Hirehoot Legal
PRIVACY POLICY
Last modified date: 26.08.2024
PRIVACY NOTICE
This version is effective from August 2024.
This Privacy Notice (“Privacy Notice”) sets out how Hirehoot processes your personal data in connection with our business, including the provision of our platform at www.hirehoot.net (“Site”) and the services we offer through our Site (together, our “Service”).
We will update this Privacy Policy from time to time to reflect any changes or proposed changes to our use of your personal data, or to comply with changes in applicable law or regulatory requirements. We may notify you by email of any significant changes to this Privacy Policy, but we encourage you to review this Privacy Policy periodically to keep up to date on how we use your personal data. If we update this Privacy Policy, we will update the effective date at the top of the page.
1. OUR APPROACH TO PRIVACY
1.1 Hirehoot ltd. (t/a hirehoot) ("hirehoot", "we", "our", or "us") operates an anonymous AI-powered recruitment messaging tool/platform. This service is made available to prospective employers and candidates through our website, www.hirehoot.net the “Service”.
1.2 Hirehoot is committed to protecting and respecting your privacy. This privacy policy outlines how we collect, store, process, transfer, share, and use data that identifies or is associated with you ("personal information") when you access and browse our website and use our Service. It also provides information regarding our use of cookies and similar technologies.
1.3 If you have any questions about this privacy policy or how we use your personal information, please contact us using the details at the end of this privacy policy.
2. WHO IS RESPONSIBLE FOR YOUR PERSONAL INFORMATION
2.1 Hirehoot is the data controller of the personal information we hold about you. This means that we determine and are responsible for how your personal information is used.
3. PERSONAL INFORMATION WE COLLECT ABOUT YOU AND HOW WE USE IT
We collect and receive personal data using different methods:
Personal data you provide to us: You may give us your personal data directly, for example, when you submit a sign-up/early access form to register for an account and create a profile on our service, contact us with enquiries, complete forms or upload information to our service, send messages using the chat function on our service, subscribe to receive our marketing communications or provide feedback to us.
Personal data we collect using cookies and other similar technologies: When you access and use our Service, we will collect certain Behavioural Data and Technical Data. We collect this personal data by using cookies and other similar technologies (Annex 1 (attached at the bottom of the policy).
3.1 We collect personal information that you voluntarily provide directly to us when using our website or Service. This can include information you give us when you request a demo, an early sign-up form, correspondence with us by phone, email, or other means, sign up for our Service as an employer or candidate, subscribe to our marketing communications, or use other features of the Service.
3.2 This information may include, for example, your contact details. We will indicate to you whether providing certain personal information is mandatory or optional. If you choose not to provide any personal information marked as mandatory, we may not be able to respond to your queries, provide the Service to you, or fulfil your other requests your other requests.
3.3 The table in Annex 1- Personal Information We Collect About You (attached at the bottom of the policy) provides detailed information about the categories of personal information we collect about you, how we use that information when you use our website or Service, the legal basis for processing the personal information, and the recipients of that personal information.
4. INFORMATION WE COLLECT ABOUT YOU AUTOMATICALLY
4.1 We also automatically collect personal information indirectly about how you access and use our website and Service, information about the device you use, and how you read our emails or otherwise engage with us. We use this information to provide you with the features and functionality of the website and Service, to monitor and improve the website and service, and to develop new products and services. We typically collect this information through various tracking technologies, including cookies, web beacons, embedded scripts, location-identifying technologies, file information, and similar tracking technologies.
4.2 The table at Annex 2 [attached at the bottom of the policy] sets out in detail the categories of personal information we collect about you automatically and how we use that information. The table also lists the legal basis which we rely on to process the personal information and recipients of that personal information. For more information on cookies and other tracking technologies we use, please see Section 8 below.
4.3 We may link or combine the personal information we collect about you with the information we collect automatically. This enables us to provide you with a personalised experience regardless of how you interact with us.
