Privacy Policy

Effective Date: August 24, 2025

1. Introduction

HireAegis ("we," "our," or "us") provides smart hiring application filtering services to help recruiters identify and screen job applications more efficiently. This Privacy Policy describes how we collect, use, store, and protect your personal information when you use our services or visit our website.

2. Information We Collect

2.1 Information You Provide

• Company name and contact information
• Work email address
• Company size and industry information
• Account credentials and profile information
• Communication preferences and feedback

2.2 Application Data

• Job application content and metadata
• Application submission patterns and timing
• Quality assessment data and screening results
• Integration data from your ATS platform

2.3 Automatically Collected Information

• Usage analytics and service performance data
• Device information and browser type
• IP address and general location information
• Cookies and similar tracking technologies

3. How We Use Your Information

• Provide and improve our application filtering services
• Analyze application patterns to enhance spam detection
• Integrate with your existing ATS platforms
• Communicate about service updates and development progress
• Ensure service security and prevent abuse
• Comply with legal obligations and resolve disputes

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information only in the following circumstances:

• Service Providers: Third-party vendors who help operate our services (cloud hosting, analytics)
• ATS Integrations: With your explicit consent, to integrate with your chosen ATS platform
• Legal Requirements: When required by law or to protect our legal rights
• Business Transfers: In connection with mergers or acquisitions (with notice to users)

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit and at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication requirements
• Secure cloud infrastructure and backup systems

6. Data Retention

We retain your information only as long as necessary to provide our services or as required by law. Account information is retained while your account is active. Application filtering data may be retained for up to 3 years to improve our services, unless you request earlier deletion.

Important: Due to applicable labor laws and employment regulations, we may be required to retain certain hiring-related data for legal compliance purposes. In such cases, we cannot honor deletion requests for data that must be preserved under employment law, anti-discrimination statutes, or other legal requirements.

7. Your Rights and Choices

You have the right to:

• Access and review your personal information
• Correct inaccurate or incomplete information
• Delete your account and associated data (subject to legal retention requirements)
• Opt out of non-essential communications
• Request data portability in machine-readable format
• Object to processing based on legitimate interests

8. International Data Transfers

Your information may be processed and stored in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses approved by relevant authorities.

9. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by email or through our service. Continued use of our services after changes become effective constitutes acceptance of the updated policy.

11. Contact Information

For questions about this Privacy Policy or our privacy practices, please contact us.

We will respond to privacy-related inquiries within 30 days.