Version 1.0 · Effective September 10, 2026
Overview
How we collect, use, and protect personal information. Version 1.0 · Effective September 10, 2026.
Hello Recruiter Inc. ("Hello Recruiter," "we," "us," "our"), a Delaware corporation with its principal place of business at 1520 NE 7th Street, Fort Lauderdale, FL 33304, United States, operates the AI-powered recruiting platform at hellorecruiter.ai (the "Platform").
For Client and Authorized User information, and for information collected through our website, Hello Recruiter acts as a business (or "controller") and this Policy governs directly. For Candidate information processed through an employer's hiring process, Hello Recruiter acts as a service provider (or "processor") on behalf of that employer, who determines how Candidate data is used. Candidates with questions about a specific hiring process should contact the employer that initiated it; Section 8 explains how we support those requests.
This Policy is designed to meet the requirements of applicable US federal and state privacy laws, including the California Consumer Privacy Act, as amended by the CPRA (the "CCPA"), and the comprehensive privacy laws now in effect in other US states. We do not sell personal information.
1. Information We Collect
1.1 Client and Authorized User Information
Data Type
Examples
How Collected
Account Information
Name, email, job title, company name
Account registration
Billing Information
Payment card details, billing address
Order form / checkout
Usage Data
Login times, features used, clicks, session duration
Automatically collected
Communications
Support emails, chat logs, feedback
Direct contact
Business Information
Company size, industry, hiring volume
Onboarding forms
1.2 Candidate Information (Processed on Behalf of Employers)
When Candidates interact with the Platform through an employer's hiring process, Hello Recruiter processes Candidate data as a service provider on behalf of that employer. This may include:
• Contact information (name, email, phone number, address)
• Professional history (resume, work experience, education, skills, certifications)
• Interview recordings (video and/or audio) and interview transcripts
• Assessment data (AI-generated scores, evaluations, notes)
• Fraud detection signals (IP address, device information, behavioral patterns)
• Communication records and preferences (messages sent and received, delivery status, opt-in and opt-out records)
• Publicly available professional information
2. How We Use Personal Information
2.1 Client Data
• To provide and maintain the Platform
• To process payments and manage subscriptions
• To provide customer support and respond to inquiries
• To send product updates, security notices, and administrative communications
• To comply with legal obligations
2.2 Candidate Data
• To provide AI screening, interview, and evaluation services to the employer
• To generate assessment reports for the employer's hiring team
• To communicate with Candidates about their application and interviews, as described in Section 6
• To detect and prevent application fraud
• To maintain the security and integrity of the Platform
2.3 De-identified and Aggregated Data
We may create de-identified and aggregated data from information processed on the Platform. De-identified data is information that cannot reasonably be used to identify, relate to, or be linked with a particular individual. We may use de-identified and aggregated data to maintain, secure, and improve our products and services, including developing and improving the AI technology that powers them — for example, to make candidate assessments fairer and more accurate and to strengthen fraud and risk identification.
Where we maintain de-identified data, we: (a) implement technical safeguards and business processes that prohibit re-identification; (b) do not attempt to re-identify the data; and (c) contractually require any recipient of de-identified data to comply with the same commitments.
Our commitments: we never use identifiable Candidate or Client data to train artificial intelligence models, and we never share Candidate or Client data with third-party AI providers for use in training their models. Our third-party AI sub-processors are contractually prohibited from training on data submitted through the Platform. We may use de-identified data, as described above, to develop and improve the AI technology that powers our services; we do not use identifiable Candidate data for this purpose. If our practices change, we will update this Policy, provide notice as described in Section 15, and apply any change prospectively from its effective date.
3. AI, Automation, and Human Decision-Making
Hello Recruiter's platform is decision-support — it is not an independent decision-maker. Hello Recruiter conducts one or more AI-led interview rounds with a candidate and compiles the resulting evidence and assessments — scored against evaluation criteria the employer defines — for the employer's hiring team. Where the Platform advances a candidate from one round to the next, it does so only to gather additional evidence — not to make a hiring decision. Employment decisions belong to the employer, and the Platform supports them in the following configurations:
3.1 Structured Application Requirements
Employers may designate certain structured application questions — answered by selecting from options or entering a number, such as willingness to relocate, work authorization, or salary expectations — as requirements for a role. If a candidate's own answer does not meet a stated requirement, the application may be closed automatically. These rules involve no AI judgment: they act solely on the candidate's own selections, candidates are told at the question that it is a requirement, and free-text responses are never used for automatic screening.
