Privacy Policy & Terms and Conditions

1. Introduction

HiredAi Inc. ("we," "us," "our," or "HiredAi") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our Services, including our website, mobile application, and any related features or functionalities.

2. Information We Collect

We collect various types of information to provide and enhance our Services, including but not limited to:

• Personal Identifiable Information (PII): Name, email address, phone number, mailing address, and any other information you voluntarily provide during account registration, profile creation, or job applications.
• Resume Data: Information contained in resumes or CVs you upload, including but not limited to employment history, education, skills, certifications, and references.
• Usage Data: IP address, device type, operating system, browser type, unique device identifiers, app usage statistics, pages visited, time spent on the Services, and interactions with features (e.g., clicks, searches).
• Location Data: Approximate or precise location information derived from your device (if enabled) to tailor job recommendations or analytics.
• Third-Party Data: Information obtained from third-party services (e.g., social media platforms, job boards) when you link accounts or authorize data sharing.
• Communication Data: Messages, emails, or other correspondence you send through our Services or to our support team.
• Analytics Data: Aggregated or anonymized data derived from your use of the Services, including machine learning outputs and AI-generated insights.
• Candidate Profile Data: Information sourced from public search results (e.g., professional networking platforms) or third-party data providers, including names, job titles, companies, locations, skills, certifications, and security clearances.

3. How We Collect Information

We collect information through the following methods:

• Directly from You: When you register, upload a resume, apply for jobs, update your profile, or contact us.
• Automatically: Via cookies, web beacons, tracking pixels, and similar technologies that log your activity on our Services.
• Third Parties: From partners, vendors, or service providers (e.g., resume parsing tools, AI analytics platforms) that process or enhance your data on our behalf.
• Mobile App: Through device permissions (e.g., location, storage) and app-specific interactions.
• Public and Third-Party Sources: Via internet search engines for public professional profiles and third-party data providers for enriched candidate data.

4. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To match you with job opportunities, facilitate job applications, schedule interviews, and connect recruiters with candidates.
• Data Analysis: To parse resumes, extract relevant data (e.g., skills, experience), and utilize third-party machine learning and artificial intelligence tools to analyze, categorize, and rank candidates or job postings.
• Personalization: To customize your experience, recommend jobs, and tailor content based on your preferences, location, and profile data.
• Communication: To send you updates, job alerts, interview invitations, support responses, and promotional materials (with your consent where required).
• Improvement: To train and enhance our AI models, algorithms, and third-party tools, including using anonymized or aggregated data for research and development.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.
• Security: To detect, prevent, and address fraud, security breaches, or other prohibited activities.
• Candidate Sourcing: To search for and identify potential job candidates using public and third-party data sources, and to rank candidates for recruiters using AI-driven analysis.

5. Third-Party Services

We engage third-party service providers to assist with various functions, including but not limited to:

• Resume Parsing: Tools that extract and structure data from resumes (e.g., skills, experience).
• AI and Machine Learning: Platforms that analyze resume data, predict job fit, and optimize matching algorithms.
• Analytics: Services like Google Analytics to track usage and improve our Services.
• Cloud Storage: Providers like AWS or Google Cloud to store your data securely.
• Communication: Email and messaging services to facilitate correspondence.
• Candidate Data Providers: Services that provide access to candidate profiles for recruitment purposes.
• AI Processing: Tools that parse and summarize candidate data to enhance recruitment services.

These third parties may have access to your data solely to perform their designated functions and are contractually obligated to maintain confidentiality and security standards consistent with this Privacy Policy.

6. Data Sharing and Disclosure

We may share your information in the following circumstances:

• With Employers/Recruiters: Your resume, profile, and application data are shared with potential employers or recruiters when you apply for a job through our Services.
• Service Providers: As described above, with third-party vendors who process data on our behalf.
• Legal Requirements: If required by law, court order, or governmental authority, or to protect our rights, property, or safety, or that of others.
• Business Transfers: In connection with a merger, acquisition, bankruptcy, or sale of assets, where your data may be transferred to another entity under similar privacy protections.
• With Consent: When you explicitly authorize us to share your data with specific parties.
• Recruitment Purposes: Candidate profiles (e.g., name, title, skills, profile URL) are shared with recruiters or employers to facilitate job applications, as described in Section 16.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes without your explicit consent.

7. Data Security

We implement robust technical and organizational measures to protect your data, including:

• Encryption of data in transit (e.g., TLS/SSL) and at rest using industry-standard protocols.
• Access controls, firewalls, and intrusion detection systems to prevent unauthorized access.
• Regular security audits, vulnerability assessments, and penetration testing.
• Contractual agreements with third-party providers to ensure they meet our security standards.

