Candidate privacy statement

Who controls candidate information

The organization advertising a role, receiving an application, sourcing a candidate, or operating a talent pool normally determines why candidate information is collected and used. That organization is the primary contact for a candidate request or question.

HireHint provides the configured recruiting service to that organization and generally processes candidate information on its behalf. HireHint may separately control limited website, account, support, and security information as described in the HireHint Privacy Policy.

When this statement applies

• Applying through a HireHint-powered careers or application experience.
• Being added by an authorized customer user, referral source, or external recruiter.
• Participating in a screening, interview, evaluation, assessment, survey, scheduling, or offer workflow supported by HireHint.
• Being included in a customer talent pool or archived recruiting record.
• Using a candidate privacy request or notice route provided by HireHint for a specific customer organization.

Candidate information handled

• Identity, contact details, location, work authorization, preferences, and role interests.
• Resume, education, work history, skills, qualifications, portfolio links, references, and application answers.
• Source, referral, job relationships, application stage, evaluations, interview notes, scorecards, and hiring-team feedback.
• Messages, scheduling information, recordings or assessment responses when the relevant feature and notice apply.
• Offer, compensation, accommodation, or other sensitive information only where the organization is permitted to collect it.
• Technical, consent, security, device, and audit information associated with the candidate experience.

Sources of candidate information

• The candidate directly.
• The customer organization and its authorized recruiting or hiring team.
• A referral source, external recruiter, former employer, reference, or assessment provider where lawful.
• A customer-authorized integration, job board, calendar, communications provider, or sourcing service.
• Public information used by the customer for a legitimate recruiting purpose, subject to applicable notice requirements.

How candidate information is used

• Receive and administer applications and candidate profiles.
• Assess qualifications, communicate, schedule, collaborate, and document recruiting decisions.
• Manage jobs, pipelines, talent pools, interviews, assessments, offers, and approved workflows.
• Apply organization, role, job, record, and confidential-information permissions.
• Prevent abuse, investigate errors, preserve audit evidence, and protect the service.
• Meet the customer’s legal, recordkeeping, accommodation, and dispute-handling obligations.

AI assistance and automated tools

HireHint may support permission-scoped summaries, evidence organization, draft content, missing-context prompts, or suggested next steps. The customer must determine whether a feature is appropriate and lawful for the role and location and must provide any required notice or choice.

AI-assisted output can be incorrect or incomplete. An authorized person must review relevant evidence and remain responsible for a consequential hiring decision. HireHint should not silently send a message, move a candidate, reject an applicant, or complete another external action solely because an AI suggestion exists.

Who may receive candidate information

• Authorized customer users according to their active role, job assignment, scope, and confidential-access permissions.
• Approved service providers and subprocessors needed to provide an activated feature.
• Customer-selected third parties such as job boards, assessment providers, calendars, communications services, or background-check providers when configured and authorized.
• Professional advisers, regulators, law enforcement, or other recipients when lawfully required.
• A successor in a properly reviewed transaction, subject to appropriate safeguards and notice.

Sale, sharing, advertising, and privacy choices

No HireHint product behavior established in this review authorizes the sale of customer-controlled candidate records or their use for unrelated cross-context behavioral advertising. A customer must not use HireHint candidate information for those purposes merely because it can access or export a record.

A person may use HireHint Support to ask whether HireHint controls a relevant sale, sharing, or targeted-advertising choice. For customer-controlled candidate information, contact the organization that collected the information first. The final production notice must identify any legally recognized browser signal and appeal mechanism that applies.

Communications and browser technologies

The customer is responsible for the authority and content of recruiting communications. Candidates should receive required sender identity, consent, frequency, opt-out, and other disclosures for the communication method used.

Essential browser technologies support applications, security, preferences, and requested workflows. Customer-configured careers analytics should load only after the visitor grants the available analytics choice, as described in the Cookie Policy.

Retention and deletion

The customer determines the primary recruiting retention period based on its purpose, candidate relationship, settings, contractual obligations, and applicable law. Retention may differ for active applications, talent pools, archived records, audit evidence, backups, disputes, and legal holds.

Deleting an active candidate record may not immediately remove bounded backups or evidence that must be retained. The approved customer agreement and retention schedule must define those periods.

Candidate rights and requests

Depending on the person’s location and the customer’s role, a candidate may have rights to information, access, correction, deletion, restriction, portability, objection, consent withdrawal, human review, or appeal. Rights can be subject to identity verification, legal exceptions, and recordkeeping obligations.

• Contact the customer organization named on the job, careers page, application, or communication.
• Use a customer-specific HireHint privacy-request route when that organization provides one.
• Use HireHint Support for HireHint-controlled website, account, support, or security information.
• Do not send passwords, authentication codes, or unrelated sensitive records in an initial request.

Security and international processing

HireHint applies layered identity, tenant, role, scope, job, record, validation, and audit controls. No online service can promise absolute security, and customers remain responsible for access assignments, endpoints, exports, and connected services.

Hosting locations, support access, subprocessors, and transfer mechanisms must be verified against the production service and disclosed through the customer’s approved notice and the HireHint data-protection documents.

Recruitment privacy notice template for customers

A customer should adapt and legally review its own notice before collecting candidate information. The notice should be available at or before collection and should remain consistent with the customer’s actual HireHint configuration and recruiting practices.

This checklist is not a jurisdiction-specific legal template and does not make HireHint the customer’s privacy adviser.

Changes, complaints, and contact

The customer should date and communicate material changes to its candidate notice. A candidate may raise a concern with the customer and, where applicable, the relevant regulator or supervisory authority.

Use HireHint Support when the appropriate customer cannot be identified or when the concern relates to HireHint-controlled processing.