3.2 AI Assessments and Human Review
By default, a qualified person on the employer's hiring team reviews AI-generated evidence and assessments before any adverse employment decision — no candidate is rejected on the basis of an AI assessment alone unless the employer has expressly enabled that configuration as described below. In jurisdictions where applicable law permits, an employer may enable, for a specific role, automatic decisions based on the employer's own predefined, job-related evaluation criteria, applied consistently by the Platform with the criteria and scores recorded for every decision. Where applicable law restricts automated decision-making — including for candidates located in the European Union — these configurations are unavailable or are always paired with human review, regardless of employer settings.
3.3 Requesting Human Review
A candidate affected by an automated outcome may contest it and request human review through the link provided in the outcome message or by contacting the employer. Review requests are routed to the employer's hiring team, and we facilitate the review and its documentation.
Candidates are always informed when AI is used in their assessment. For a full description of how our AI evaluates candidates, the categories of data it uses, and how candidates may seek human review, see our AI Disclosure at hellorecruiter.ai/ai-disclosure.
Where US state law grants rights regarding automated decision-making technology, the Platform provides the corresponding configurations — including pre-use notice, human review, and appeal mechanisms — and our default configuration does not make significant employment decisions without human involvement.
4. Disclosure of Personal Information
We may share personal information with:
• Sub-processors (cloud hosting, AI providers, communications, and monitoring) as listed at hellorecruiter.ai/subprocessors and in our Data Processing Agreement at hellorecruiter.ai/dpa — each bound by appropriate data protection terms
• Professional advisors (lawyers, accountants) under confidentiality obligations
• Law enforcement or regulators when required by applicable law
• A successor entity in the event of a merger, acquisition, or financing, with notice as required by law
We do not sell personal information, and we do not share personal information for cross-context behavioral advertising.
5. Data Retention
Data Category
Retention Period
Client account data
Duration of subscription + 30 days for export, then deleted
Candidate application data
Duration of employer's subscription + 30 days; employer-configurable to meet recordkeeping obligations (e.g., EEOC), then deleted
Interview recordings
90 days from interview date (default); configurable by employer
Consent and opt-out records (SMS, voice, email)
Minimum 4 years from last update, for carrier and regulatory compliance
Billing records
7 years (US federal tax / IRS requirement)
Security and audit logs
12 months
Support communications
3 years after last contact
When a retention period ends, we delete or de-identify the data. Client and Candidate data may be retained beyond these periods only where required to comply with a legal obligation, resolve disputes, or enforce our agreements.
6. How We Communicate With Candidates and Users
We use email, SMS/text messaging, WhatsApp messaging and calls, and phone calls (including calls and video interviews conducted by an AI interviewer) to communicate about the hiring process on behalf of employers, and to communicate with Clients about their accounts. Channel availability varies by region — in many markets outside the United States, WhatsApp is the primary channel — as set out in the regional program schedules of our Messaging & Communications Terms at hellorecruiter.ai/messaging-terms.
6.1 Candidate Communications
• Purposes. Application confirmations, interview invitations and scheduling, interview reminders, AI-led screening and interview calls, status updates, and requests initiated by the employer's hiring process. These are transactional communications related to an application the Candidate submitted.
• Consent. We contact Candidates by SMS or phone only after the Candidate provides a phone number together with a clear disclosure that it will be used for application-related calls and texts, including calls conducted by an AI interviewer. Candidates are told when they are speaking with AI at the start of any AI-led call.
• Opt-out. Candidates may opt out of SMS at any time by replying STOP to any message, opt out of email via the unsubscribe mechanism in the message, or contact legal@hellorecruiter.ai to set channel preferences. Opting out of a communication channel does not, by itself, affect an application; the employer may offer alternative ways to participate.
• Calling hours. Outbound calls and texts are placed only during permitted local hours for the recipient.
6.2 Mobile Information
No mobile information will be shared with, sold to, or transferred to third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, and information sharing with sub-processors is limited to what is necessary to deliver the messaging service itself.
For complete program details — including message frequency, supported carriers, HELP/STOP keywords, and fees — see our Messaging & Communications Terms at hellorecruiter.ai/messaging-terms.
6.3 Client Communications
We send Clients administrative, billing, security, and product communications relating to their subscription. Marketing communications to business contacts include an unsubscribe mechanism as required by applicable law.
7. Notice at Collection
At or before the point of collection, we identify the categories of personal information we collect and the purposes for which they are used, as summarized in Sections 1, 2, and 6. We collect personal information for the business purposes described in this Policy and do not collect additional categories, or use personal information for materially different purposes, without providing updated notice.
