Last updated: April 6, 2026
Version 1.1
At a glance: We don’t sell your data. Candidate data is yours — we process it on your instructions. You can request deletion, correction, or export at any time. Full legal suite at hirevia.ai/legal.
1. Who We Are
HireVia AI is operated by WireApps Limited, registered in Sri Lanka. This Policy covers how we handle personal data for Platform Users (HR teams, hiring managers, administrators), job candidates whose data is uploaded by customers, and visitors to hirevia.ai. Read alongside our Terms of Service, DPA (hirevia.ai/legal/dpa), and AI Governance Addendum (hirevia.ai/legal/ai-governance).
2. Data We Collect
2.1 Platform User Data
Account info: name, work email, job title, company, phone
Auth data: encrypted passwords, login timestamps, session tokens
Usage data: features accessed, actions taken, search queries
Support communications and beta feedback
Billing info: company address and payment details (no raw card numbers stored)
2.2 Candidate Data (Processed on Your Behalf)
Identity: name, email, phone
Professional: CV/resume content, employment history, education, skills
Application: cover letters, screening responses, availability
Interview: scheduling preferences, calendar availability, notes
Communications: emails/messages facilitated through the platform
You are the data controller. We process on your instructions per our DPA (hirevia.ai/legal/dpa). Direct candidates to your own privacy notice.
2.3 Website Data
Device/browser info: IP address, browser type, OS
Usage: pages visited, time on page, referral source
Cookies: see Section 10
3. How We Use Your Data
Purpose
Activities
Provide Services
Account management, AI resume screening, candidate matching, calendar-based interview scheduling (not AI-driven), security, support
Improve Services
Anonymised usage analysis, internal research, bug fixes, AI model improvement (no identifiable candidate data without consent)
Legal & Compliance
Regulatory compliance, fraud prevention, ToS enforcement
Marketing (Users only)
Product updates and feature announcements (opt-out via unsubscribe or support@hirevia.ai)
4. AI Processing
We use AI/ML for candidate screening and ranking only. Interview scheduling uses calendar integration and is not AI-driven. AI outputs support human decision-makers — they do not make employment decisions. You retain full control over hiring. For details on AI transparency, bias monitoring, and oversight obligations, see our AI Governance Addendum (hirevia.ai/legal/ai-governance). Questions: support@hirevia.ai.
5. Legal Basis
Basis
Applies To
Contract performance
Providing subscribed Services
Service improvement, security, fraud prevention (where not overriding your rights)
Legal obligation
Where required by applicable law
Consent
Marketing communications (withdrawable anytime)
For candidate data, you are responsible for establishing the legal basis and obtaining necessary consents.
6. Data Sharing & Subprocessors
We do not sell, rent, or trade personal data.
We share data with these subprocessors, each bound by DPAs:
Subprocessor
Purpose
Location
Safeguard
AWS
Infrastructure & storage
Singapore
SCCs / AWS DPA
Claude
AI CV text processing
United States
SCCs / OpenAI DPA
Resend
Email delivery
United States
SCCs
Microsoft
Calendar integration
United States
SCCs / MS DPA
Full list at hirevia.ai/legal/subprocessors. 14 days’ notice before new subprocessors (objection rights per ToS Section 7). We may also disclose data to law enforcement (where legally required), in M&A transactions (with equivalent protections), or to professional advisors (under confidentiality).
7. Data Retention
Data
Retention
Then
Platform User data
Account duration + 12 months
Deleted
Candidate data
Active recruitment + 12 months
Automated deletion
AI processing logs
90 days
Purged
Backups
Up to 90 days (disaster recovery)
Purged on rotation
Post-termination
30-day export, then 90 days
Deleted per ToS Section 14.4
Longer retention only where law requires. Request earlier deletion at support@hirevia.ai.
8. Your Rights
Right
What It Means
Access
Get a copy of your personal data
Rectification
Correct inaccurate or incomplete data
Erasure
Request deletion (subject to legal retention)
Portability
Receive data in structured, machine-readable format
Restriction
Limit processing in certain circumstances
Object
Object to legitimate-interest processing or direct marketing
Withdraw consent
Anytime, without affecting prior lawful processing
Contact support@hirevia.ai. Response within 10 business days. Identity verification may be required. Candidate requests may be redirected to the controlling Customer.
9. Security & Breach Notification
Security measures:
Encryption at rest and in transit (TLS 1.2+)
Role-based access controls, MFA for admin
Regular vulnerability assessments and dependency scanning
Documented incident response procedures
ISO 27001 certification in progress
Full details in our DPA (hirevia.ai/legal/dpa).
Breach notification:
Customers: Notified of any confirmed breach without undue delay (per DPA)
Candidates: Notified via the Customer where breach poses high risk to rights and freedoms
10. Cookies
Essential: required for platform function (session auth)
Analytics: anonymised/aggregated site usage
Preferences: your saved settings
Manage via browser settings. No behavioural advertising. No tracking data shared with ad platforms.
11. International Transfers
Primary storage: AWS Singapore. AI processing: OpenAI (US). Email: Resend (US). Calendar: Microsoft (US).
Scenario
Safeguard
EU/EEA transfers
SCCs (Module 2: Controller to Processor)
UK transfers
IDTA or UK Addendum to EU SCCs
All subprocessors
DPAs with equivalent protections
Details in our DPA (hirevia.ai/legal/dpa).
12. Children’s Privacy
Not intended for under 18s. We don’t knowingly collect minors’ data. Contact support@hirevia.ai if you believe a minor’s data has been submitted.
13. Changes to This Policy
Material changes notified by email/in-app at least 14 days before taking effect. Continued use after the effective date = acceptance.
14. Contact
HireVia AI (WireApps Limited)
Email: support@hirevia.ai | Website: hirevia.ai | Sri Lanka
Related documents:
Terms of Service: hirevia.ai/legal
DPA: hirevia.ai/legal/dpa
AI Governance: hirevia.ai/legal/ai-governance
Subprocessors: hirevia.ai/legal/subprocessors
Not satisfied with our response? You may lodge a complaint with your local data protection authority.
By using HireVia AI, you acknowledge that you have read, understood, and agree to this Privacy Policy.