Despite these measures, no system is completely secure. We cannot guarantee absolute security and are not liable for unauthorized access beyond our reasonable control.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, or enforce our agreements. For example:

• Account data is retained while your account is active and for a reasonable period thereafter (e.g., 1 year) unless you request deletion.
• Resume data is kept until you delete it or your account is terminated, subject to legal retention requirements.
• Usage data may be retained in anonymized form indefinitely for analytics purposes.

9. Your Rights and Choices

You have the following rights regarding your personal data, subject to applicable laws:

• Access: Request a copy of your data.
• Correction: Update or correct inaccuracies in your data via your account settings.
• Deletion: Request deletion of your data, though we may retain certain information as required by law or for legitimate business purposes.
• Opt-Out: Opt out of marketing communications via email preferences or by contacting us.
• Data Portability: Request your data in a structured, machine-readable format where feasible.
• Restrict Processing: Request limitations on how we process your data in certain circumstances.

To exercise these rights, contact us at support@hiredaiapp.com. We will respond within the timeframes required by law (e.g., 30 days under GDPR, 45 days under CCPA).

10. Cookies and Tracking Technologies

We use cookies, web beacons, and similar technologies to:

• Authenticate users and maintain sessions.
• Analyze usage patterns and improve functionality.
• Deliver personalized content and ads (with consent where required).

You can manage cookie preferences through your browser settings or our cookie consent tool (if applicable). Disabling cookies may limit some Service features.

11. Mobile App Specifics

The HiredAI App may request permissions to access:

• Location: For job recommendations (optional).
• Storage: To upload resumes or save data locally.
• Notifications: To send job alerts and updates.

You can revoke these permissions via your device settings, though this may affect app functionality.

12. International Data Transfers

Your data may be transferred to and processed in the United States or other countries where our servers or third-party providers are located. We ensure such transfers comply with applicable data protection laws (e.g., GDPR Standard Contractual Clauses, Privacy Shield if applicable). For candidate data sourced from public or third-party sources outside the U.S. (e.g., EU/UK professional profiles), we ensure compliance with applicable data transfer mechanisms, such as GDPR Standard Contractual Clauses, to protect your data.

13. Children’s Privacy

Our Services are not intended for individuals under 16. We do not knowingly collect data from children under this age. If we discover such data, we will delete it promptly.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Significant changes will be notified via email or in-app alerts. Your continued use of the Services after updates constitutes acceptance of the revised policy.

15. Contact Us

For questions, complaints, or to exercise your rights, contact us at:

HiredAi Inc.
Email: support@hiredaiapp.com
Address: 254 Chapman RD STE 208, DE, USA

16. Candidate Sourcing and Processing

HiredAi Inc. provides recruitment services by sourcing candidate information from publicly available sources and third-party services to connect recruiters with potential job candidates. This section explains how we collect, process, and share candidate data as part of our proprietary HiredGPT feature.

16.1 Sources of Candidate Data

We collect candidate information from the following sources:

• Public Search Results: We use internet search engines to identify publicly available professional profiles (e.g., from professional networking platforms). Information extracted includes names, job titles, companies, locations, skills, and other details visible in search results (e.g., titles, snippets, URLs). This data is publicly accessible and does not require an account to view.
• Third-Party Data Providers: We engage third-party services to obtain candidate profile data, which may include publicly available information and enriched data (e.g., names, job titles, companies, locations, skills, and, where available, contact details). These providers operate under their own privacy policies, and we ensure their compliance with applicable data protection laws through contractual agreements.
• AI Processing: We use artificial intelligence and machine learning tools to parse, analyze, and summarize candidate data, generating insights such as relevance scores, summaries, and key highlights to assist recruiters in identifying suitable candidates.

16.2 Lawful Basis for Processing

We process candidate data based on the following lawful bases, as applicable:

• Legitimate Interests (GDPR): For data sourced from public sources (e.g., professional profiles via search engines), we rely on our legitimate interest to provide recruitment services, ensuring data is processed minimally and transparently to connect candidates with job opportunities.
• Contractual Necessity: For data provided directly by candidates or shared with recruiters as part of job applications, processing is necessary to fulfill our services.
• Consent (where required): For certain third-party data or sensitive data (e.g., security clearances), we may rely on consent obtained via third-party providers or directly from candidates when feasible.

We conduct regular Data Protection Impact Assessments (DPIAs) to ensure our processing balances our interests with candidates’ rights and freedoms.

16.3 Purposes of Processing

Candidate data is processed to:

• Identify and rank potential candidates for job opportunities based on recruiter queries.
• Generate summaries and highlights to assist recruiters in evaluating candidate suitability.
• Facilitate communication between recruiters and candidates (e.g., sharing profiles with employers for job applications).
• Improve our proprietary AI models and recruitment algorithms using anonymized or aggregated data.

