need to verify your identity before acting.
Complaints. You can complain to us first, and we would prefer that. You also have the right to complain to a supervisory authority: in the EU, the data protection authority of your country of residence, work or the alleged infringement; in the UK, the Information Commissioner's Office; in California, the California Privacy Protection Agency or the Attorney General.
We apply technical and organisational measures appropriate to the risk, including encryption in transit using TLS, encryption at rest for stored recordings and database contents, row-level security for tenant isolation, least-privilege access control, signed time-limited URLs for media access, server-side derivation of any value that affects scoring or billing, and audit logging of session access. No system is perfectly secure, and we do not claim otherwise. Our current, evidenced security posture is described on the Security page.
The platform is not directed at children. You must be at least sixteen years old, or the minimum age of digital consent in your country if that is higher, to use it. We delete data we learn was collected from a child below that age.
We will post a new version here with an updated effective date. Where a change materially reduces your rights or expands our use of your data, we will give notice in the product or by email before it takes effect, and where consent is the basis, we will ask again.
Privacy and data protection: privacy@aihire.io
General enquiries: hello@aihire.io
AIHire is operated by Xeontrix LLC. Our postal address and, where required, our Article 27 representative
in the EU and UK, are available on request.