Privacy Policy and Consent to record interview

1. Introduction
HireRightAI (“we” or “us”) is committed to protecting and respecting your privacy. We would like to record your upcoming interview and process the recording and its transcript for recruitment and hiring purposes. This document explains how we will use your data and your rights regarding that use.

2. Purpose of Recording
We intend to record and transcribe the interview in order to:

  • Assess your qualifications, experience, and suitability for the position.

  • Allow members of our hiring team to review the interview at a later stage, if needed.

3. Types of Data Processed

  • Audio/Video Recording: A recording of your voice and/or image.

  • Interview Transcript: A written transcript of the recorded interview.

  • Additional Notes: Any notes taken by interviewers, such as relevant skills or comments on your candidacy.

4. Lawful Basis for Processing
The personal data collected during the interview will be processed in accordance with the EU General Data Protection Regulation (GDPR) and other applicable data protection laws. The primary legal bases for processing will be:

  • Legitimate Interests: We have a legitimate interest in recording and reviewing interviews to make fair and informed hiring decisions.

5. How We Use and Share Your Information

  • Use: The recording and its transcript will be reviewed by HR personnel and relevant hiring managers. They will only use this information to evaluate your candidacy and maintain interview records.

  • Sharing: We may share your data with authorized third-party service providers (e.g., transcription services, video conferencing platforms) only to the extent necessary for processing. All third parties will be bound by contractual obligations to keep your information confidential and secure.

6. Retention Period
Your recorded interview and transcript will be retained only for as long as necessary to fulfill the purposes outlined in this form or as required by law. If you are not selected for the position, we will retain your data for a limited period [specify duration, e.g., 6 or 12 months] to consider you for future opportunities unless you request earlier deletion.

7. Your Rights
Under the GDPR (and other applicable data protection laws), you have the right:

  • Access your personal data and request a copy of the recording or transcript.

  • Rectify any inaccuracies in your personal data.

  • Request Erasure (“Right to be Forgotten”) of your data in certain circumstances.

  • Restrict or Object to the processing of your personal data where justified.

  • Data Portability: In certain cases, request that the data you have provided be transferred to another organization.

  • Withdraw Consent: You have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on your consent before withdrawal.

If you wish to exercise any of these rights, please contact us using the details below.

8. International Data Transfers
Your data is stored securely in Supabase, hosted on AWS in the EU-Central region. Supabase implements Role-Level Security (RLS), ensuring that each user can only access their own data.

9. Consent Declaration
By accepting the consent form, you confirm that you have read and understood this Interview Recording and Data Processing Consent Form, and you voluntarily consent to:

  1. The recording of your interview (audio/video).

  2. The transcription of the interview for our internal evaluation and record-keeping.

  3. The processing of your recorded data in line with the described purposes and conditions.

You understand that you can withdraw your consent at any time by contacting us at: info@hirerightai.com

Links to other websites:

Our website may contain links to other websites that are not owned or controlled by us. Please be aware that we are not responsible for such other websites or third parties' privacy practices. We encourage you to be aware when you leave our website and read the privacy statements of each website that may collect personal information.

Information security:

We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. We keep reasonable administrative, technical, and physical safeguards to protect against unauthorized access, use, modification, and personal data disclosure in its control and custody. However, no data transmission over the Internet or wireless network can be guaranteed.

Legal disclosure:

We will disclose any information we collect, use or receive if required or permitted by law, such as to comply with a subpoena or similar legal process, and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

Contact information:

If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may send an email to info@hirerightai.com.