This policy explains what personal data HiringScout LLC ("HiringScout", "we", "us") collects, why, how long we keep it, and the choices you have. It covers our website and our recruiting platform, used by companies ("Subscribers") to hire and by applicants ("Candidates") to apply and interview. Candidate data is processed to produce screening evidence for the Subscriber that received the application — it is never sold, and never used for advertising.
Account data — name, work email, and role, for anyone with a HiringScout account.
Candidate application data — your resume, the answers you submit, and profile details you provide when you apply.
AI phone screen data — if a Subscriber invites you to an AI phone screen, we record the call and generate a transcript and a scored summary.
AI interview data — if you take an AI or company-led video interview, we record audio, video, and screen share, and generate a transcript, an evaluation score, and written observations. Where a Subscriber has turned on session-integrity monitoring, we also log signals such as tab switches and whether your face and attention stayed in frame; these are shared with the hiring team as timestamped flags, not automated decisions. See our AI Transparency & Model Card for exactly what the AI evaluates and does not evaluate.
Identity verification — where a Subscriber turns on optional ID-scan verification, we process the government ID and camera image you provide for that step. See Your Privacy Rights for the consent that applies to this feature.
Sourced candidate data — to help Subscribers find candidates, we may compile professional details (such as a name, job title, employer, and public work history) from public professional sources on the internet. We do not collect this for people who have asked us not to — see "Your choices" below.
Background-check data — if a Subscriber runs a background check on a candidate through its own arrangement, the results it provides to us are stored on the candidate's record. HiringScout does not run background checks itself and is not a consumer reporting agency; the Subscriber is responsible for complying with the U.S. Fair Credit Reporting Act and any applicable state law for any check it runs.
Usage data — standard web log data (IP address, browser, pages visited) and a first-party referral cookie (hs_ref) used only to credit an affiliate referral, not to track you across other sites.
To provide screening, calling, interview, scoring, and sourcing features on behalf of the Subscriber you applied to or work for; to operate billing; to secure the service; and to improve the product. Every AI-generated score links back to the transcript or resume data that produced it, so it can be reviewed rather than taken on faith.
We use a small number of service providers to run the platform, each bound by a data-processing agreement to use your data only to provide their service to us:
AI providers — transcripts and interview content are processed by our AI model providers strictly to generate your evaluation. None of this data is used by us or by these providers to train their general-purpose models.
Video & calling infrastructure — our video-interview and AI-calling providers handle the live call and produce the recording.
Cloud storage — recordings and documents are stored on Google Cloud Storage.
Payments — Stripe processes payments; we do not store full card numbers.
Sign-in — account authentication is handled by our identity provider.
We do not run third-party advertising trackers (no ad pixels, no cross-site ad cookies) on this site.
Interview recordings, transcripts, and AI-generated evaluation outputs are retained for 360 days from the date of the interview and then deleted, unless you request earlier deletion (see "Your choices" below). Account data is kept for as long as the account is active and for a limited period afterward to meet legal and accounting obligations. Text application data tied to a role that has been closed for an extended period is redacted on a rolling schedule to remove contact details we no longer need.
Transcripts, recordings, and scores are encrypted in transit and at rest. Access to candidate data is limited to what a Subscriber's own team and the systems producing your evaluation need, and access is logged. We do not have a published SOC 2 report or independent penetration-test result at this time; if that is part of your vendor review, contact privacy@hiringscout.ai.
You can request access to, correction of, or deletion of your data by contacting privacy@hiringscout.ai. Candidates have additional, jurisdiction-specific rights described on the Your Privacy Rights page, including how to request removal of a sourced (not-yet-applied) profile so you are not sourced again. An account deletion request is reviewed and confirmed by a person before it is carried out, rather than executed immediately — this is a deliberate safeguard against a compromised account being used to erase someone else's history.
HiringScout is not directed to, and we do not knowingly collect personal data from, anyone under 18. A Subscriber that processes the application of a minor is responsible for ensuring it has an appropriate lawful basis and any required parental consent.
We will update the date at the top of this page when this policy changes and, for material changes, provide additional notice where required by law.
Questions about this policy or how your data is handled: privacy@hiringscout.ai.