Privacy Notice

This Privacy Notice explains how DeepHire collects, uses, and shares personal information when you use the service described in the Terms.

Who is responsible

For interviews and references, the employer that invited you decides how your information is used. DeepHire processes it on the employer's behalf, and the employer's own privacy notice also applies. For the candidate portal and the video cover letter tool, DeepHire decides how your information is used.

Information we collect

We collect these categories of personal information:

• Identifiers and contact details, such as your name and email address.
• Your content, such as video and audio recordings, written answers, files, and information about references you add.
• Professional and employment information that you share in your answers or files.
• Information we or the employer create, such as transcripts, summaries, evaluations, ratings, and notes.
• Device and usage information, such as browser and device type, IP address, pages visited, and error data.

We get this information from you, from the employer, from references, and from your device. We do not ask for sensitive information. Do not share it unless the employer asks for it for a lawful reason.

How we use information

We use personal information to provide, operate, maintain, secure, and improve the service. This includes supporting the employer's hiring process, communicating with you, preventing fraud and abuse, meeting legal duties, and protecting our rights. We may also use information that has been de-identified or aggregated for any lawful purpose.

Automated tools and AI

The service uses automated tools, including artificial intelligence, to process your recordings and answers for the employer. These tools convert speech to text and help the employer summarize, organize, and evaluate what you say against the employer's job requirements, for example your relevant skills, experience, and how you answer the questions. The tools work from the content of your answers. DeepHire does not use facial recognition and does not collect biometric identifiers such as face geometry or voiceprints.

The results support the employer's review. The employer, not the tool, makes hiring decisions.

By starting an interview, you consent to this processing. If you do not consent, or if you need an accommodation or a different way to apply, contact the employer before you start, or email help@deephire.com and we will pass your request on.

How we share information

We share personal information:

• with the employer that invited you, and with the people and companies the employer works with to evaluate you;
• with service providers that help us run the service, such as hosting, storage, communications, analytics, and AI providers;
• with systems the employer connects to the service;
• when the law requires it, or to protect the rights, safety, and security of DeepHire, our users, or others; and
• in connection with a merger, sale, or other business transfer.

We do not sell personal information and do not share it for cross-context behavioral advertising.

Retention

We keep personal information for as long as needed for the purposes above, as directed by the employer, and as required or allowed by law. Employers may have to keep hiring records for a period set by law. After a deletion, some information can remain for a limited time in backups and logs, and a record that the deletion happened may be kept.

Your rights

You can view and delete your interviews at any time at deephire.com/my.

Depending on where you live, you may have the right to access, correct, delete, or get a copy of your personal information, to limit or object to some uses, to withdraw consent, to appeal our decision on your request, and to not be treated differently for using these rights. For interviews and references, send requests to the employer, or to help@deephire.com and we will help the employer respond. We may need to verify your identity. An authorized agent can make a request for you. See Additional information by location.

Additional information by location

These sections apply only where you live or where the job is located. If a law gives you more rights than this notice, that law applies.

Illinois

Before an interview that uses AI, you are told that AI may be used, how it works in general terms, and what it evaluates (see Automated tools and AI), and you consent by starting. Your interview videos are shared only with people whose expertise or technology is needed to evaluate you. You can ask the employer to delete your videos. They must be deleted, including copies held by others who received them, within 30 days of your request. The employer must not use AI in a way that discriminates against you.

California

This notice is our notice at collection. The categories of personal information, sources, purposes, and recipients are described above, and retention is described under Retention. In the last 12 months we disclosed each category for business purposes to the recipients listed above. We do not sell or share personal information, and we do not use or disclose sensitive personal information for purposes that California law lets you limit. You have the right to know, delete, correct, and opt out, and the right not to be discriminated against for using them. Send requests to help@deephire.com. We respond within 45 days.

New York City

If an employer uses an automated employment decision tool for a job in New York City, the employer gives you any required notice and tells you how to ask for an alternative process or an accommodation.

Colorado, Connecticut, Virginia, Texas, and other US states

If your state's privacy or AI law applies, you may have the rights listed in Your rights, including the right to appeal a decision about your request. To appeal, reply to our decision or email help@deephire.com with "Appeal" in the subject. If we deny your appeal, you can contact your state attorney general.

Maryland

DeepHire does not use facial recognition during interviews.

European Economic Area, United Kingdom, and Switzerland

For interviews and references, the employer is the controller and DeepHire is its processor. For the candidate portal and the video cover letter tool, DeepHire is the controller. We process personal information to take steps at your request before a possible employment contract, for the legitimate interests of the employer and DeepHire in recruiting and in running a secure service, to meet legal duties, and with your consent where the law requires it. You can withdraw consent at any time; this does not affect earlier processing. Hiring decisions are not made solely by automated means. When we transfer personal information out of your country, we use safeguards such as the European Commission's Standard Contractual Clauses or the UK addendum. You can complain to your local data protection authority.

Canada

Your information is processed and stored in the United States and can be accessed by courts and authorities there under US law. You can ask for access to, or correction of, your personal information, and withdraw consent, subject to legal limits.

Security

We use reasonable technical and organizational safeguards to protect personal information. No method of transmission or storage is completely secure.

International users

DeepHire is based in the United States, and your information is processed in the United States.

Children

The service is not for people under 16.

Changes

We may update this notice. The updated notice applies from the effective date shown above.

Contact

Email help@deephire.com or write to DeepHire, 526 S. Main Street, Suite 511, Akron, Ohio 44311, USA.