Privacy Policy

1. Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide to us when you register for an account, use the Service, or communicate with us. This includes:

• Account Information: Name, email address, phone number, company name, job title, and password
• Organization Information: Company details, billing information, and payment method information
• Profile Information: Profile photo, preferences, and account settings
• Interview Content: Questions, assessment criteria, scoring configurations, and evaluation settings
• Communications: Information you provide when you contact our support team or communicate with us

1.2 Candidate Information

When candidates use the Service to complete video interviews, we collect:

• Basic Information: Name, email address, phone number, and resume information
• Video Responses: Video and audio recordings of candidate interview responses
• Assessment Responses: Answers to skills assessments, personality tests, and other evaluation tools
• Application Data: Position applied for, application date, and status
• Technical Data: Device information, browser type, IP address, and interaction data with the interview platform

1.3 Automatically Collected Information

When you access the Service, we automatically collect certain information, including:

• Log Data: IP address, browser type, operating system, referring URLs, and access times
• Device Information: Device type, unique device identifiers, and mobile network information
• Usage Data: Pages viewed, features used, time spent on pages, and navigation patterns
• Cookies and Tracking: Information collected through cookies, web beacons, and similar technologies
• Video Analytics: Technical quality metrics, completion rates, and interaction data

1.4 Information from Third Parties

We may receive information from third-party services when you integrate them with the Service, including:

• Applicant Tracking Systems (ATS) and other HR systems
• Single Sign-On (SSO) providers like Google Workspace and Microsoft Azure AD
• Job boards and recruitment platforms
• Payment processors and billing services

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Provision

• Create and manage your account
• Provide access to the video pre-screening platform
• Process and store video interviews and candidate responses
• Perform AI-powered analysis and scoring of candidate responses
• Generate reports, analytics, and hiring recommendations
• Enable collaboration between hiring team members
• Facilitate integrations with third-party services

2.2 Communication

• Send transactional emails and notifications about your account and the Service
• Respond to your inquiries and provide customer support
• Send administrative messages, security alerts, and policy updates
• Send marketing communications (with your consent, where required)
• Invite candidates to complete video interviews

2.3 Service Improvement and Analytics

• Analyze usage patterns and trends to improve the Service
• Train and improve our AI and machine learning models
• Develop new features and functionality
• Monitor and analyze the effectiveness of our Service
• Conduct research and analytics

2.4 Security and Compliance

• Detect, prevent, and address fraud, security issues, and technical problems
• Enforce our Terms of Service and other policies
• Comply with legal obligations and respond to legal requests
• Protect the rights, property, and safety of InsightHire, our users, and the public

3. AI and Automated Processing

3.1 AI Analysis of Video Responses

We use artificial intelligence and machine learning technologies to analyze candidate video responses. This includes:

• Speech-to-text transcription of video responses
• Natural language processing to evaluate response content and quality
• Analysis of communication skills, relevant experience, and role fit
• Scoring and ranking of candidates based on defined criteria
• Detection of potential authenticity concerns

3.2 Training AI Models

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.

3.3 Human Oversight

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.

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Within Your Organization

Candidate information is shared with authorized members of your hiring team who have access to your organization's account on the Service.

4.2 Sub-Processors

We share information with the following third-party sub-processors who perform services on our behalf. We maintain Data Processing Agreements (DPAs) with each sub-processor.

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.

4.3 Integrated Third-Party Services

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.

4.4 Legal Requirements

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.

4.5 Business Transfers

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.

4.6 With Your Consent

We may share your information with third parties when you give us explicit consent to do so.

5. Data Retention

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.

5.1 Account Data

We retain your account information for as long as your account is active or as needed to provide you services.

5.2 Candidate Data

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.

5.3 After Account Termination

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.

6. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of sensitive data at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Regular backups and disaster recovery procedures
• Employee training on data security and privacy
• Vendor security assessments for third-party service providers

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.

7. Your Rights and Choices

7.1 Access and Correction

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.

7.2 Data Portability

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.

7.3 Deletion

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.

7.4 Marketing Communications

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.

7.5 Right to Object to Automated Decision-Making (GDPR Art. 22)

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:

• Request human review of any AI-generated evaluation
• Express your point of view regarding AI assessments
• Contest decisions influenced by AI analysis

To exercise this right, contact us at privacy@insighthire.com.

7.6 Right to Restriction of Processing (GDPR Art. 18)

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.

7.7 Cookies and Tracking

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.

7.8 Right to Lodge a Complaint

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.

8. International Data Transfers

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.

9. Children's Privacy

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.

10. Regional Privacy Rights

10.1 European Economic Area (EEA) and UK

If you are located in the EEA or UK, you have certain rights under the General Data Protection Regulation (GDPR) and UK GDPR, including:

• Right of access to your personal data
• Right to rectification of inaccurate personal data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right not to be subject to automated decision-making

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.

10.2 California Residents

If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale or sharing of personal information (we do not sell personal information)
• Right to correct inaccurate personal information
• Right to limit use of sensitive personal information
• Right to non-discrimination for exercising your rights

To exercise these rights, please contact us at privacy@insighthire.com. We will verify your identity before processing your request.

10.3 Other U.S. States

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.

11. Third-Party Links and Services

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.

12. Changes to This Privacy Policy

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.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

For GDPR-related inquiries, you may also contact our EU representative or lodge a complaint with your local supervisory authority.

14. Definitions

For purposes of this Privacy Policy:

• "Service" refers to the InsightHire video pre-screening platform and all related services
• "You" or "User" refers to organizations, hiring teams, hiring managers, and other individuals using the Service
• "Candidate" refers to job applicants who complete video interviews through the Service
• "Personal Information" refers to information that identifies or can be used to identify an individual
• "Processing" refers to any operation performed on personal data, including collection, storage, use, and disclosure