4.4 We may anonymise and aggregate any personal information we collect so that it does not directly identify you. We may use anonymised information for purposes such as testing our IT systems, conducting research, performing data analysis, improving the website and Service, or developing new services and features. We may also share such anonymised and aggregated information with others.
4.5 We may augment your personal data with diversity data using a diversity classifier API, which infers demographic information based on user names. We use this data to understand the make-up of our users. This inferred data is never displayed or shared at an individual level.
5. HOW LONG WE KEEP YOUR PERSONAL INFORMATION
5.1 We will store the personal information we collect for our own purposes for no longer than necessary for the purposes set out and in accordance with our legal obligations and legitimate business interests.
5.2 In determining the appropriate retention period for personal information, we take into account the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process your personal information, and the relevant legal requirements.
5.3 If any personal data is only useful for a short period (e.g., for a specific activity, promotion, or marketing campaign), we will retain it only for the duration of its intended use.
5.4 If you have opted out of receiving marketing communications from us, we will retain certain personal data on a suppression list indefinitely to ensure you do not receive further marketing communications. However, we will not use this personal data to send you marketing unless you subsequently opt back in to receive such communications.
6. RECIPIENTS
6.1 As required in accordance with how we use your personal information, we may share your personal information with the following:
a) Service providers and advisors. We may share your personal information with third party vendors and other service providers that perform services for us or on our behalf, which may include providing mailing, email or chat services, fraud prevention, web hosting, or providing analytic services.
b) Purchasers and third parties in connection with a business transaction. We share personal data with third parties who support us in providing our Service and help provide, run and manage our internal IT systems. Such third parties may also include, for example, providers of information technology, cloud-based software-as-a-service providers, website design, hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them. We also share your personal data with third-party service providers to assist us with insight analytics.
c) Law enforcement, regulators and other parties for legal reasons. We may share your personal information with third parties as required by law or if we reasonably believe that such action is necessary to (i) comply with the law and the reasonable requests of law enforcement; (ii) detect and investigate illegal activities and breaches of agreements; and/or (iii) exercise or protect the rights, property, or personal safety of hirehoot, its users or others.
7. MARKETING AND ADVERTISING
7.1 Occasionally, we may reach out to you with information about our products and services, including sending marketing messages and asking for your feedback on our products and services.
7.2 Most of our marketing messages will be sent via email. In some cases, we may use the personal information we collect about you to tailor the most relevant marketing information for you.
7.3 We will only send you marketing messages if you have given us your consent to do so. You can withdraw your consent at a later date by clicking on the unsubscribe link at the bottom of our marketing emails. We make every effort to promptly process all unsubscribe requests. You may not opt out of Service-related communications (e.g., account verification, transactional communications, changes/updates to features of the Service, technical and security notices).
8. COOKIES AND SIMILAR TECHNOLOGIES
8.1 Our website uses cookies and similar tracking technologies to differentiate you from other users. Cookies are small files that we transfer to your computer's hard disk for record-keeping purposes. This helps us provide certain functionalities of the website, monitor and improve the website, and enable our partners to identify products and services that may interest you and display relevant advertising as you browse the Internet.
8.2 What are cookies? When you visit the Services, we may send one or more "cookies" – small data files – to your computer to uniquely identify your browser and let hirehoot helps you log in faster and enhance your navigation through the Site. A cookie may convey anonymous information about how you browse the Services to us so we can provide you with a more personalised experience, but does not collect personal information about you. A persistent cookie remains on your computer after you close your browser so that it can be used by your browser on subsequent visits to the Service. Persistent cookies can be removed by following your web browser's directions. A session cookie is temporary and disappears after you close your browser.
