Privacy Policy

This Privacy Policy applies to the HireBeam marketing website, web application, hosted job-application pages, and related communications and services that link to this policy (collectively, the “Service”).

HireBeam’s role depends on the context:

• For account, website, security, and business-operation data, HireBeam determines why and how that information is processed.
• For candidate and recruiting data submitted or controlled by a customer, the customer—such as an employer, recruiting team, or agency—generally determines the purpose of processing, and HireBeam processes the data to provide the Service on that customer’s instructions.

If you are a candidate, the organization to which you applied may have its own privacy notice and is ordinarily the best first contact for questions about a particular application or hiring decision.

Account and identity data

We may collect your name, work email address, organization, account role, password hash, authentication and security records, invitation status, and account activity.

If you use Google sign-in, we request only the openid, email, and profile scopes. Depending on what Google returns, we may receive a Google account identifier, verified email address, display name, given and family names, profile image, locale, and Google Workspace hosted domain. We do not request access to Google Drive, Gmail, Calendar, Contacts, or your Workspace directory.

Customer and recruiting-workspace data

We process organization settings, job descriptions, evaluation criteria and weights, application questions, hiring-manager invitations, comments, review recommendations, human decisions, pipeline activity, outreach templates, usage records, and audit events.

Candidate and application data

Depending on what a candidate or customer provides, this may include name, email, phone number, location, resume or CV, employment and education history, skills, certifications, professional links, application answers, recruiter notes, communications, and source information.

Derived evaluation data

HireBeam may generate a structured candidate profile, criterion-level findings, supporting resume excerpts, confidence indicators, missing-information flags, an overall score or match band, and suggested screening questions. These outputs are assessments generated from customer-approved requirements and supplied candidate information; they are not guarantees of ability, suitability, identity, or future performance.

Device, log, and communication data

We may process IP address, browser and device information, request and error logs, timestamps, security events, cookie or session identifiers, and communications sent to support or legal contacts. We use essential cookies and similar technologies for authentication, session security, and core functionality. We do not currently use the Service for cross-context behavioral advertising.

We receive data directly from account holders and candidates; from customers that upload or enter candidate information; from authorized hiring managers; from Google when a user chooses Google sign-in; and from the operation of the Service. We also derive structured profiles and evaluation outputs from information supplied to the Service.

Customers must have the authority and an appropriate legal basis to provide personal data to HireBeam, including resumes obtained from referrals, agencies, job platforms, or prior recruiting activity.

We use personal data to:

• create accounts, authenticate users, and manage invitations and access;
• host job-application pages and receive candidate submissions;
• parse resumes and evaluate candidate information against customer-approved criteria;
• display evidence, rankings, comparisons, missing information, and review workflows;
• support recruiter outreach, hiring-manager collaboration, exports, and audit history;
• send transactional messages such as security codes, invitations, welcome emails, and requested digests;
• operate, secure, troubleshoot, monitor, and improve the Service;
• prevent abuse, enforce our Terms of Service, and comply with legal obligations; and
• communicate about the Service and respond to support or rights requests.

Where applicable law requires a legal basis, processing may be based on performance of a contract, legitimate interests in operating and securing the Service, compliance with law, consent, or another basis identified by the customer that controls candidate data.

HireBeam uses AI services to help turn job descriptions into reviewable criteria, extract structured information from resumes, and assess supplied information against criteria approved by a customer. To perform these functions, relevant job, criteria, resume, and application content may be transmitted to contracted AI infrastructure and model providers.

HireBeam does not automatically hire or reject candidates. AI outputs are designed to support human review. Customers and their authorized users are responsible for reviewing evidence, correcting errors, considering accommodations and relevant context, and making lawful decisions.

We do not use customer or candidate content to train our own generalized AI models unless the relevant customer gives separate, explicit authorization. Third-party AI providers may have their own logging and retention practices, which can vary by provider and configuration; we select and configure providers with privacy, security, and operational requirements in mind.

We may disclose personal data:

• Within the customer’s workspace, to authorized recruiters, full members, and hiring managers according to their access level;
• To service providers, such as cloud hosting, database and file storage, transactional email, security, error monitoring, and AI inference providers that support the Service;
• At the customer’s direction, including exports, outreach, integrations, or handoff to another recruiting system;
• For legal and safety reasons, when reasonably necessary to comply with law, protect rights and safety, investigate abuse, or enforce agreements; and
• In a business transaction, such as a financing, merger, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality and notice requirements.

We do not sell personal data and do not share personal data for cross-context behavioral advertising.

We retain personal data only for as long as reasonably necessary to provide the Service, follow customer instructions, maintain security and audit records, resolve disputes, and meet legal obligations. Retention can vary by data type, customer configuration, the duration of the customer relationship, and backup cycles.

Candidate data is generally retained under the relevant customer’s direction. When a customer deletes data or closes an account, data may remain for a limited period in backups, security records, or records we must preserve by law. Anonymized or aggregated information that no longer identifies an individual may be retained for analytics and service improvement.

We use administrative, technical, and organizational safeguards designed to protect personal data, including access controls, tenant separation, authenticated sessions, limited hiring-manager permissions, audit records, and protections for account credentials. No internet service or storage system can be guaranteed completely secure, and users are responsible for protecting their credentials and devices.

If you believe information in HireBeam has been accessed or disclosed improperly, contact us promptly at privacy@hirebeam.in.

HireBeam and its service providers may process information in countries other than the country where it was collected. Where required, we use contractual or other lawful transfer mechanisms and require service providers to protect information consistently with applicable law and their contractual obligations.

Depending on your location and the context, you may have rights to request access, correction, updating, deletion, restriction, objection, portability, withdrawal of consent, or information about how your personal data is processed. You may also have a right to complain to an applicable data-protection authority or seek grievance redressal.

Account holders may update some information through the Service. For other requests, email privacy@hirebeam.in. We may need to verify your identity and authority before acting.

If HireBeam processes your candidate data for a customer, we may refer the request to that customer or assist it in responding. Contacting the employer or recruiting organization directly will often be the fastest route for application-specific requests.

You may opt out of non-essential marketing messages through the unsubscribe mechanism provided in the message. Transactional or security communications may continue while your account remains active.

The Service is intended for business users and employment applicants, not children under 18. We do not knowingly solicit personal data from children. If you believe a child has provided data through the Service inappropriately, contact us so that we can investigate and take appropriate action.

We may update this policy as the Service, vendors, or legal requirements change. We will post the revised policy with a new effective date and provide additional notice when required. We will not materially expand how previously collected personal data is used without appropriate notice or another lawful basis.

For privacy questions, rights requests, grievances, or legal notices, contact:

HireBeam Privacy
privacy@hirebeam.in

Please include enough information for us to understand the request, but do not email passwords, government identifiers, complete resumes, or other unnecessary sensitive information.