Privacy policy

The data controller for the personal data described in this policy is Hirefile (KVK: 98797867), the Netherlands ("Hirefile", "we", "us"). For any question about this policy or to exercise your rights, contact us at support@hirefile.ai.

We collect the following categories of personal data:

• Account data: your name, email address, and profile photo, either provided directly or received from Google or LinkedIn when you sign in with them.
• Profile data: the work experience, education, projects, skills, traits, certifications, languages, headshots, and work preferences you add to build your Hirefile profile.
• Resume and application data: resumes and cover letters you generate, the job vacancies you track, and the status of those applications.
• Imported data: if you choose to upload a LinkedIn data export, the work history, education, and certifications it contains.
• Billing data: your plan and subscription status. Payment card details are handled directly by Stripe, our payment processor; we never see or store your full card number.
• Usage and device data: IP address, browser type, and pages visited, collected through server logs and, on hirefile.ai only, Google Analytics.
• Communications: messages you send us, for example through the contact form or by emailing support.

• Providing the service, including generating and tailoring resumes and cover letters and tracking applications: necessary to perform our contract with you (GDPR Article 6(1)(b)).
• AI-assisted resume generation: to draft and tailor a resume or cover letter, your profile data and the vacancy text you supply are sent to Google Cloud's Vertex AI (Gemini) models. This automated processing supports a feature you actively request and does not make any decision about you with a legal or similarly significant effect, so it does not fall under GDPR Article 22. Legal basis: performance of a contract.
• Processing payments and managing your subscription: performance of a contract, and compliance with our accounting and tax obligations (Article 6(1)(c)).
• Keeping the service secure and working, including fraud prevention and debugging: our legitimate interest in operating a reliable, secure service (Article 6(1)(f)).
• Security emails, such as notice of a new sign-in method: legitimate interest and performance of a contract.
• Product update emails: only if you opt in under Account > Notifications, based on your consent (Article 6(1)(a)), which you can withdraw at any time from that same page.
• Analytics on hirefile.ai: understanding aggregate visits to our marketing site, based on consent where required by your jurisdiction.

We use a small number of processors to run Hirefile, each bound by a data processing agreement:

• Google Cloud Platform: hosts our application and database (Cloud Run, Firestore) and provides the Vertex AI (Gemini) models used for resume generation.
• Google and LinkedIn: only for the sign-in you initiate, and, if you choose to import it, your LinkedIn data export.
• Stripe: payment processing and subscription billing.
• Google Analytics: aggregate usage statistics for hirefile.ai only, not the Hirefile app itself.

We do not sell your personal data, and we do not share it with third parties for their own marketing purposes.

Our infrastructure runs on Google Cloud in the United States. Where personal data is transferred outside the European Economic Area, we rely on Google Cloud's Data Processing Addendum, which incorporates the European Commission's Standard Contractual Clauses, as the transfer mechanism.

We keep your data for as long as your account exists. If you delete your account from Account > Danger zone, your profile, resumes, applications, and uploaded files are permanently and immediately removed; this cannot be undone. We may retain billing records such as invoices for longer where we are legally required to for tax and accounting purposes. Server logs are kept only as long as necessary for security and debugging, then deleted.

Under the GDPR you have the right to access, rectify, erase, restrict, or object to the processing of your personal data, and the right to data portability and to withdraw consent at any time. You can exercise the most common of these directly in the app:

• Access and portability: Account > Your data > "Download my data" gives you a copy of your profile, resumes, applications, billing history, and uploaded files.
• Erasure: Account > Danger zone > "Delete account" permanently deletes your account and associated data.

For rectification, restriction, objection, or anything else, email support@hirefile.ai. You also have the right to lodge a complaint with a supervisory authority, in particular the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), or the authority in your own EU member state.

The Hirefile app uses only strictly necessary cookies and local storage to keep you signed in; it does not use advertising or third-party tracking cookies. This marketing site, hirefile.ai, uses Google Analytics cookies to measure visits when analytics is enabled. You can block these at any time through your browser's cookie settings or a browser extension.

We use reasonable technical and organizational measures to protect your data, including encryption in transit and access controls on our systems. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Hirefile is not directed at children, and we do not knowingly collect personal data from anyone under 16.

We may update this policy from time to time. If we make material changes, we will notify you, for example by email or an in-app notice. Continued use of Hirefile after an update constitutes acceptance of the revised policy.