Privacy Policy – HireLab Platform (Software Use)

Effective date: 13 June 2025
This privacy policy applies to the use of the HireLab software platform, including our ATS (Applicant Tracking System), form builder, recruitment page builder, and AI-assisted features. It explains how we collect, use, and protect personal data processed through your HireLab account.

1. Who We Are

HireLab is a recruitment marketing platform operated by HireLab BV, registered in the Netherlands. Our software enables companies to create recruitment landing pages, manage applications, and use AI to streamline hiring workflows.

2. What Data We Collect

a) From Employers / Users (You)

• Name, email, company details

• Billing info (handled via Stripe or similar)

• Login credentials (hashed)

• Usage data (feature usage, preferences, saved pages)

• Uploaded content (job pages, media, testimonials)

b) From Candidates (through your use of HireLab)

• Name, email, phone number, city

• CV/resume files (optional)

• Form responses submitted via your forms

• Source tracking (e.g. UTM, referral source)

• Application metadata (time, location, device)

3. How We Use the Data

We use the data to:

• Provide and improve the HireLab platform

• Deliver ATS and recruitment page functionality

• Enable AI-generated content and insights

• Allow form and job application collection

• Support analytics and conversion tracking

• Handle customer support and platform notifications

• Process billing and manage subscriptions

4. AI Use & Content Generation

HireLab uses AI to:

• Generate job content, landing page copy, and form structures

• Provide writing suggestions and process automation

• Enrich submitted data (e.g., formatting or scoring)

AI is used within the scope of user control — no private data is used to train third-party AI models. We rely on vetted providers and do not expose user or applicant data to public AI systems unless explicitly authorized.

5. Legal Basis (GDPR Compliance)

We rely on:

• Performance of contract (to deliver the services you’ve signed up for)

• Consent (for data submitted via forms or AI enrichment)

• Legitimate interest (for product improvement and security)

• Legal obligations (e.g., accounting, fraud detection)

6. Data Sharing & Processors

We do not sell any data. We may share data with:

• Hosting providers (e.g., AWS, Vercel)

• Payment processors (e.g., Stripe)

• AI infrastructure (e.g., OpenAI, used securely)

• Analytics tools (anonymized or pseudonymized where possible)

• Customer support tools (e.g., Intercom, Crisp)

Each third-party provider is contractually bound by data processing agreements (DPAs).

7. Data Retention

• Candidate data: retained until manually deleted or per employer-defined settings

• User account data: retained as long as the subscription is active or per legal requirements

• Application content: retained unless deleted by the user

Users may request data exports or deletions at any time via settings or support.

8. Security

We use industry-standard encryption (HTTPS/TLS), regular backups, access controls, and third-party security auditing to protect all stored data.

9. Payments

Payments are handled by trusted third-party processors (e.g., Stripe). HireLab does not store your full credit card information. Subscriptions may be paused or canceled from your billing dashboard.

10. Your Rights (for EU/EEA users)

You have the right to:

• Access and review your personal data

• Correct inaccurate data

• Request deletion (“right to be forgotten”)

• Export data (data portability)

• File a complaint with your local Data Protection Authority

You can manage most of these rights via your account settings or contact: [Insert support email]

11. Changes to This Policy

We may update this policy as our platform evolves. We’ll notify users of any material changes via email or in-app notification.

12. Contact

For any questions, please contact:
📧 privacy@hirelab.io
🏢 HireLab BV, Industrieweg 1A, Wormerveer