1. Who We Are
Hire-a-Mind ("Hire-a-Mind," "we," "us," or "our") is an AI-powered interview intelligence platform engineered by INUMENT SOLUTIONS PTE. LTD., operating at www.hireamind.ai
For privacy-related inquiries, contact us at: hello@hireamind.ai
2. Scope of This Policy
This Privacy Policy explains how we collect, use, store, and protect personal information when you:
- Access or use the Hire-a-Mind platform
- Fill out forms on our website
- Communicate with our team
- Participate in free trials, beta access, or marketplace deals (including via AppSumo or Product Hunt)
This policy applies to all users: hiring managers, recruiters, platform administrators, and candidates whose data is uploaded by our customers.
3. Information We Collect
3a. Information you provide directly:
- Name, email address, job title, company name
- Account credentials
- Billing information (processed via Stripe - we do not store full payment card details)
- Messages, support requests, and feedback
3b. Candidate and interview data uploaded by customers:
- Candidate names and contact details
- Interview audio recordings and transcripts
- Job details
3c. Automatically collected data:
- Browser type, IP address, device information
- Pages visited, session duration, feature usage
- Cookie and tracking data (see Section 8)
4. How We Use Your Information
We process personal data for the following purposes and on the following legal bases:
| Purpose | Lawful Basis |
|---|---|
| Providing and operating the platform | Performance of contract |
| Processing interview data and generating AI evaluations | Performance of contract / Legitimate interests |
| Account management and authentication | Performance of contract |
| Customer support and communications | Legitimate interests |
| Product improvement and analytics | Legitimate interests |
| Marketing communications | Consent (opt-in) |
| Legal compliance and fraud prevention | Legal obligation / Legitimate interests |
| Billing and payment processing | Performance of contract |
We do not use customer interview data or candidate data to train our AI models without explicit opt-in consent.
5. Candidate Data - Special Handling
Because Hire-a-Mind processes data about third-party candidates (who are not our direct customers), we observe additional care:
- Customer organizations are the data controllers for candidate data they upload
- Hire-a-Mind acts as a data processor on their behalf
- We process candidate data solely to deliver the services contracted by the customer
- We coordinate with the customer organization, which acts as the data controller, before fulfilling requests where legally required
- We do not use candidate data for any purpose other than delivering the evaluation service to the uploading customer
6. Data Sharing and Disclosure
We do not sell your personal data. We may share data only as follows:
- Service providers: Infrastructure (cloud hosting AWS), AI processing (OpenAI, Anthropic, Google, Azure, AWS Bedrock, AssemblyAI, ElevenLabs), payment processing (Stripe), email delivery (notify@hireamind.ai)
- Legal requirements: Where required by applicable law, court order, or regulatory authority
- Business transfers: In connection with a merger, acquisition, or sale of assets (with notice to affected users)
- With your consent: For any other purpose disclosed at the time of collection
All service providers are bound by data processing agreements requiring confidentiality and security.
7. Data Retention
We retain personal data only for as long as necessary for the purposes described in this policy, unless a longer retention period is required for legal, tax, audit, security, regulatory, dispute-resolution, or compliance purposes.
| Data Type | Retention Period |
|---|---|
| Account and profile data | For the duration of the account, then up to 90 days after account deletion, unless longer retention is required for legal, security, audit, or dispute-resolution purposes |
| Interview recordings and transcripts | For the duration of the customer subscription, then up to 30 days after termination, unless earlier deletion is requested or longer retention is legally required |
| Applicant video interviews | Deleted within 30 days of a verified applicant deletion request, including instructions to relevant service providers to delete copies and backup copies where required |
| AI evaluation outputs and candidate assessment results | For the duration of the customer subscription, then up to 30 days after termination, unless required for audit, appeal, compliance, legal defense, or high-risk AI record-keeping obligations |
| High-risk AI logs | At least 6 months where required by applicable AI law, unless a longer or shorter period is required by applicable law |
| AI compliance documentation, bias audit materials, impact assessments, and related records | Retained for the legally required period where applicable, including up to 10 years for certain EU AI Act provider documentation and at least 3 years after final deployment for Colorado high-risk AI impact assessment records |
| Billing, invoice, and tax records | 7 years, or longer where required by applicable tax, accounting, or financial laws |
| Support communications | Up to 2 years after closure of the support request, unless needed for security, legal claims, or dispute handling |
| Marketing opt-in and opt-out records | Retained while consent is active and for up to 1 year after opt-out, unless longer retention is needed to demonstrate compliance |
Customers and applicants may request deletion of their personal data at any time. We will process verified deletion requests without undue delay and, where applicable, within 30 days or one month of receipt, unless retention is required by law, compliance obligations, security needs, audit requirements, or the establishment, exercise, or defense of legal claims.
