Privacy Policy

1. Introduction

This Privacy Policy (“Policy”) explains how HyreFox Consultants Limited (“Company”, “we”, “us”, “our”), a company incorporated under the Companies Act, 2013 with its registered office at 828, Frontier Colony, Adarsh Nagar, Jaipur, Rajasthan – 302004, India , collects, uses, processes, and discloses your Personal Data when you use the Xenhire platform, accessible via https://xenhire.com (“Website”), mobile applications, or any related services (collectively, “Services”).

By accessing or using our Services, you acknowledge that you have read, understood, and agreed to this Privacy Policy. If you do not agree with the terms, please refrain from using our Services.

2. Scope

This Policy applies to all individuals who interact with Xenhire, including but not limited to:

• Job seekers and candidates
• Employers and recruiters
• Academic institutions and partners
• Visitors of the Website
• Users of mock interview and candidate screening tools

This Policy is global in nature and applies to data subjects in jurisdictions including, but not limited to, India, the European Economic Area (EEA), the United Kingdom, the United States, and Canada.

3. Legal Basis for Processing (GDPR & Other Laws)

• Consent – Where you provide consent for specific processing.
• Contractual Necessity– When processing is necessary to perform a contract with you.
• Legitimate Interests– For purposes such as fraud prevention, improving our services, etc.
• Legal Obligation– To comply with applicable laws and regulations.

4. Categories of Data Collected

• Identity & Contact Information
  • Full name
  • Email address
  • Phone number
  • Location (City, Country)
  • Account login credentials
• Professional & Educational Information:
  • Resume/CV
  • Cover letter
  • Academic qualifications
  • Employment history
  • Skills, certifications, job preferences
• Interview & AI Data:
  • Video/audio recordings
  • Transcripts from interviews
  • AI-based scoring and assessments
  • Behavioral and linguistic analysis
• Usage and Technical Data:
  • Device and browser type
  • IP address
  • Geolocation
  • Cookies and analytics data
  • Session data and crash logs
• Third-party and Institutional Data:
  • Data from university portals, job boards, or third-party APIs (e.g., Handshake, LinkedIn)

5. Use of Personal Data

We process Personal Data for the following purposes:

• Facilitating recruitment, candidate screening, and matching
• Providing AI-based mock interviews and feedback
• Communicating with you via email, SMS, or platform notifications
• Enhancing user experience, service functionality, and personalization
• Conducting research, analytics, and product development
• Complying with legal and regulatory obligations

6. Cookies and Tracking Technologies

We use cookies, beacons, tags, and scripts to analyze trends, administer the Website, and track users’ movements. For more information, please refer to our Cookie Policy.

You can manage your cookie preferences via your browser or through cookie banners enabled on our platform (required under GDPR and ePrivacy Directive).

7. Data Sharing and Disclosure

We may disclose your Personal Data to:

• Employers or Recruitment Partners – If you apply or opt in for job opportunities
• Academic Institutions – If access is provided through your school or college
• Third-party Vendors & Processors – Including cloud services (AWS), AI engines (OpenAI), analytics (Google Analytics), communication tools (SendGrid)
• Legal Authorities – When disclosure is required under law, regulation, court order, or other legal process
• Corporate Transactions – In the event of merger, acquisition, restructuring, or asset sale

All third-party processors are contractually obligated to maintain confidentiality and data protection standards equivalent to this Policy.

8. International Data Transfers

Your data may be transferred to and processed in countries outside your jurisdiction, including India , theUnited States , and European countries. Where applicable, we implement appropriate safeguards, including:

• Standard Contractual Clauses (SCCs) under the GDPR
• Data Processing Addendums with vendors
• Cross-border data transfer mechanisms as required by local laws

9. Data Retention

We retain your Personal Data for as long as necessary to fulfill the purposes stated herein or as required by applicable law. Upon expiry of retention periods or upon request, data will be anonymized or securely deleted.

10. Data Security Measures

We have implemented technical and organizational security measures to protect your data, including:

• SSL/TLS encryption
• Role-based access control
• Encrypted storage of sensitive content
• Regular vulnerability assessments
• Secure coding practices
• Multi-factor authentication (MFA) for administrators

However, no method of transmission over the Internet is 100% secure. Therefore, we cannot guarantee absolute security.

11. Your Rights

Under the General Data Protection Regulation (GDPR), users in the EEA/UK have the right to:

• Access personal data
• Rectify inaccurate data
• Erase data (“right to be forgotten”)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time

Under the California Consumer Privacy Act (CCPA) and CPRA, California residents may:

• Know what personal information is collected and shared
• Request deletion of personal data
• Opt-out of sale/sharing of personal information
• Non-discrimination for exercising privacy rights

Under the Personal Data Protection Bill (PDPB), India:

• Right to confirmation and access
• Right to correction
• Right to data portability
• Right to be forgotten

You may exercise any of these rights by contacting us at [email protected]. We may request identity verification prior to fulfilling your request.

12. Children’s Privacy

Our Services are not directed to individuals under the age of 16. We do not knowingly collect Personal Data from children. If you believe a minor has provided us with information without parental consent, please contact us for deletion.

13. Automated Processing & Profiling

Xenhire uses AI and automated systems to analyze video interviews, resumes, and other data to provide assessments and job matches. This does not constitute solely automated decision-making unless explicitly agreed upon. Users may request human review of AI-generated assessments by contacting support.

14. Third-Party Links

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices or content of such third parties. Please review their privacy policies separately.

15. Changes to this Privacy Policy

We may revise this Policy from time to time. Any material changes will be communicated via email or by prominently posting a notice on our Website. Continued use of our Services after such changes constitutes acceptance.

16. Governing Law and Jurisdiction

This Policy shall be governed by and construed in accordance with the laws of India, without regard to conflict of law principles. Courts located in Jaipur, Rajasthan, India, shall have exclusive jurisdiction in relation to any disputes arising out of or in connection with this Policy.

However, for users subject to local data protection laws (e.g., GDPR, CCPA), we will comply with the applicable dispute resolution and enforcement mechanisms.

17. Contact Information

If you have any questions, concerns, or complaints regarding this Privacy Policy, your rights, or our data handling practices, please contact:

HyreFox Consultants Limited
828, Frontier Colony, Adarsh Nagar, Jaipur, Rajasthan – 302004, India
[email protected]