Privacy Policy

Last updated: July 2026

HireFlow AI ("we," "us") helps recruiting agencies and hiring teams ("recruiters," "customers") screen job candidates using an AI-assisted chat. This policy explains what personal data we collect, why, and what rights you have over it — whether you're a candidate applying to a job through our platform, or a recruiter using it to hire.

1. What we collect

If you're a candidate applying to a job:

• Your name, email address, and phone number
• Your CV/resume file, and the text and summary extracted from it
• The full text of your screening conversation with our AI assistant, Nova
• The screening outcome: a score, a status (qualified, rejected, or needs review), and a summary
• Any writing samples, portfolio links, or other documents you choose to share during screening

If you're a recruiter using the platform:

• Your name, email address, and organization name
• Job postings you create and their requirements
• Usage data — how many screenings you've run, when, and for which roles

2. How we use it

Candidate data is used to run the screening conversation, extract and verify CV contents, and produce a recommendation for the recruiter who posted the role. We do not use candidate data to train AI models, and we do not sell personal data to anyone.

3. Who sees your data

A candidate's screening results are visible to the recruiter and any team members that recruiter's organization has assigned to that specific job — never to recruiters outside that organization, and never to other candidates.

To run the screening itself, candidate messages and CV text are sent to our AI providers — currently DeepSeek and Google Gemini — solely to generate the conversation and assessment in real time. These providers process the data as part of delivering that response; they are not instructed or permitted to use it for any other purpose. Job and candidate data is also stored with our infrastructure provider, Supabase, which hosts our database and file storage.

4. How long we keep it

We currently retain candidate and recruiter data for as long as an account or job posting remains active, so recruiters can refer back to past applicants. If you'd like your data deleted sooner — whether you're a candidate or a recruiter closing an account — contact us using the details below and we'll remove it, other than what we're required to keep for legitimate business or legal reasons.

5. Cookies and sessions

Recruiters logging into the dashboard get a session cookie to stay signed in. We don't use advertising or tracking cookies. Candidates applying to a job aren't required to create an account or accept cookies to use the screening chat.

6. Your rights

Regardless of where you're located, you can ask us to:

• Tell you what personal data we hold about you
• Correct inaccurate data
• Delete your data
• Provide a copy of your data in a portable format

If you're in Nigeria, these rights are provided under the Nigeria Data Protection Act 2023. If you're in the UK, EU, or elsewhere with similar data protection law, we honor the same rights consistently for everyone, not just where it's legally required.

7. Children

HireFlow AI is intended for use by working-age job applicants and recruiters. We don't knowingly collect data from children.

8. Changes to this policy

If we make a meaningful change to how we handle personal data, we'll update the date at the top of this page. Continued use of HireFlow AI after a change means you accept the update.

9. Contact us

Questions about this policy, or a request about your own data? Reach us at privacy@hireflowai.com or through our Contact page.