We will make available information about our AEDT data retention policy, the type of data collected for the AEDT, and the source of such data. Where a written request is required, we will provide this information within 30 days, unless disclosure would violate applicable law or interfere with a law enforcement investigation.
8. Cookies and Tracking
We use cookies and similar technologies for:
- Essential cookies: Platform functionality, login sessions, security
- Analytics cookies: Understanding how users interact with the platform (aggregated, not personally targeted)
- Preference cookies: Remembering your settings
- Marketing cookies: Used to measure the effectiveness of our marketing campaigns, understand how visitors discover our platform, and deliver relevant content across websites and social media platforms. These cookies may be set by us or trusted third-party services such as Google, LinkedIn, Meta (Facebook), or similar advertising partners. Marketing cookies will only be used where required consent has been obtained under applicable laws.
You may control cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.
9. Your Privacy Rights
Depending on your location, you may have the following rights:
For EEA/UK residents (GDPR/UK GDPR):
- Right to access your personal data
- Right to correct inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict or object to processing
- Right to data portability
- Right to withdraw consent
- Right to lodge a complaint with a supervisory authority
For California residents (CCPA/CPRA):
- Right to know what personal information we collect and how we use it
- Right to delete personal information
- Right to opt out of the sale of personal information (we do not sell data)
- Right to non-discrimination for exercising rights
For all users:
- You may update your account information at any time within the platform
- You may request deletion by emailing hello@hireamind.ai
To exercise your rights, contact us at: hello@hireamind.ai - we will respond within 30 days (or sooner as required by applicable law).
10. International Data Transfers
Hire-a-Mind operates globally. Personal data may be transferred to and processed in countries other than your country of residence. Where such transfers occur, we rely on appropriate safeguards including Standard Contractual Clauses (where applicable) or other lawful transfer mechanisms.
11. Data Security
We implement industry-standard security measures including:
- Encryption in transit (TLS 1.2+)
- Encryption at rest (AES-256)
- Role-based access controls
- Regular security reviews
- Least privilege access
- Audit logging
- Secure key management
- Monitoring
- Infrastructure hardening
- Secrets management
No system is completely secure. If you suspect a security incident, contact us at hello@hireamind.ai
12. Automated Decision-Making
Hire-a-Mind provides AI-assisted interview evaluations only. The platform does not make autonomous employment decisions. Final hiring decisions remain with the customer organization.
13. Children's Privacy
Hire-a-Mind is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from minors. If we become aware of such collection, we will delete it promptly.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting a notice on our website
- Sending an email to registered account holders
- Updating the "Last Updated" date above
Continued use of the platform after changes constitutes acceptance of the updated policy.
15. Google Workspace Data
Hire-a-Mind may request access to certain Google Workspace data when an organization chooses to connect its Google account to enable interview scheduling and related interview workflows.
Depending on the permissions granted, Hire-a-Mind may access and use:
- Google Calendar events created and managed by Hire-a-Mind for interview scheduling, rescheduling, and cancellation
- Google Meet conference information associated with relevant interviews
- Available interview recordings and transcripts required to provide Hire-a-Mind's interview evaluation functionality
This data is accessed and used only to provide the functionality requested by the organization, including scheduling interviews, creating Google Meet links, managing interview invitations, importing relevant interview data, and generating interview evaluations.
Hire-a-Mind does not use Google Workspace API data, including raw, aggregated, derived, anonymized, or de-identified data, to develop, train, or improve generalized or foundational artificial intelligence or machine learning models.
The use of information received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.
16. Contact
For any privacy-related questions or requests: Email: hello@hireamind.ai - Website: www.hireamind.ai
Engineered by Inument. Global HQ: 68 Circular Road, #02-01, Singapore 049422