Our Site uses the following types of cookies for the purposes set out below:
a) Essential cookies. These cookies are essential to provide you with services available through our Site and to enable you to use some of its features. For example, they allow you to log in to secure areas of our Site and help the content of the pages you request to load quickly. Without these cookies, the Services that you have asked for cannot be provided, and we only use these cookies to provide you with those services.
b) Analytical/performance cookies. They allow us to recognise and count the number of visitors, to see how visitors move around the hirehoot website when they are using it and to monitor the performance of certain features on the hirehoot website. This helps us to improve the way the hirehoot website works, for example, by ensuring that users are finding what they are looking for easily and to test the rollout of new features. These cookies are used to collect information about traffic to our Site and how users use our Site. The information gathered via these cookies does not "directly" identify any individual visitor. However, it may render such visitors "indirectly identifiable". This is because the information collected is typically linked to a pseudonymous identifier associated with the device you use to access our Site. The information collected is aggregated and anonymous. We use this information to help operate our Site more efficiently, to gather broad demographic information and to monitor the level of activity on our Site.
c) Functionality cookies. These cookies allow our Site to remember choices you make when you use our Site, such as remembering your login details and remembering the changes you make to other parts of our Site which you can customize. The purpose of these cookies is to provide you with a more personal experience and to avoid you having to re-enter your preferences every time you visit our website.
d) Third party cookies. Please be aware that advertisers and other third parties (including social media sites) may use their own cookie tags when you click on an advertisement or link on our website. These third parties are responsible for setting out their own cookie and privacy policies.
e) Social Media/Advertising Cookies: These cookies are used when you share information using a social media sharing button or "like" button on our website or you link your account or engage with our content on or through a social networking website such as Facebook, Twitter, Google+, or Linkedin. The social network will record that you have done this. These cookies may also include certain codes that have been placed on the Site to help track conversions from ads, optimise ads based on collected data, build targeted audiences for future ads, and remarket to qualified leads—users who have already taken certain action on the website.
8.3 How can I disable cookies? You can typically reset your web browser to refuse all cookies or to notify you when a cookie is being sent. In order to do this, follow the instructions provided by your browser (usually located within the "settings", "help" "tools" or "edit" facility). Many browsers are set to accept cookies until you change your settings.
If you do not accept our cookies, you may experience some inconvenience in your use of our Services and some features of the Service may not function properly. For example, we may not be able to recognise your computer or mobile device and you may need to log in every time you visit our Services.
Further information about cookies, including how to see what cookies have been set on your computer or mobile device and how to manage and delete them, visit www.allaboutcookies.org and www.youronlinechoices.com.
9. STORING AND TRANSFERRING YOUR PERSONAL INFORMATION
9.1 Security
We take appropriate technical and organisational measures to protect your personal information against accidental or unlawful destruction, loss, alteration, or damage. All personal information we collect is securely stored on our servers. We will never send you unsolicited emails or contact you by phone to request your account ID, password, credit or debit card information, or national identification numbers. However, we may contact you by phone to help you complete your profile on our platform, to gather information such as experience, notice period, remuneration expectations, or to provide better support as a client.
9.2 International Transfers of your personal information.
Where necessary in order to provide our Service, we will transfer personal data to countries outside the UK and the EEA.
Non-EEA countries do not have the same data protection laws as the UK and the EEA. In particular, non-EEA countries may not provide the same degree of protection for your personal data, may not give you the same rights in relation to your personal data and may not have a data protection supervisory authority to help you if you have any concerns about the processing of your personal data. However, when transferring your personal data outside the UK or the EEA, we will comply with our legal and regulatory obligations in relation to your personal data, including having a lawful basis for transferring personal data and putting appropriate safeguards in place to ensure an adequate level of protection for the personal data. We will take reasonable steps to ensure the security of your personal data in accordance with applicable data protection laws.
When transferring your personal data outside the UK or the EEA, we will, where required by applicable law, implement at least one of the safeguards set out below. Please contact us if you would like further information on the specific mechanisms used by us when transferring your personal data outside the UK or the EEA.
Adequacy decisions: We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK government and/or European Commission.
Standard Contractual Clauses: Where we use certain service providers, we may use specific contracts approved by the ICO and/or the European Commission which give personal data the same protection it has in Europe.
9.3 We will take appropriate steps to ensure that your personal information is treated securely and in accordance with applicable law and this privacy policy regardless of where it is processed.
