Legal
Last Updated: September 28, 2026
At InsightHire, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our video pre-screening platform. Please read this policy carefully.
We collect information that you voluntarily provide to us when you register for an account, use the Service, or communicate with us. This includes:
When candidates use the Service to complete video interviews, we collect:
When you access the Service, we automatically collect certain information, including:
We may receive information from third-party services when you integrate them with the Service, including:
We use the information we collect for the following purposes:
Texts about job applications. Employers using InsightHire, and InsightHire on their behalf, may send you text messages about your job application, interview scheduling, and hiring updates. We only send texts to a mobile number after you opt in: by ticking the text-message consent box on an application form, by telling a recruiter you agree to receive texts, or by texting START to one of our numbers. Consent to receive texts is not a condition of applying for a job or of any purchase.
Texts from InsightHire to business contacts. If you give InsightHire your mobile number through a form on our website, a meeting booking page, or directly to an InsightHire team member, and you agree to receive texts, InsightHire may text you about your inquiry, demos and meetings (confirmations, reminders and scheduling links), your account, and occasional product follow-ups. Message frequency varies. Msg & data rates may apply. Reply STOP to opt out or HELP for help, or email support@insighthire.com. Consent is not a condition of purchase.
No mobile information will be shared with 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.
We use artificial intelligence and machine learning technologies to analyze candidate video responses. This includes:
We may use anonymized and aggregated data to train and improve our AI models. We do not use individual candidate data for model training without appropriate consent and safeguards. Our AI systems apply the same structured evaluation criteria to every candidate. Data received through Google APIs (Gmail and Google Calendar) is never used to train or improve any AI or machine learning model; see Section 15.
AI-generated scores and evaluations are intended to assist human decision-making, not replace it. Final hiring decisions should always involve human review and judgment.
We do not sell your personal information. We may share your information in the following circumstances:
Candidate information is shared with authorized members of your hiring team who have access to your organization's account on the Service.
We share information with carefully selected third-party sub-processors who perform services on our behalf, in the categories below. We maintain Data Processing Agreements (DPAs) with each sub-processor. Customers can request the current list of named sub-processors by emailing privacy@insighthire.com.
| Category | Purpose | Data Categories | Location |
|---|---|---|---|
| Cloud hosting and storage | Running the Service, databases and file storage | All platform data, including resumes, documents and uploaded video | US |
| AI processing | Evaluating responses, parsing resumes and generating interview questions | Response transcripts, resume text, assessment answers | US |
| Speech and video | Transcription, video hosting and streaming, live interview rooms, interview voice and avatar generation | Audio and video recordings, participant names, question text | US |
| Communications | Delivering email and text messages | Recipient email addresses and phone numbers, message content | US |
| Sign-in | Authentication, passkeys and sign-in links | User email, name, organization | US |
| Payments and identity verification | Payment processing and optional government ID checks | Organization billing data; for ID checks, ID images and selfie | US |
| Product analytics | Usage analytics (with consent) | Pseudonymized usage data | EU/US |
| Meeting notetaker | Recording interviews a recruiter chooses to record | Meeting link, meeting audio and video | US |
| Employer-requested services | Background checks and applicant-tracking system connections an employer turns on | Candidate details the employer submits or syncs | US |
These sub-processors are contractually obligated to protect your information and use it only for the purposes for which it was disclosed. We conduct security assessments of all sub-processors and maintain Standard Contractual Clauses (SCCs) for transfers outside the EEA.
If you connect third-party services (such as an ATS) to your account, we may share information with those services as necessary to provide the integration functionality.
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency), including to meet national security or law enforcement requirements.
If InsightHire is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our Service of any change in ownership or uses of your personal information.
We may share your information with third parties when you give us explicit consent to do so.
We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
We retain your account information for as long as your account is active or as needed to provide you services.
Candidate video responses and related data are retained according to your organization's retention settings and applicable legal requirements. You can configure retention periods and delete candidate data through the Service.