8. Your Privacy Rights
Depending on your state of residence, you may have the right to:
• Know / Access — request the categories and specific pieces of personal information we hold about you
• Delete — request deletion of your personal information, subject to legal retention obligations
• Correct — request correction of inaccurate personal information
• Portability — receive a copy of your personal information in a portable format
• Opt out of sale or sharing — although, as noted, we do not sell or share personal information for cross-context behavioral advertising
• Opt out of profiling / automated decision-making that produces significant effects — as described in Section 3, we do not use automated decision-making to make significant decisions without human involvement
• Limit the use of sensitive personal information — as described in Section 12
• Non-discrimination — we will not deny service, charge different prices, or provide a different level of service because you exercised your rights
Scope. "Personal information" means information that identifies or relates to you, including the AI-generated scores, flags, and inferences we hold about you. It does not include de-identified or aggregated data, and it does not include Hello Recruiter's proprietary assessment questions, interview or coding prompts, models, or scoring methodology, which remain our confidential and proprietary information.
How to exercise your rights. Clients, Authorized Users, and website visitors may submit a request to legal@hellorecruiter.ai. We will acknowledge and respond within 45 days; where reasonably necessary, we may extend this period once by an additional 45 days and will notify you. To protect your information, we will take reasonable steps to verify your identity before fulfilling a request. You may use an authorized agent to submit a request on your behalf.
Appeals. If we decline your request, you may appeal by replying to our response or writing to legal@hellorecruiter.ai. Where your state's law provides, you may also contact your state Attorney General or privacy regulator.
Candidates. Because we process Candidate data on behalf of employers, Candidates should direct rights requests to the employer that initiated the hiring process. If a Candidate contacts us directly, we will assist the relevant employer in responding and help facilitate the request as their service provider.
Preference signals. We honor recognized opt-out preference signals (such as Global Privacy Control) where required by applicable law.
9. US State Privacy Laws
US state privacy laws vary in scope. Many comprehensive state laws exempt personal information processed in an employment or job-applicant context; California is a notable exception and extends privacy rights to job applicants and business contacts. As a result:
• California residents — including Candidates and Client contacts — receive the full set of rights described in Section 8.
• Residents of other states with comprehensive privacy laws receive those rights to the extent their state law applies, which for many states excludes job-applicant and employment-context data.
Regardless of your state of residence, we do not sell your personal information, and you may contact us at legal@hellorecruiter.ai with any question or request; we will respond in good faith and in accordance with applicable law.
10. Cookies and Tracking
We use cookies and similar technologies to maintain your login session, analyze Platform usage and performance (analytics cookies), and remember your preferences. You can control cookies through your browser settings; disabling certain cookies may affect Platform functionality. We do not use advertising cookies within the Platform and do not sell data to advertising platforms. Our public website uses analytics and product-improvement tools that may set cookies from third parties. For details, see our Cookie Policy at hellorecruiter.ai/cookies.
11. Security
We use industry-standard security measures, including encryption in transit and at rest, access controls, regular security testing, and employee training. No system is completely secure; in the event of a breach affecting your personal information, we will notify you as required by applicable law.
12. Sensitive and Biometric Information
Some information we process may be considered "sensitive personal information" under state law. We use sensitive personal information only for the purposes described in this Policy — to provide the Platform, generate assessments for the employer, and detect fraud — and not to infer characteristics about you for our own purposes. We do not sell sensitive personal information.
To keep interviews fair and detect fraud, the Platform may process biometric data (such as facial geometry or voice characteristics) to verify that the same person participates across a candidate's interviews for an application. This processing occurs in real time during the interview, and where required we obtain the candidate's consent beforehand. We do not create a stored voiceprint or facial-geometry template: any biometric representation is used only for the just-in-time comparison and is destroyed immediately after the check — in no case is it retained beyond the interview session. We do not match candidates against any external database, we do not sell biometric data, and we never use biometric data, interview recordings, or any audio or video content to train AI models.
13. International Transfers
Hello Recruiter's infrastructure and sub-processors are primarily located in the United States. If we process the personal information of individuals located outside the US (for example, EU Candidates), we apply appropriate safeguards, such as Standard Contractual Clauses, where required by applicable law. Detailed cross-border transfer terms are set out in our Data Processing Agreement at hellorecruiter.ai/dpa.
14. Children's Privacy
The Platform is not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have collected information from a minor, contact us at legal@hellorecruiter.ai and we will delete it.
15. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify Clients of material changes by email at least fourteen (14) days before the change takes effect and post the updated Policy on our website. Material changes apply prospectively from their stated effective date. The version and effective date shown on this page indicate when the Policy was last revised.
16. Contact Us
Purpose
Contact
Privacy Officer / general privacy inquiries
legal@hellorecruiter.ai
Data subject rights requests
legal@hellorecruiter.ai
Security incident reports
legal@hellorecruiter.ai
Legal / compliance
legal@hellorecruiter.ai
Hello Recruiter Inc., 1520 NE 7th Street, Fort Lauderdale, FL 33304, United States. Attn: Privacy Officer. Email is the fastest route for all inquiries; written requests may also be mailed to the address above.
Version 1.0 · Effective September 10, 2026
