Privacy Policy

Who we are

HeraldHire (“we”, “us”) provides the HeraldHire website and app. This policy explains what we collect when you use our website and app, why we collect it, and the choices you have. For privacy questions, email support@heraldhire.com.

What we collect

• Account details: name, email address, password (stored hashed) or sign-in provider details, and your organization and team members.
• Connected integrations: when you connect calendars, messaging channels or your ATS, the provider may give us an access token and basic account details. This is how we schedule interviews, send SMS/WhatsApp messages and sync outcomes. We don’t receive your password when they use OAuth or similar sign-in.
• Candidate and agency content: role briefs, client req details, candidate contact information, screening notes, call summaries, scorecards and files you upload (such as resumes).
• Voice screening data: audio or transcripts from AI screening calls, processed to produce structured notes for recruiter review. Recruiters approve outcomes before candidates advance.
• Analytics data: pilot metrics such as completed screens, booking rates and funnel drop-off, derived from your use of HeraldHire.
• Billing details: pilot agreement and outcome-based usage. Payment details are handled by our payment processor and we don’t store full card numbers.
• Usage and device data: log data such as IP address, browser type, pages viewed and errors, used to keep the service running and secure.
• Cookies: cookies we need to keep you signed in and the service working.

How we use it

• To provide the service: run AI screening calls, produce recruiter-reviewable notes, schedule interviews, and store hiring files.
• To operate AI screening and summarisation (including English and Hindi voice) when you enable it for a role.
• To process payments.
• To send service emails such as receipts, scheduling or sync failure alerts and security notices.
• To prevent abuse and keep accounts secure.
• To improve the product.

We don’t sell your personal information.

AI screening

When you run AI screening calls, candidate responses and role briefs are processed by our AI provider to produce structured notes. HeraldHire does not auto-reject or auto-select candidates; recruiters approve shortlists before scheduling or ATS updates.

Acting on your behalf

We send SMS or WhatsApp messages, book calendar slots, or sync data to your ATS only when you or your team take that action in HeraldHire. We use each integration’s access only for the features you enable. Your use of third-party services is also governed by their own terms and privacy policies.

Who we share it with

We share information only with service providers that help us run HeraldHire, such as hosting, payments, email delivery and error monitoring, under contracts that limit how they use it.

• We also send data to integrations you connect, because that’s how multiposting and sync work.
• We may disclose information where the law requires it, or to protect our users or the service.
• If the business is sold or merged, information may transfer to the new owner under this policy.

How long we keep it

We keep your account data while your account is open. After you delete your account, we delete or anonymize your data within a reasonable period, except where we must keep records for legal or tax reasons.

Security

We use reasonable technical and organizational measures to protect your data, such as encrypted connections (HTTPS) and access controls. No system is completely secure, and we can’t guarantee absolute security. If a breach affects your data, we’ll notify you as the law requires.

Your choices and rights

• You can view and edit your account details in the app.
• You can disconnect integrations at any time, and you can also revoke our access from each provider’s own settings.
• You can delete your account, or ask us for a copy of your data.
• Depending on where you live, you may have rights to access, correct, delete, restrict or object to how we use your data, and to complain to your local data protection authority.

To make a request, email support@heraldhire.com.

International transfers

We and our providers may process data in other countries. Where the law requires it, we use appropriate safeguards for these transfers.

Children

HeraldHire isn’t intended for anyone under the minimum age required where you live, and we don’t knowingly collect their data.

Changes to this policy

We’ll post updates on this page and change the effective date. If the changes are significant, we’ll tell you by email or in the app.

Contact

HeraldHire · support@heraldhire.com