Privacy policy

Who we are

HireNema provides AI hiring software to staffing agencies. In this policy, “we” means HireNema, “you” means the agency or recruiter using the service, and “candidate” means a person whose resume or interview is processed in the service.

Our role in your data

For your account details and how you use the product, we are the data controller. For candidate data you upload, you are the controller and we act as your processor: we process that data on your instructions in order to provide screening, interviewing, and shortlisting.

What we collect

• Account data: name, work email, password hash, workspace and role.
• Client and job data: client organization names, job descriptions, and related notes you enter.
• Candidate data: resumes and the details parsed from them, such as name, contact details, skills, and experience. Where you run assessments or AI voice interviews, this includes answers, transcripts, and generated debriefs.
• Usage data: logs and diagnostics needed to run and secure the service, and counters for the limits on your plan.

AI processing

Resume screening, assessment generation, and voice interviews are performed using third-party AI model providers. Content is sent to those providers to produce a result and is not used by us to train models. Scores are always accompanied by reasoning, and no candidate is rejected automatically by the system: a recruiter confirms every outcome.

If you operate in a jurisdiction that regulates automated decision-making in employment, you remain responsible for the decisions you make using our output.

Video and audio

In AI voice interviews, camera video is used for local presence only. It is never recorded or uploaded. Audio is processed to produce a transcript and a debrief, and candidates are told this and asked to consent before an interview begins.

Legal basis

Where the GDPR or similar law applies, we rely on performance of a contract for account data, legitimate interests for securing and improving the service, and your instructions as controller for candidate data. You are responsible for establishing a lawful basis for processing the candidate data you upload.

Sharing

We share data with infrastructure, AI model, and payment providers strictly to run the service, under contracts that restrict their use of it. When you send a client shortlist link, the candidate information on that page becomes visible to whoever holds the link, which is why links can be revoked at any time. We do not sell personal data.

Retention

We keep workspace data for as long as your account is active. After you close an account, data is deleted or anonymised within 90 days, except where we must keep records for legal or accounting reasons. You can delete individual candidates at any time.

Security

Data is encrypted in transit and at rest. Access is limited to staff who need it, and resume files are stored in private storage rather than on public URLs. No system is perfectly secure, so we also keep audit logs and review access.

Your rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, and to object to certain processing. Candidates should contact the agency that holds their data first, since that agency is the controller. If you contact us directly, we will pass the request on and support it.

International transfers

We and our providers may process data in countries other than yours. Where required, we use appropriate safeguards such as standard contractual clauses.

Changes

We will update this page when our practices change and revise the date at the top. Material changes will be communicated to account owners by email.

Contact

Questions about this policy or a data request: hello@hirenema.com.