16.4 Data Sharing

Candidate data is shared with:

• Recruiters and Employers: Profile information (e.g., name, title, skills, profile URLs) is shared with recruiters or employers when a candidate is identified as a potential match for a job opportunity.
• Third-Party Service Providers: As described in Section 5, we use providers for AI processing, data storage, and analytics, with strict confidentiality agreements.

We do not sell or share candidate data for marketing purposes without explicit consent.

16.5 Candidate Rights

If your data is sourced via public searches or third-party providers, you have the same rights as described in Section 9 (Your Rights and Choices), including:

• Access: Request details of the data we hold about you.
• Correction: Request correction of inaccurate data.
• Deletion: Request deletion of your data, subject to legal or contractual retention requirements.
• Objection: Object to processing based on legitimate interests, including profiling for recruitment purposes.

To exercise these rights, contact us at support@hiredaiapp.com. If we cannot directly identify you in our systems (e.g., for cached search results), we may require additional verification. We aim to respond within 30 days (GDPR) or 45 days (CCPA).

16.6 Data Retention for Sourced Data

• Cached Search Results: Data from searches or third-party providers is cached in our systems for up to 24 hours to optimize performance, after which it is automatically deleted unless needed for ongoing recruitment purposes.
• Recruitment Data: If a candidate’s profile is shared with a recruiter or employer, we retain it only as long as necessary to fulfill the recruitment process or as required by law.

16.7 Automated Decision-Making

Our HiredGPT feature uses proprietary AI to score and rank candidates based on relevance to recruiter queries. This process does not produce significant legal or similar effects on candidates, as final hiring decisions are made by recruiters or employers. You may object to automated profiling by contacting us, and we will review our processes to ensure fairness and transparency.

16.8 Transparency and Notification

We strive to be transparent about our data practices. If your data is sourced indirectly (e.g., via public searches or third-party providers), we may not have direct contact details to notify you. This Privacy Policy serves as public notice of our processing activities. If you apply for a job through our Services, we will provide further details about data usage at that time.

16.9 Data Minimization

We collect and process only the data necessary for recruitment purposes, such as names, job titles, skills, and locations, and we limit the use of sensitive data (e.g., clearances) to what is required for specific job matches.

1. Acceptance of Terms

By accessing or using the HiredAI website, mobile application, or any related services (collectively, the "Services") provided by HiredAi Inc. ("HiredAi," "we," "us," or "our"), you agree to be bound by these Terms and Conditions ("Terms"), our Privacy Policy, and all applicable laws and regulations. If you do not agree, you must not use the Services.

2. Eligibility

You must be at least 16 years old and have the legal capacity to enter into contracts to use the Services. By using the Services, you represent and warrant that you meet these requirements.

3. Account Registration

To access certain features, you must create an account. You agree to:

• Provide accurate, current, and complete information during registration.
• Maintain the security of your account credentials (username, password).
• Notify us immediately of any unauthorized use or security breach at support@hiredaiapp.com.
• Accept responsibility for all activities under your account.

All services, communications, contracts, and obligations are solely those of HiredAi Inc., a Delaware corporation. By accessing or using the Services, you acknowledge that your relationship is solely with HiredAi Inc., and not with any individual officer, employee, director, or shareholder of the company.

4. Use of Services

The Services are provided for personal job-seeking (applicants) or recruiting (employers/recruiters) purposes only. You may not:

• Use the Services for any illegal, fraudulent, or unauthorized purpose.
• Job Posting Permissions: When posting a job or job URL, you represent and warrant that you have all necessary permissions, rights, and authorizations to post, share, or distribute the job listing, including but not limited to intellectual property rights, privacy rights, and contractual agreements with employers or third parties. You are solely responsible for ensuring the job listing complies with all applicable laws and does not infringe on any third-party rights.
• Resell, sublicense, or commercially exploit the Services without written consent.
• Upload malicious code, viruses, or content that infringes intellectual property rights.
• Engage in automated data collection (e.g., scraping) without permission.
• Interfere with or disrupt the Services’ functionality or security.

5. Resume Submission and AI Processing

By uploading a resume or CV, you grant HiredAi and its third-party providers a non-exclusive, worldwide, royalty-free license to:

• Parse, analyze, and extract data using AI, machine learning, and other technologies.
• Store, process, and share your resume with potential employers or recruiters as part of job applications.
• Use anonymized or aggregated resume data to train AI models and improve the Services.

You represent and warrant that you own or have rights to all content in your resume and that it does not violate third-party rights.

6. Third-Party Services

The Services integrate third-party tools (e.g., AI analytics, cloud storage). These providers operate under their own terms and privacy policies, which you agree to review and accept when using our Services. HiredAi is not liable for third-party actions beyond our control.

7. Intellectual Property

All content, software, algorithms, and designs within the Services (excluding user-submitted content) are owned by HiredAi Inc. or its licensors and protected by copyright, trademark, and other laws. You may not reproduce, modify, or distribute our intellectual property without written permission.

