Privacy Policy

Hirex Privacy Policy

Last update: April 27, 2024

    This privacy notice applies to any Hirex HR, Inc. (“Company”, “Hirex”, “Hirex HR”) service (collectively "Services") where this privacy notice is referenced, regardless of how you access or use them, including through mobile devices. This Privacy Policy incorporates by reference the Hirex HR, Inc. terms and conditions. Note that we combine the information we collect from you from our services.

    This Privacy Policy has been compiled to better serve those who are concerned with how their ‘Personal Information’ is being used online. Personal Information, as described in International privacy law and information security, is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context.


  1. Changes and Modifications. We reserve the right, in our sole discretion, to update or modify this Privacy Policy at any time (collectively, "Modifications"). Modifications to this Privacy Policy will be posted to our services with a change to the "Updated" date at the top of this Privacy Policy. In certain circumstances Hirex HR, Inc. may, but need not, provide you with additional notice of such Modifications, such as via email or with in-Service notifications. Please review this policy periodically, and especially before you provide any personal data. This Privacy Policy was updated on the date indicated above.
  2. Optional / Opt-Out. Providing your personal information is optional, but it may be necessary for certain Services, such as account registration. In such cases, if you do not provide your personal information, we may not be able to provide you with the requested Services. If you do not wish to provide such information please email us in accordance with this policy.
  3. Information We Collect and How We Process Data. We are a data Processor and Collector. We process data received from our services and take proportionate precaution in storing such information for short periods on our secure servers until permanently destroyed. The personal information we collect depends on the context of your interactions with Hirex and the choices you make, the Services and features you use, your location, and applicable laws, but can include the following:
    1. Automatically collected information, such as your IP address and device ID in order to provide, maintain and improve our services.
    2. Information You Provide To Us. We collect any information you provide us when you interact with us, such as when you complete a form on our website to obtain additional information about our Services or create a Hirex account. This information may vary depending on how you interact and what you choose to share with us, and includes:
    3. Business contact and employment information, such as your name, address, phone number, and email address. Name, email address, social media accounts, cover letter, resume and job experience, education, email communications sent via our service, availability for interviews, notes from interviewers, offer letter contents, and custom fields created by customers of our platform as well as other content a user of our platform may upload
    4. Account information, such as credit card and bank account information, VAT numbers and other tax identifiers that you use to pay for Hirex Services, usernames, and other authentication and security credential information.
    5. Identification, such as government-issued identification documents to comply with global anti-money laundering (AML) and know your customer (KYC) obligations.
    6. Location Information. Certain Services may request permission to access your location. Where you grant this permission, we will collect information about your location using GPS, wireless, or Bluetooth technology. You can control access to precise location information through your mobile device settings.
    7. Vendor information. To onboard new partners or vendors to Hirex Services, we may collect certain information such as your Tax Identification Number (TIN) or other tax documents, information contained in invoices you have issued, and financial information (such as your bank account number).
    8. Other information, such as when you fill in a form on our website, respond to surveys, provide feedback, make a support inquiry, participate in promotions, or otherwise communicate with us.
  4. How We Share Your Personal Information. Hirex does not sell your personal information to others. Maintaining your trust over your personal information is a vital part of our relationship with you, and we share your personal information only as described below.
    1. Internal Business Purposes. We may use your Personal Data for internal business purposes, including without limitation, to help us improve the content and functionality of the Services, to better understand our Users, to improve the Services, to protect against, identify or address wrongdoing, to enforce our Terms and Conditions, to manage your account and provide you with customer service, and to generally manage the Services and our business.
    2. Transactions involving third parties. We make available to you services, software, and content provided by third parties for use on or through our Services. You can tell when a third party is involved in your transactions, and we share information related to those transactions with that third party.
    3. Protection of us and others. We may disclose your personal information if we believe disclosure is appropriate to comply with the law, enforce or apply our terms or agreements, protect the rights, property, or safety of Hirex, or our employees, customers, users, and others. We may also disclose your personal information in connection with investigating and preventing fraud or security issues relating to our Services.
    4. Affiliates. We may share your personal information with our affiliates within the Hirex corporate group as well as companies we may acquire in the future when they become part of the Hirex corporate group in accordance with this Privacy Notice.