After you terminate your account, we will provide a 30-day period for data export, after which we may permanently delete your data. Some information may be retained in backup systems for a limited period or as required for legal compliance.
We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.
You may access, update, or correct your account information at any time by logging into your account or contacting us. Candidates may request access to their interview data by contacting the organization that invited them to interview.
You have the right to request a copy of your data in a structured, commonly used, and machine-readable format. The Service includes export functionality for downloading your data.
You may request deletion of your account and associated data by contacting us. Please note that we may retain certain information as required by law or for legitimate business purposes.
You may opt out of receiving marketing communications from us by following the unsubscribe instructions in those messages or by contacting us. Please note that you cannot opt out of receiving transactional or administrative messages related to your use of the Service.
Our AI-generated scores and evaluations assist human decision-making but do not constitute solely automated decisions with legal or similarly significant effects. You have the right to:
To exercise this right, contact us at privacy@insighthire.com.
You may request that we restrict the processing of your personal data while we verify its accuracy, resolve an objection you have raised, or where processing is unlawful but you prefer restriction over erasure.
We use a cookie consent banner that allows you to accept or reject optional cookies before any tracking occurs. You can manage your cookie preferences at any time. See our Cookie Policy for details.
If you are located in the EEA, you have the right to lodge a complaint with your local data protection supervisory authority if you believe our processing of your personal data violates applicable law.
InsightHire is based in the United States. If you are accessing the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate.
We implement appropriate safeguards to protect your information when it is transferred internationally, including the use of standard contractual clauses approved by the European Commission for transfers from the European Economic Area.
The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information.
If you are located in the EEA or UK, you have certain rights under the General Data Protection Regulation (GDPR) and UK GDPR, including:
To exercise these rights, please contact us using the contact information provided below. You also have the right to lodge a complaint with your local data protection authority.
If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:
To exercise these rights, please contact us at privacy@insighthire.com. We will verify your identity before processing your request.
Residents of certain other U.S. states may have additional privacy rights under state-specific privacy laws. Please contact us to exercise any applicable rights.
The Service may contain links to third-party websites or services that are not owned or controlled by InsightHire. We are not responsible for the privacy practices of these third parties. We encourage you to read the privacy policies of any third-party services you access.
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a notice on the Service prior to the effective date of the changes. Your continued use of the Service after the effective date constitutes your acceptance of the updated Privacy Policy.
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
InsightHire - Privacy Team
Email: privacy@insighthire.com
Support: support@insighthire.com
Data Protection Officer: dpo@insighthire.com
Website: https://insighthire.com
For GDPR-related inquiries, you may also contact our EU representative or lodge a complaint with your local supervisory authority.
For purposes of this Privacy Policy:
InsightHire's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. InsightHire does not use Google Workspace API data to develop, improve, or train generalized or non-personalized AI and/or ML models.
A hiring team member can connect their own Google account in Settings. We only request access for features that user turns on:
gmail.send): messages you write or schedule in InsightHire to candidates are sent through your Gmail account, so they come from your address and appear in your Sent folder. We cannot read your mailbox with this permission, and we never ask for permission to read your Gmail. Candidate replies go to an InsightHire reply address on each message, not through your Gmail account.calendar.events): we create, move, and cancel the interview events you schedule in InsightHire, including a Google Meet link and invitations to the candidate and interviewers.calendar.calendarlist.readonly): we list the names of your calendars so you can choose which ones count toward your availability and where interviews are created.calendar.events.freebusy): we read busy time ranges (start and end only) on the calendars you chose, so candidates are offered only open slots. We do not read event titles, descriptions, or attendees.openid, email): to show which account is connected.One optional feature can send data that came through Google APIs to a third-party service, and only when a recruiter turns it on:
No Gmail data is sent to any AI provider, and no other Google Calendar data is sent to any AI provider.
Access tokens are encrypted at rest. You can disconnect Gmail or Google Calendar at any time in Settings, which deletes the stored tokens, and you can revoke access from your Google account permissions page. To delete candidate messages or interview records that came from these features, contact privacy@insighthire.com.