Privacy Policy

1. Introduction and Scope

1.1 Who This Policy Applies To

This Policy applies to individuals who:

• Visit our website (the “Site”).
• Access or use our AI-powered hiring platform, including job posting, candidate evaluation, AI interviews, and related tools (collectively, the “Services”) as an organization (“Organization”) or authorized team member.
• Create a candidate account, browse job postings, submit applications, or participate in AI interviews (“Candidates”).
• Interact with our marketing activities, communications, or support channels.

1.2 What This Policy Does Not Apply To

This Policy does not apply to: (a) information that Organizations process independently outside of the Services; (b) third-party products, services, or integrations accessible through the Services — please review the applicable third party’s privacy policy; or (c) information processed by third-party AI models used in the Services, which is governed by the applicable third-party provider’s privacy policy.

2. About HIRED

HIRED is an AI-powered hiring platform that enables organizations to post jobs, build custom application forms with structured requirements, evaluate candidates using AI-driven scoring and assessment, and conduct voice-based AI interviews. Our Services help organizations make faster, more informed hiring decisions while providing candidates with a structured and transparent application experience.

3. Information We Collect

The information we collect depends on how you interact with us, the features you use, your location, and applicable laws. We collect information directly from you, automatically through your use of the Services, and from third parties.

3.1 Information You Provide Directly

Contact Information: We collect your contact information when you sign up for the Services, including your full name, email address, and geographic location.

Account Information: We collect information you provide to create and manage your account, including email address, password (stored in hashed form), organization name (for Organization accounts), and profile details.

Candidate Application Data: When you apply to jobs through the Services, we collect all information you submit in application forms, including but not limited to: text responses to structured questions, compensation expectations, work history, portfolio links, and any other information requested by the hiring Organization through their custom application forms.

Organization Content: We collect content that Organizations upload or create through the Services, including job descriptions, application form configurations, custom questions, word-limit settings, and evaluation criteria.

Voice Interview Data: When Candidates participate in AI voice interviews, we collect audio recordings, real-time transcriptions of the conversation, AI-generated interview assessments and evaluations, and metadata about the interview session (duration, questions asked, follow-ups triggered).

Communications and Support Information: We collect information from your communications with us, including the content of emails, support tickets, feedback forms, and any attachments you provide.

3.2 Information We Collect Automatically

When you use or interact with our Site and Services, we automatically collect:

• Usage Data: Pages viewed, features used, clicks, session duration, referring pages, timestamps, and error logs.
• Device Data: Browser type and version, operating system, device type, screen resolution, and language preferences.
• Network Data: IP address, Internet Service Provider, connection type, and referring URLs.
• Location Data: Approximate location (city and country) derived from IP address. We do not collect precise geolocation.
• Service-Generated Data: Log files, diagnostic data, performance metrics, and system configurations.

3.3 AI-Generated Data

When a Candidate submits an application, our system automatically generates AI-based data, including:

• A numerical match score (0–100) evaluating the candidate against the job requirements.
• A written assessment summary analyzing the candidate’s responses across multiple evaluation dimensions (impact clarity, problem difficulty, specificity, internal consistency, and compensation alignment).
• Red flags or areas of concern identified during evaluation.
• Interview transcripts and AI-generated interview evaluations (for voice interviews).

This AI-generated data is stored in the candidate’s application record and is made available to the hiring Organization and their authorized team members.

3.4 Information We Receive from Organizations

We receive information from Organizations about their team members, including contact details provided when an Organization owner invites team members to the platform. Organizations are responsible for ensuring they have the appropriate legal basis to share this information with us.

4. How We Use Your Information

We use your information for the following purposes:

Service Delivery and Operation: To provide, operate, deliver, monitor, and maintain the Services, including processing job postings, managing applications, generating AI candidate assessments, conducting AI voice interviews, and managing the hiring pipeline.

AI-Powered Candidate Evaluation: To automatically generate candidate match scores, assessment summaries, and evaluation reports based on application responses and job requirements. To process voice interview audio for transcription and AI-based evaluation.

Account Administration: To create and manage your account, process email verification, manage password resets, and communicate administrative information.

Customer Support: To provide technical assistance, respond to inquiries, troubleshoot issues, and fulfill support requests.

Communications: To send transactional emails (email verification, password reset, interview invitations, application status updates) and administrative messages (legal notices, policy updates).

Security and Fraud Prevention: To detect, investigate, prevent, and respond to security threats, fraudulent activity, unauthorized access, abuse, and policy violations.

Legal Compliance: To comply with applicable laws, regulations, legal processes, and governmental requests; enforce our agreements; and protect rights, property, or safety.

Analytics and Improvement: To conduct analytics using aggregated, anonymized, or de-identified data to understand usage patterns, improve the Services, and optimize performance.

We do not sell your personal data to third parties.

