Data Processing & Candidate Privacy Policy

Last Updated: June 9, 2026

This Data Processing & Candidate Privacy Policy (“Policy”) governs the collection, processing, storage, access, transfer, sharing, and protection of Candidate Data made available through the Hirevoo platform.

This Policy forms an integral part of the Hirevoo Terms & Conditions and Privacy Policy.

By accessing, uploading, viewing, processing, downloading, storing, or otherwise using Candidate Data through Hirevoo, all Users, Employers, Recruitment Agencies, Staffing Companies, Recruiters, Hiring Managers, and Authorized Representatives agree to be bound by this Policy.

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1. Purpose of This Policy

Hirevoo is committed to protecting candidate privacy while enabling legitimate recruitment activities.

This Policy establishes:

• Rights of Candidates
• Responsibilities of Employers
• Responsibilities of Recruitment Agencies
• Data Usage Rules
• Data Security Standards
• Data Sharing Restrictions
• Compliance Obligations

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2. Definitions

2.1 Candidate Data

Candidate Data includes any information relating to an identified or identifiable individual including:

• Name
• Mobile Number
• Email Address
• Address
• Resume
• Curriculum Vitae (CV)
• Employment History
• Education Records
• Skills
• Certifications
• Salary Information
• Interview Notes
• Assessments
• Application History
• Profile Information
• AI-generated Matching Data

2.2 Authorized Recruitment Purpose

Authorized Recruitment Purpose means:

• Evaluating candidates
• Contacting candidates
• Conducting interviews
• Recruitment decision making
• Employment opportunities
• Workforce planning
• Candidate relationship management

and no other purpose.

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3. Ownership of Data

Candidates retain ownership rights over their personal information.

Hirevoo acts as:

• Data Controller
• Data Processor
• Technology Service Provider

depending on the nature of the service being provided.

Access to Candidate Data does not transfer ownership rights to Employers or Recruiters.

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4. Permitted Use of Candidate Data

Users may access Candidate Data solely for legitimate recruitment purposes.

Permitted activities include:

• Reviewing applications
• Contacting candidates regarding employment opportunities
• Conducting interviews
• Evaluating qualifications
• Maintaining recruitment records
• Hiring decision making

All use must be directly related to recruitment activities.

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5. Prohibited Use of Candidate Data

Users shall not:

5.1 Commercial Exploitation

• Sell Candidate Data
• License Candidate Data
• Rent Candidate Data
• Trade Candidate Data
• Monetize Candidate Data

5.2 Unauthorized Marketing

• Send marketing campaigns
• Send promotional messages
• Send unrelated business communications
• Use Candidate Data for lead generation

5.3 Database Creation

• Create independent databases
• Replicate Hirevoo databases
• Build competing datasets
• Store candidate information beyond permitted purposes

5.4 Data Extraction

• Scrape candidate profiles
• Bulk export candidate data
• Use bots or automation
• Circumvent platform restrictions

5.5 Third-Party Sharing

• Share resumes externally
• Share candidate lists
• Transfer data to affiliates
• Transfer data to clients without authorization

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6. Staffing Agency and Recruitment Firm Obligations

Recruitment agencies, staffing firms, executive search firms, RPO providers, consultants, and recruiting organizations acknowledge that:

• Candidate Data remains protected information.
• Access is granted solely for recruitment purposes.
• Candidate Data may not be reused for unrelated mandates.
• Candidate Data may not be pooled into proprietary databases.
• Candidate Data may not be resold to clients.

Any violation may result in immediate account suspension and legal action.

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7. Data Retention

Users shall retain Candidate Data only for as long as reasonably necessary for recruitment activities.

Upon completion of recruitment activities, Users shall:

• Delete unnecessary records
• Restrict access
• Maintain confidentiality

Hirevoo reserves the right to define retention periods applicable to platform services.

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8. Security Obligations

Users shall implement reasonable safeguards to protect Candidate Data against:

• Unauthorized access
• Theft
• Disclosure
• Misuse
• Alteration
• Destruction

Users shall ensure that access is limited only to personnel directly involved in recruitment.

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9. AI and Automated Processing

Hirevoo may utilize Artificial Intelligence and Machine Learning technologies to:

• Match candidates to opportunities
• Generate recommendations
• Rank applications
• Analyze hiring patterns
• Improve recruitment efficiency

Users acknowledge that AI-generated recommendations:

• Are informational only
• May contain inaccuracies
• Should not replace human judgment
• Do not constitute hiring advice

Final hiring decisions remain solely with the employer.

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10. Cross-Border Processing

Candidate Data may be processed, stored, backed up, or transferred through infrastructure operated by Hirevoo or its service providers.

By using the Platform, Users consent to such processing, storage, and transfer in accordance with applicable laws.

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11. Data Breach Reporting

Users shall immediately notify Hirevoo upon becoming aware of:

• Unauthorized access
• Security incidents
• Data breaches
• Data leakage
• Suspected misuse

Hirevoo reserves the right to investigate and take appropriate remedial action.

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12. Audit Rights

Hirevoo reserves the right to:

• Monitor platform usage
• Review access logs
• Investigate unusual activity
• Conduct compliance reviews

where reasonably necessary to protect Candidate Data.

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13. Suspension for Misuse

Hirevoo may immediately suspend, restrict, or terminate access where:

• Candidate Data is misused;
• Unauthorized extraction is detected;
• Security risks are identified;
• This Policy is violated.

Such action may be taken without prior notice where necessary to protect Candidates or the Platform.

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14. Limitation of Liability

While Hirevoo implements commercially reasonable security measures, no digital system can be guaranteed to be completely secure.

To the maximum extent permitted by law, Hirevoo shall not be liable for:

• Third-party cyberattacks
• User negligence
• Credential sharing
• Unauthorized access caused by customer actions
• Security incidents beyond reasonable control

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15. Compliance with Applicable Law

Users shall comply with all applicable privacy, employment, recruitment, technology, data protection, and information security laws while using Candidate Data obtained through Hirevoo.

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16. Contact Information

For privacy-related concerns, data access requests, candidate complaints, or security incidents, please contact:

By accessing Candidate Data through Hirevoo, Users acknowledge that they have read, understood, and agreed to comply with this Policy.