8. User Content

You retain ownership of content you submit (e.g., resumes, messages), but grant HiredAi a license as described in Section 5. You are solely responsible for your content’s accuracy, legality, and appropriateness.

9. Fees and Payments

Job applicants may use basic features free of charge. Recruiters or employers may incur fees for premium features (e.g., job postings), detailed in separate agreements or on our pricing page. All fees are non-refundable unless otherwise stated.

10. Subscriptions, Billing, and Payment Protections

HiredAi Inc. offers subscription-based services for recruiters and employers. By purchasing or subscribing to any paid plan, you agree to the following terms:

• Subscription Periods: Subscriptions automatically renew at the end of each billing cycle (e.g., monthly or yearly) unless canceled prior to renewal. You can manage or cancel your subscription at any time via your account dashboard or by contacting support@hiredaiapp.com.
• Proration & Changes: Upgrades, downgrades, or cancellations during a billing period may result in prorated charges or credits per Stripe’s standard policy.
• Payment Authorization: By providing a payment method, you authorize HiredAi Inc. (via Stripe, our third-party payment processor) to charge all applicable fees, including recurring charges for renewals.
• Failed Payments: If a payment is declined or cannot be processed, access to paid features may be suspended until payment is received. Stripe may automatically retry failed payments and will notify you by email.
• Refunds: All subscription fees are non-refundable except as required by law or as expressly stated on our pricing or checkout pages.
• Account Protections: For your protection, billing is handled securely by Stripe. HiredAi Inc. does not directly store or process your full payment card details.
• Chargebacks & Disputes: If you believe you have been billed in error, please contact us at support@hiredaiapp.com before initiating a chargeback. Unauthorized or fraudulent chargebacks may result in account suspension.
• Service Modifications: HiredAi Inc. reserves the right to modify subscription plans, fees, or features, with reasonable advance notice to affected users.
• Personal Liability: All subscription and billing obligations are strictly between you and HiredAi Inc. No officer, director, or shareholder shall have personal liability for any payment or service-related claims, except as required by law.

11. Termination

We may suspend or terminate your account or access to the Services, with or without notice, if you:

• Violate these Terms.
• Engage in fraudulent, abusive, or illegal activity.
• Fail to pay applicable fees.

You may terminate your account at any time via account settings. Upon termination, your data may be retained or deleted per our Privacy Policy.

12. Disclaimers

The Services are provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to merchantability, fitness for a particular purpose, or non-infringement. We do not guarantee:

• Uninterrupted or error-free operation.
• The accuracy of job matches or AI analyses.
• The actions or reliability of third parties (e.g., employers, recruiters).

HiredAi Inc. provides its services as a corporation duly organized under the laws of Delaware, USA. No officer, director, or shareholder shall bear any personal liability for any acts or omissions of the company, except as required by law.

13. Limitation of Liability

To the fullest extent permitted by law, HiredAi Inc., its affiliates, officers, directors, shareholders, employees, and agents shall not be personally liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or opportunities, arising from:

• Use or inability to use the Services.
• Third-party actions or content.
• Unauthorized access to your data.

Officers, directors, and shareholders of HiredAi Inc. are not personally responsible for any liabilities or obligations of the Company, except to the extent required by applicable law.

Our total liability shall not exceed $100 or the amount you paid us in the past 12 months, whichever is greater.

14. Indemnification

You agree to indemnify, defend, and hold harmless HiredAi Inc. and its affiliates from any claims, damages, losses, or expenses (including legal fees) arising from:

• Your use of the Services.
• Your violation of these Terms.
• Your content infringing third-party rights.

15. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Delaware, USA, without regard to conflict of law principles. Any disputes shall be resolved through:

• Negotiation: Informal resolution attempts for 30 days.
• Arbitration: Binding arbitration in Newark, DE, under the American Arbitration Association (AAA) rules, unless small claims court applies.

You waive any right to participate in class actions or jury trials.

16. Mobile App Terms

The HiredAI App is subject to these Terms and additional app store policies (e.g., Apple App Store, Google Play). You agree not to reverse-engineer, decompile, or misuse the app beyond its intended purpose.

17. Changes to Terms

We may modify these Terms at any time. Significant changes will be notified via email or in-app alerts at least 30 days in advance (where feasible). Continued use after changes constitutes acceptance.

18. Miscellaneous

• Severability: If any provision is invalid, the remaining terms remain enforceable.
• Waiver: No waiver of any term is effective unless in writing.
• Entire Agreement: These Terms and the Privacy Policy constitute the full agreement between you and HiredAi.

19. Contact Us

For questions or concerns, contact:

HiredAi Inc.
Email: support@hiredaiapp.com
Address: 254 Chapman RD STE 208, DE, USA