5. AI-Specific Data Practices

5.1 Processing of Application Data

When a Candidate submits an application, their responses are processed by AI models to generate evaluation scores and assessment summaries. This processing occurs automatically and typically completes within seconds of submission. The AI evaluates responses across five dimensions: impact clarity, problem difficulty, specificity of answers, internal consistency, and compensation alignment.

5.2 Voice Interview Processing

AI voice interviews are conducted using real-time speech-to-text transcription and AI language models. Audio is processed in real time by our third-party AI providers (OpenAI for language processing, LiveKit for voice infrastructure). Interview transcripts and AI-generated evaluations are stored on our platform and made available to the hiring Organization.

5.3 AI Model Training

Default Protection: HIRED does not use your application data, interview recordings, or other content to train or improve general-purpose AI models unless you have explicitly opted in through a separate written agreement.

Third-Party Models: When your data is processed by third-party AI models (such as OpenAI), your data may be subject to the training practices of the applicable third-party provider. We recommend reviewing their privacy policies.

5.4 Aggregated and Anonymized AI Data

We may use aggregated, anonymized, and de-identified data derived from AI interactions (which does not identify you or any individual) for purposes including: improving scoring accuracy and reliability, conducting benchmarking and research, generating usage analytics, and optimizing platform performance.

5.5 Content Filtering and Safety

To maintain the safety and integrity of our AI features, we may analyze inputs and outputs using automated systems to detect and prevent policy violations, harmful content, abuse, and security threats. This processing occurs in real time and is distinct from model training.

6. How We Disclose Your Information

We disclose your information only as necessary to provide the Services, comply with legal obligations, and support our business operations.

6.1 With Hiring Organizations

When you apply to a job, your application data — including all form responses, AI-generated match score, AI assessment summary, red flags, interview transcripts, and interview evaluations — is shared with the hiring Organization and their authorized team members on HIRED. This is essential to the core function of the Services.

6.2 Service Providers

We share information with third-party service providers that perform services on our behalf:

• OpenAI — for AI-based candidate evaluation, scoring, and voice interview language processing. Data sent to OpenAI is subject to OpenAI’s Privacy Policy.
• LiveKit — for real-time voice interview infrastructure and audio routing.
• Coldbrew.ai — our hosting and infrastructure provider.

These service providers are contractually obligated to use your information only as necessary to provide services to us and are subject to confidentiality obligations.

6.3 Corporate Affiliates

We may share information with entities that directly or indirectly control, are controlled by, or are under common control with Endian AI, Inc.. Any information shared with corporate affiliates will be treated in accordance with this Policy.

6.4 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, sale of assets, or other corporate transaction, your information may be transferred to the acquiring entity. We will notify you of any such change through email or other appropriate means.

6.5 Organization Accounts

If you are a team member under an Organization’s account, certain information (such as your name, email, and activity) may be visible to the account administrator and other authorized users within that Organization.

6.6 Legal and Regulatory Disclosures

We may disclose your information when we believe in good faith that disclosure is necessary to: comply with applicable law, regulation, legal process, or governmental request; enforce our agreements and policies; protect the security or integrity of the Services; protect the rights, property, or safety of Endian AI, Inc., our users, or the public; or detect, prevent, or address fraud, security, or technical issues.

6.7 With Your Consent

We may disclose your information to third parties when you have given us your consent to do so.

6.8 Aggregate and De-Identified Data

We may use and disclose aggregate, anonymized, or de-identified information that does not identify any individual for any lawful purpose, including research, benchmarking, analytics, and marketing.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to collect information about your interactions with our Site and Services:

• Essential Cookies: Necessary for authentication, security, and session management. These cookies cannot be disabled.
• Performance and Analytics Cookies: Used to understand how visitors use and interact with our Site, helping us improve performance and user experience.
• Functional Cookies: Used to remember your preferences and settings.

Where required by applicable law, we obtain your consent before setting non-essential cookies. You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of the Services.

8. Data Retention

We retain your information for the minimum period necessary to fulfill the purposes described in this Policy, comply with legal and contractual obligations, resolve disputes, enforce our agreements, and support legitimate business needs.

Specific retention practices:

• Active accounts: Data is retained for the duration of your account.
• Application data: Retained for the duration of the hiring Organization’s account, or until the Organization deletes it.
• Interview recordings and transcripts: Retained for the duration of the hiring Organization’s account.
• Deleted accounts: Upon account deletion, we will delete or anonymize your data within a reasonable timeframe, except where retention is required by applicable law.

When we no longer have a legitimate business need to process your information, we will either delete or anonymize it. If deletion is not immediately possible (for example, backup archives), we will securely store and isolate it until deletion is feasible.

9. Data Security

We implement reasonable and appropriate administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, modification, disclosure, destruction, loss, or alteration. Our security measures include:

• Encryption of data in transit (TLS 1.2+) and at rest.
• Password hashing using industry-standard algorithms.
• Role-based access controls.
• Email verification for candidate accounts.
• Incident detection and response procedures.
• Vendor security assessments and contractual obligations.

