At HireData, your privacy is important to us. This privacy policy explains how we collect, use, and protect your personal data when you use our website, app, and connected services.

This policy applies to all services offered via hiredata.com and its subdomains (e.g. app.hiredata.com). It does not apply to Ratecard (ratecard.io), which is governed by its own separate policy.

1. Who We Are

• HireData B.V.
• Keizersgracht 520H
• 1017 EK Amsterdam
• The Netherlands (EU)
• Chamber of Commerce: 37125140
• Email: privacy@hiredata.com

2. What Personal Data We Process

We only process data that is necessary to provide our services. Depending on how you use our platform, this may include:

1. Information You Provide Directly
   • Contact Details: Your name, email address, and phone number when you sign up, request a demo, or contact us.
2. Information from Connected Services
   • Synced Platform Data: Candidate, contact, and message data you sync from connected Applicant Tracking Systems (ATS), such as names, emails, phone numbers, CVs, notes, and chat histories.
3. Information We Collect Automatically
   • Log and Usage Data: Technical information about how you use our platform, including IP address, browser type, and activity logs, to ensure security and improve our service.
4. Special Categories of Personal Data
   We do not sell your data or use it for profiling or advertising. We do not intentionally process special categories of personal data (e.g. health, religion, ethnicity) and advise customers not to store this type of data in our systems unless absolutely necessary and legally justified.

3. Legal Bases for Processing

We only process personal data when we have a legal basis under the GDPR:

• Performance of a contract – To provide and maintain our services for registered users, including communication, automation, and ATS integrations
• Legitimate interest – To improve platform security, performance, onboarding, and internal analytics (only where it does not override your privacy rights)
• Consent – For marketing emails, lead capture, and tracking technologies such as cookies or ad pixels

If you are a HireData customer, you are the controller of the data you input or sync (e.g. candidates, messages). HireData acts as your processor and follows your instructions under a Data Processing Agreement (DPA).

4. Retention of Personal Data

We apply the following data retention defaults:

• Customer user accounts: deleted 12 months after contract termination
• Support tickets: deleted after 24 months
• Message and event data: retained for up to 24 months unless required for billing or legal obligations
• Backups: deleted within 30–90 days
• Lead and demo request data: deleted after 24 months or upon request

You can request deletion of your data at any time by contacting privacy@hiredata.com.

5. Third Parties and Data Transfers

5.1. International Data Transfers

All personal data is stored and processed within the European Union (EU). We do not transfer data outside the EU/EEA. Our primary infrastructure is hosted in the EU (DigitalOcean, Amsterdam), and all subprocessors support EU data residency.

5.2. Third-Party Processors (Subprocessors)

We partner with a select number of vendors to provide our Services. We have signed Data Processing Agreements (DPAs) with all subprocessors to ensure they meet GDPR standards and support EU data residency.

6. Security Measures

We take data protection seriously and apply the following safeguards:

• Encrypted HTTPS connections
• Role-based access control and activity logging
• Daily encrypted backups
• Regular updates to servers, dependencies, and libraries

7. Your Rights

You have the right to:

• Access a copy of your personal data
• Correct or update inaccurate information
• Delete your data (“right to be forgotten”)
• Object to or restrict processing
• Receive your data in a portable format (data portability)

To exercise your rights, contact privacy@hiredata.com. We aim to respond within 5 business days.

8. Cookies & Analytics

1. Current Analytics
   We use Simple Analytics, a privacy-first analytics tool. It does not use cookies, does not collect any personally identifiable information (PII), and helps us understand website traffic without compromising your privacy.
2. Future Tracking Technologies
   If we decide to implement marketing or advertising tools in the future (e.g., Meta Pixel, LinkedIn Insight Tag), we will:
   1. Request your explicit consent via a clear cookie banner.
   2. Only activate these technologies after you provide consent.
   3. Provide you with easy-to-use controls to manage your preferences at any time.

9. Policy Updates and Contact Information

9.1. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will notify you via the platform or email.

9.2. How to Contact Us

If you have any questions or concerns about this policy or your data, contact us:

• Email: privacy@hiredata.com