    5. With your consent. We may share personal information with third parties when we have your consent to do so.
    6. General Third Party Service Providers. We may share your Personal Data with contractors and service providers who process Personal Data on Hirex HR, Inc. to perform certain business-related functions. We are not responsible for the actions of these Servicers, or their Third-Party Servicers (or other downstream recipients of your Personal Data), with respect to your Personal Data. It is important that you review the applicable policies of the Servicers, and if applicable and available, their appointed Third-Party Servicers, before providing Personal Data or other information in connection with that service.
    7. Google API Services and Nylas. We utilize Google API services to obtain and update user calendar information, which requires users to grant permission through their Google account. These services are essential for scheduling, managing events, and updating calendar invites. We partner with Nylas, a third-party service, to handle calendar integrations. Nylas interacts with Google APIs on behalf of Hirex to fetch, modify, and manage calendar data based on user actions. This information, which may include email data, calendar data, sender/recipient information, and meeting locations, is exclusively shared with Nylas and is not disclosed to any other parties. All data use is in full compliance with Google’s API Services User Data Policy, ensuring it is used strictly for the stated purposes and protected with robust security measures to safeguard user privacy.
  5. How Long We Keep Your Personal Information. We keep your personal information for as long as it is required in order to fulfill the relevant purposes described in this Privacy Notice, or for other essential purposes such as complying with our legal obligations, resolving disputes and enforcing our agreements. We determine the appropriate retention period for personal information based on the amount, nature and sensitivity of your personal information processed, the potential risk of harm from unauthorized use or disclosure of your personal information and whether we can achieve the purposes of the processing through other means, as well as applicable legal requirements (such as applicable statutes of limitation). After expiry of the applicable retention periods, your personal information will be deleted. If there is any data that we are unable, for technical reasons, to delete entirely from our systems, we will put in place appropriate measures to prevent any further use of that data.
  6. International Privacy Laws. If you are visiting the Services from outside the Germany, please be aware that you are sending information (including Personal Data) to Germany where our servers are located. That information may then be transferred within the Germany or back out of Germany to other countries outside of your country of residence, depending on the type of information and how it is stored by us. These countries (including the United States) may not necessarily have data protection laws as comprehensive or protective as those in your country of residence; however, our collection, storage and use of your Personal Data will at all times continue to be governed by this Privacy Policy.
  7. Dispute Resolution. If you have a complaint about Hirex HR, Inc.'s privacy practices you should contact us. We will take reasonable steps to work with you to attempt to resolve your complaint in accordance with the “Terms” incorporated with these policies.
  8. General Data Protection Regulation (GDPR). The GDPR requires Hirex HR, Inc. and Servicers using the Service to provide Users with more information about the processing of their Personal Data. The GDPR requires us to tell you about the legal ground we're relying on to process any Personal Data about you. The legal grounds for us processing your Personal Data for the purposes set out above will typically be because:
    1. You provided your consent; it is necessary for our contractual relationship;
    2. The processing is necessary for us to comply with our legal or regulatory obligations;
    3. And/or the processing is in our legitimate interest as a service.
  9. Nevada Residents. Under Nevada law, certain Nevada residents may opt out of the sale of “personally identifiable information” for monetary consideration to a person for that person to license or sell such information to additional persons. “Personally identifiable information” includes first and last name, address, email address, phone number, Social Security Number, or an identifier that allows a specific person to be contacted either physically or online.
    1. We do not engage in such activity; however, if you are a Nevada resident who has purchased or leased goods or services from us, you may submit a request to opt out of any potential future sales under Nevada law by emailing us. Please note we will take reasonable steps to verify your identity and the authenticity of the request. Once verified, we will maintain your request in the event our practices change.
  10. Rights for California residents. If you are a California resident, the California Consumer Privacy Act (CCPA) may provide you with additional rights regarding the use of your personal information. These rights include:
    1. The right to access the personal information we process about you
    2. The right to know what personal information is collected about you and if any information is sold or disclosed, and to whom
    3. The right to request the deletion of your personal information
    4. The right to opt-out from the sale of your personal information
    5. The right to not be discriminated against for exercising any of the rights above