However, no method of transmission over the Internet or method of electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. If you believe your account has been compromised, contact us immediately at security@endianai.com.

10. International Data Transfers

HIRED is headquartered in the United States. If you access or use the Services from outside the U.S.A., your information may be transferred to, stored, and processed in the U.S.A. and other countries where we or our service providers operate. These countries may have data protection laws that differ from the laws in your country of residence.

Where required by applicable law, we rely on appropriate transfer mechanisms to ensure your information is protected, including standard contractual clauses and other safeguards. By using the Services, you acknowledge and consent to the transfer, storage, and processing of your information in the U.S.A.

11. Your Privacy Rights and Choices

You have certain choices and rights regarding how we collect and use your information:

• Account Preferences: You may update, correct, or delete certain account information at any time through your account settings or by contacting support.
• Account Deletion: Candidates may request deletion of their account and associated data at any time by contacting us.
• Cookie Management: You may manage cookie preferences through your browser settings.
• Communication Preferences: You may opt out of marketing communications at any time. You will continue to receive transactional and administrative communications.

12. U.S. State Privacy Rights

This section applies to individuals based in the U.S.A. and supplements this Policy with respect to applicable U.S. state privacy laws, including the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), and comparable laws in other U.S. states.

12.1 Categories of Information Collected

Under U.S. state privacy laws, we collect the following categories of personal information: personal identifiers (name, email, IP address, account credentials); Internet and network activity (browsing history, usage data); geolocation data (approximate location from IP address); professional information (application responses, work history, compensation expectations); inferences drawn from the above (AI-generated scores and assessments); and audiovisual information (voice interview recordings).

12.2 Your Rights

Under applicable U.S. state privacy laws, you may have the right to: know what personal information we have collected, used, or disclosed; access your personal information; delete your personal information (subject to certain exceptions); correct inaccurate personal information; opt out of the sale or sharing of personal information; and exercise these rights without discrimination.

12.3 Sale and Sharing Disclosure

We do not sell personal information. We do not share personal information for cross-contextual behavioral advertising purposes.

12.4 Exercising Your Rights

To exercise your rights, you or your authorized agent may submit a request by emailing privacy@endianai.com. We will verify your identity before fulfilling your request and will respond within 45 days (or as otherwise required by applicable law).

13. European Economic Area and UK Rights

13.1 Legal Bases for Processing

If you are located in the EEA or UK, we process your personal information on the following legal bases: (a) your consent, where required; (b) performance of a contract; (c) legitimate interests (such as providing the Services, security, and fraud prevention); and (d) compliance with legal obligations.

13.2 Your Rights Under GDPR

Under the GDPR and UK data protection laws, you have the right to: access your personal information; rectify inaccurate or incomplete information; erasure (“right to be forgotten”); restrict processing; data portability; object to processing based on legitimate interests; not be subject to solely automated decision-making that produces legal effects; and withdraw consent at any time.

13.3 Automated Decision-Making

Our AI-powered candidate evaluation generates automated scores and assessments. However, these are provided as decision-support tools to Organizations and are not used as the sole basis for hiring decisions. Organizations are required under our Terms of Service to implement human oversight when using AI assessments for employment decisions. If you have concerns about automated processing of your data, please contact us.

13.4 Exercising Your Rights

To exercise your rights, please email privacy@endianai.com. We will respond within 30 days. If you are a Candidate whose data was submitted to a specific Organization, please also contact the Organization directly. You have the right to lodge a complaint with the relevant supervisory authority in your jurisdiction.

14. Children’s Privacy

Our Site and Services are not directed to or intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@endianai.com. If we become aware that we have collected personal information from a user under 18, we will take steps to delete such information and terminate the associated account promptly.

15. Third-Party Services and Links

Our Site and Services may contain links to or integrations with third-party websites, applications, or services that are not operated or controlled by HIRED. This includes the third-party AI models and voice infrastructure used in our Services. We are not responsible for the privacy practices, content, or security of any third-party services. We recommend reviewing the privacy policy of any third-party service before providing your personal information.

16. Changes to This Privacy Policy

We may update this Policy from time to time to reflect changes in our practices, products, legal requirements, or for other operational reasons. When we make material changes, we will notify you by updating the “Last Updated” date at the top of this Policy and, where appropriate, by providing additional notice through the Services or by email. Your continued use of the Services after changes take effect constitutes your acceptance of the revised Policy.

17. Contact Us

If you have questions, comments, or concerns about this Privacy Policy or our data practices, or if you wish to exercise your privacy rights, please contact us:

Email: privacy@endianai.com

Mail:
Endian AI, Inc.
Attn: Privacy Team
1522 Western Ave Suite 24195
Seattle, WA 98101
U.S.A.