Privacy Policy

1. Who we are

Hyre AI Ltd (“we”, “us”, “our”) is the data controller for the personal data described in this Privacy Policy.

If you contact us to exercise your rights, we may ask for information to confirm your identity.

2. Who this policy applies to

This policy applies to:

• Candidates (including people who apply for roles, join our talent network, or are sourced by us)
• Clients and hiring contacts (including founders, hiring managers, and interviewers)
• Website visitors (people who browse or interact with our site)

3. What personal data we collect

4. How we collect personal data

We collect personal data in the following ways:

• From information you submit on our website (contact forms, job applications, join-network forms)
• From communications with you (email, phone, video call, messaging, in person)
• From public sources (e.g., LinkedIn and other professional platforms, portfolios, published work)
• From referrals or introductions (e.g., via mutual contacts)
• From clients during recruitment processes (e.g., interview feedback)

5. How we use your personal data

We use personal data to:

• Provide recruitment services (sourcing, assessing suitability, presenting candidates, supporting interview processes)
• Communicate with you (about roles, candidates, applications, updates, feedback, and next steps)
• Maintain internal records and improve our services
• Operate, secure, and improve our website and systems
• Comply with legal or regulatory obligations
• Protect our business (including preventing fraud, ensuring security, and handling disputes)

6. Our legal basis for processing (UK GDPR)

We process personal data under one or more of the following lawful bases, depending on context:

Where we rely on legitimate interests, we consider and balance our interests against your privacy rights.

7. How we share personal data

We do not sell or rent your personal data.

We may share personal data where necessary for recruitment services and business operations, including:

a) With clients

For candidates, we may share relevant information (such as your CV/profile and suitability summary) with a potential hiring company as part of a recruitment process.

Candidate control: We will not share your profile with a specific client without your approval, except where you have applied for a role through us and it is reasonable to share your application as part of that process.

b) With service providers (processors)

We use trusted third-party providers to help operate our business (for example, CRM/database, email and communications tools, scheduling tools, form providers, hosting/security providers, and analytics). These providers process personal data on our behalf under appropriate contractual protections.

c) With professional advisers and authorities

We may share information with professional advisers (legal, accounting, insurance) and with authorities where required by law or to protect our rights.

8. International transfers

Some service providers may store or process personal data outside the UK (for example, in the EEA or US). Where this happens, we use appropriate safeguards such as:

• UK adequacy regulations (where applicable), and/or
• approved contractual safeguards (e.g., the UK International Data Transfer Agreement (IDTA) and/or the UK Addendum to Standard Contractual Clauses).

9. How we keep data secure

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. Access to personal data is limited to authorised personnel and trusted providers who need it for legitimate purposes.

No method of transmission or storage is completely secure, but we take reasonable steps to protect your information.

10. How long we keep your data (retention)

We retain personal data only for as long as needed for recruitment purposes, to maintain our records, and to meet legal, regulatory, or insurance requirements.

As a general rule:

• Candidate data is retained for up to 3 years from the last meaningful interaction, after which it will be deleted or anonymised, unless we have an ongoing relationship or another lawful reason to retain it.
• Client contact data is retained for as long as we have an ongoing business relationship, and for a reasonable period afterwards for record-keeping.

You can request deletion at any time (see “Your rights” below).

11. Your rights (UK GDPR)

You have rights in relation to your personal data, including:

• Access: request a copy of the data we hold about you
• Rectification: correct inaccurate or incomplete data
• Erasure: request deletion of your data in certain circumstances
• Restriction: limit how we use your data in certain circumstances
• Objection: object to processing based on legitimate interests and to direct marketing
• Data portability: receive certain data in a portable format (where applicable)
• Withdraw consent: where we rely on consent

To exercise your rights, email privacy@hyre-ai.com.

12. Complaints

If you have concerns, please contact us first at privacy@hyre-ai.com and we will try to resolve them promptly.

You also have the right to lodge a complaint with the UK regulator: the Information Commissioner’s Office (ICO).

13. Special category data and diversity monitoring

We do not request special category data (such as health information, ethnicity, or religious beliefs) unless it is necessary and we have a lawful basis to process it.

If we collect diversity monitoring information, it is:

• optional, and
• used only in aggregated/anonymous form where possible, and
• not used for selection decisions.

14. Cookies and website analytics

Our website may use cookies or similar technologies for functionality and (where enabled) analytics. For details, please see our Cookie Policy.

15. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and update the “Last updated” date.

16. Contact

For privacy queries or requests, contact: privacy@hyre-ai.com

Hyre AI Ltd, 20 Wenlock Road, London, England, N1 7GU (Company no. 14897156)