    6. You can exercise any applicable rights by emailing [email protected] or sending a letter to the address below. You may be required to submit proof of your identity and/or address, if we are unable to confirm your identity or cannot verify that you are a California resident. We will try to respond to a verifiable consumer request within 45 days of its receipt.
  11. Transfers of Personal Data. As Hirex HR, Inc. is a global company, we may need to transfer your Personal Data outside of the country from which it was originally provided. This may be intra-group or to third parties that we work with who may be located in jurisdictions outside the U.S./EU jurisdiction for which Hirex is based.
  12. Third Party Links. This Privacy Policy applies only to the Services. The Services may contain links to other Websites not operated or controlled by us (the "Third Party Sites"). The policies and procedures we described here do not apply to the Third-Party Sites. The links from the Services do not imply that we endorse or have reviewed the Third-Party Sites. We suggest contacting those sites directly for information on their privacy policies.
  13. Third-Party Privacy Practices. This privacy notice addresses only our use and handling of personal information we collect from you in connection with providing you, our Services. If you disclose your information to a third party, or visit a third-party website via a link from our Services, their privacy notices and practices will apply to any personal information you provide to them or they collect from you. We cannot guarantee the privacy or security of your personal information once you provide it to a third party and we encourage you to evaluate the privacy and security policies of your trading partner before entering into a transaction and choosing to share your personal information. This is true even where the third parties to whom you disclose personal information are bidders, buyers or sellers on our service.
  14. Legal Requirements. We may disclose your Personal Data if required to do so by law in order to (for example) respond to a subpoena or request from law enforcement, a court or a government agency (including in response to public authorities to meet national security or law enforcement requirements), or in the good faith belief that such action is necessary to (a) comply with a legal obligation, (b) protect or defend our rights, interests or property or that of third parties, (c) prevent or investigate possible wrongdoing in connection with the Services, (d) act in urgent circumstances to protect the personal safety of Users of the Services or the public, or (e) protect against legal liability.
  15. Security. We use AWS as cloud provider through Heroku PaaS provider. Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. If you provide us with your credit card information, All transactions are secured with HTTPS/SSL/TLS and AWS Cloud storage. All web traffic is secured by Cloudflare WAF against DDoS and other kinds of attacks and malware. Although no method of transmission over the Internet or electronic storage is 100% secure, we follow all requirements and implement additional generally accepted industry standards. We implement a variety of security measures when a user places an order enters, submits, or accesses their information to maintain the safety of your personal information. All transactions are processed through a gateway provider and are not stored or processed on our servers.
  16. Your Rights and Choices. Depending on your location and subject to applicable law, you may have certain rights regarding your personal information. Please refer to the “Additional Information for Certain Regions” section below for further information on your rights based on your location. In addition, irrespective of your location, you have choices about the collection and use of your personal information. You can choose not to provide certain information, but then you might not be able to take advantage of certain Hirex Services.
    1. Account information. When you are logged in with a Hirex account, you and your organization’s administrator can access, add, or update several types of personal information directly from My Profile, including your account information, billing contact information, payment and transaction information, as well as product and communication settings and configurations. If you interact with Hirex Services on behalf of or through your organization, then your personal information will also be subject to your organization’s privacy practices, and you should direct privacy requests to your organization.
    2. Marketing Communications. If you do not want to receive promotional communications from us, you can unsubscribe or adjust your communication preferences in the Hirex marketing preference center here if you have a Hirex account, and here if you do not. If you do not want to receive in-app notifications from us, you can adjust your notification settings in the app or your device.
    3. Browser and Devices. The Help feature on most browsers and devices will tell you how to prevent your browser or device from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. For more information about Hirex’s use of cookies and other identifiers, see our Cookie Notice.
  17. Children's Personal Information. We do not provide our Services to children. If you’re under 16, you may use our Services only with the involvement of a parent or guardian. We do not knowingly collect personal information from children under the age of 16 without the consent of the child’s parent or guardian. If you are a parent or guardian and you learn that your children under 16 have provided us with personal information, please contact us at the address stated under the " Contact Us" section below.
  18. Contact Us. If you have any questions about our Privacy Notice or privacy practices, or if you wish to lodge a complaint about our privacy practices, please contact us at [email protected] or by mail addressed to Hirex HR. Inc., 8 The Green STE D, Dover, Delaware 19901, stating the country in which you are located.