Privacy Policy
Effective Date: May 30, 2026
Introduction
HIREBOT provides applicant screening tools for employers, agencies, and hiring teams. This Privacy Policy explains how HIREBOT collects, uses, and shares information when you use our website, apply for a job through a HIREBOT screening link, sign in as an employer, or submit a free trial request.
This page is provided for transparency during our MVP and founding beta. It is not legal advice. Please review this policy with a qualified attorney before relying on it for production or regulated use.
Information We Collect
HIREBOT collects information submitted through job applications, screening forms, employer access, and free trial requests. Depending on how you use the service, this may include:
- Name, phone number, and preferred language
- Job application answers and screening responses
- Screening status and related hiring workflow information
- Company name, contact name, email, phone, industry, applicant volume, and messages from trial or employer forms
- Employer session and access information needed to operate the employer portal
- Basic technical information such as browser type, page requests, and timestamps needed to operate and secure the service
How We Use Information
HIREBOT uses this information to:
- Provide applicant screening, employer dashboards, and workflow tools
- Translate screening questions and related candidate-facing content when configured
- Send notifications and email alerts to employers and configured recipients
- Respond to free trial requests and provide support
- Store records in configured databases such as Airtable
- Improve reliability, security, and product functionality
Applicant Information
When you apply through a public HIREBOT screening link, your responses are shared with the hiring team associated with that job. Applicant information may include name, phone number, preferred language, job answers, screening status, and related hiring information.
HIREBOT processes applicant information on behalf of the employer or agency that posted the job. Employers are responsible for how they use applicant information after it is delivered to them.
Employer and Trial Request Information
When an employer signs in or submits a free trial request, HIREBOT may collect company name, contact name, email, phone, industry, applicant volume, messages, preferred language, and related account or onboarding details needed to operate the service.
Cookies and Sessions
HIREBOT may use cookies or similar session technologies to keep employer users signed in, protect routes, and maintain basic site functionality. Public apply sessions may also use temporary server-side session data while an application is in progress.
Third-Party Services
HIREBOT may use service providers to operate the platform, including a hosting provider, database provider, email provider, and AI translation provider. These providers process information only as needed to deliver the service on our behalf.
We do not sell personal information as a standalone product. Service providers are expected to handle data according to their own terms and applicable law.
Data Storage
Information may be stored in application memory, configured databases, email systems, and other infrastructure used to run HIREBOT. Storage location and retention may depend on the hosting and database providers configured for a deployment.
Data Sharing
HIREBOT may share information:
- With the employer or agency associated with a job or account
- With configured notification recipients, such as HR alert email addresses
- With service providers that help host, store, email, or translate content
- When required by law, legal process, or to protect rights, safety, and security
Data Retention
HIREBOT retains information for as long as reasonably needed to provide the service, support employers and applicants, maintain records, resolve disputes, and meet legal or operational requirements. Retention periods may vary by record type and employer configuration.
Your Choices
Applicants can choose whether to submit an application. Employers can contact us about trial or account information. Depending on your relationship with the hiring team, you may also need to contact the employer directly about applicant records they control.
Security
HIREBOT uses reasonable administrative, technical, and organizational measures designed to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Children's Privacy
HIREBOT is intended for employment and hiring workflows and is not directed to children under 13. We do not knowingly collect personal information from children under 13.
International Users
HIREBOT may be accessed from different countries. If you use the service from outside the United States, your information may be processed in the United States or wherever our service providers operate.
Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the effective date above and post the updated policy on this page.
Contact Us
If you have questions about this Privacy Policy or HIREBOT's data practices, contact us at hirebot.alerts@gmail.com.