9.4 If you wish to enquire further about the safeguards we use, please contact us using the details set out at the end of this privacy policy.
10. YOUR RIGHTS IN RESPECT OF YOUR PERSONAL INFORMATION
10.1 In accordance with applicable privacy law, you have the following rights in respect of your personal information that we hold:
a) Right of access. You have the right to obtain:
1. confirmation of whether, and where, we are processing your personal information;
2. information about the categories of personal information we are processing, the purposes for which we process your personal information and information on how we determine applicable retention periods;
3. information about the categories of recipients with whom we may share your personal information; and
4. a copy of the personal information we hold about you.
If you require additional copies, we may charge a reasonable fee for producing those additional copies.
b) Right of portability. You have the right, in certain circumstances, to receive a copy of the personal data you have provided to us in a structured, commonly used, machine-readable format that supports re-use, or to request the transfer of your personal data to another person.
c) Right to rectification. You have the right to obtain rectification of any inaccurate or incomplete personal information we hold about you without undue delay.
d) Right to erasure. You have the right, in some circumstances, to require us to erase your personal information without undue delay if the continued processing of that personal information is not justified.
e) Right to restriction. You have right to ask us to “block” or suppress the processing of your personal data in certain circumstances such as where you contest the accuracy of that personal data or you object to us processing it for a particular purpose. This may not mean that we will stop storing your personal data but, where we do keep it, we will tell you if we remove any restriction that we have placed on your personal data to stop us from processing it further. If we’ve shared your personal data with others, we’ll let them know about the restriction where it is possible for us to do so. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal data with so that you can contact them directly
10.2 You have a right to object to any processing based on our legitimate interests. There may, depending on the particular circumstances, be compelling reasons for continuing to process your personal information despite your objection, and we will assess and inform you if that is the case. You can object to marketing activities for any reason.
10.3 If you wish to exercise one of these rights, please contact us using the contact details at the end of this privacy policy.
10.4 You also have the right to lodge a complaint to your local data protection authority. If you are based in the European Union, information about how to contact your local data protection authority is available here. If you are based in the UK, information about how to contact your local data protection authority is available here.
11. LINKS TO THIRD PARTY SITES
This Privacy Notice only applies to personal data processed by us through your use of our Service and/or in connection with our business operations. However, from time to time, our Service may contain links to third-party websites and services. We have no control over these websites and services and this Privacy Notice does not apply to your interaction with the relevant third parties.
When you use a link to go from our Service to another website (even if you don’t leave our Service) or you request a service from a third party, your browsing and interactions on any other websites, or your dealings with any other third-party service provider, is subject to that website’s or third-party service provider’s own rules and policies. For example, our Service invites you to connect with us on social media platforms such as Linkedin, Facebook and Instagram. When you click on the links we provide to such third-party platforms, you will be transferred from our Service to the relevant third-party platform and the privacy notice (and other terms and conditions) of that platform will apply to you.
We do not monitor, control or endorse the privacy practices of any third parties. We encourage you to become familiar with the privacy practices of every website you visit or third-party service provider that you use in connection with your interaction with us and to contact them if you have any questions about their respective privacy notices and practices.
12. OUR POLICY TOWARDS CHILDREN
Our website and Service are not directed at persons under 18 and we do not knowingly collect personal information from children under 18. If you become aware that your child has provided us with personal information, without your consent, then please contact us using the details below so that we can take steps to remove such information as quickly as possible.
13. CHANGES TO THIS POLICY
We may update this privacy policy from time to time and so you should review this page periodically. When we change this privacy policy in a material way, we will update the "last modified" date at the end of this privacy policy. Changes to this privacy policy are effective when they are posted on this page.
14. NOTICE TO YOU
If we need to provide you with information about something, whether for legal, marketing or other business related purposes, we will select what we believe is the best way to get in contact with you. We will usually do this through email or by placing a notice on the website.
15. CONTACTING US
15.1 Please contact [email protected] if you have any questions or comments regarding this privacy policy.
