Privacy Policy

HirePick is operated by Zyntelo LLC, 11816 Inwood Rd PMB 70580, Dallas, Texas 75244, United States. References to “we”, “us” and “HirePick” in this policy mean Zyntelo LLC.

This policy explains how HirePick handles personal information. It covers two groups of people: recruiters and hiring teams who hold an account with us, and candidates who take an AI voice interview through a link sent by one of those teams.

Where a section applies to only one group, it says so.

For account, organization and billing information, HirePick is the data controller. We decide why and how that information is used.

For interview data, HirePick acts on behalf of the hiring organization that invited you. That organization decides which roles to open, which questions to ask, who to invite, how long invitation links stay valid, and whether to progress a candidate. They control that data; we process it on their instructions.

If you are a candidate and want your interview data accessed, corrected or erased, contact the hiring organization first. We will act on any instruction they give us.

Account details. Your name, work email, and a securely hashed password. We never store your password in readable form. You may add a profile photo.

Organization details. Company name, website, industry, size, country, a short introduction, and a logo, if you provide them.

Team activity. Your role in the organization, invitations you send, positions you create, candidates you add, and the decisions, ratings and comments you record against an interview. This is retained as an audit trail so your team can see who did what.

Sign-in records. Session records and refresh tokens so you stay signed in, plus short-lived tokens for email verification and password resets.

Billing records. The credit packs you buy, amounts, currency, transaction status, and the identifiers Stripe gives us. We never see or store your full card number.

Contact details. Your name and email address. We do not collect these from you. The hiring organization supplies them when they invite you, either by entering them directly, uploading a spreadsheet, connecting a Google Sheet, or sending them through an automation tool they have set up.

Your interview session. From the first question onward we record video and audio of your session. We also store a written transcript of what you said, your answers to each question, how long you were actively in the session, how many times you opened or resumed it, and, if you choose to answer, your response to the question about how the interview felt.

Your assessment. An AI-generated score and written summary of your answers, and any decision, rating or comment the hiring team records after reviewing you.

Practice question. If you try the optional practice question, your audio is transcribed so we can show you the result. Practice answers are not saved to your interview record and are not shared with the hiring team.

We do not ask for and do not want your date of birth, government ID, financial details, health information, or any other special category data. Please do not include such details in your spoken answers.

We receive candidate details from the hiring organization through manual entry, CSV or Excel upload, a linked Google Sheet, or an automation they have connected.

Uploaded spreadsheets are processed to create candidate records. The file itself, including its original filename and any rows that failed to import, is retained with the import job so the hiring team can correct errors.

• To run interviews. Issue invitation links, deliver questions as speech, capture and transcribe answers, record the session, and produce a score and summary for the hiring team.
• To operate your account. Authenticate you, keep you signed in, verify your email, reset your password, manage your team, and show your dashboard and reviews.
• To take payment and meter usage. Process credit purchases through Stripe, reserve credits when an invitation is sent, settle them when an interview ends, and return unused credits.
• To keep the service working and safe. Diagnose faults, measure AI cost and performance, apply rate limits, and investigate misuse or abuse.
• To communicate with you. Send transactional email such as interview invitations, email verification, password resets, team invitations and removal notices.

We do not send marketing email and we do not sell or rent personal information to anyone.

Where consent is the basis we rely on, that is the consent you give on the interview welcome screen before the session starts. Otherwise we rely on performing our contract with the hiring organization, our legitimate interest in operating and securing the service, and the hiring organization's own lawful basis for assessing candidates.

Interviews are conducted and assessed with AI assistance. There is no live human interviewer in the session.

In overview, AI is used to:

• Support the voice interview experience during your session
• Produce an analysis and short summary of your answers for the hiring team
• Help the hiring team review candidates more consistently

The AI does not decide the outcome of your application. A member of the hiring team reviews your session and the AI summary, then records the decision themselves.

Interviews must be answered in English. Answers in other languages may not be evaluated reliably.

We do not use your interview recordings or answers to train our own AI models.

Before the interview starts you are told that the session is recorded, you are asked to turn on your camera and microphone, and you must tick a box confirming you agree to be recorded and to the recording being shared with the hiring team for this role. The interview cannot start until you do.

If you do not want to be recorded, do not start the interview. Contact the hiring organization to ask about alternatives.

Your camera and microphone are used only during the session and only in the interview tab. We do not access them at any other time.

We share personal information only with the service providers we need to run HirePick, and only to the extent they need it. We do not sell personal information.

• Hosting and storage. Amazon Web Services stores interview recordings, profile photos and organization logos. Our database and job queue are hosted by our infrastructure providers.
• AI processing services. We use third-party AI services to run interviews and produce analysis and summaries for the hiring team. We send only what is needed for that purpose.
• Payments. Stripe processes all credit purchases. Card details are entered on Stripe's own checkout and never reach our servers.
• Email delivery. Our email provider delivers invitations and account email on our behalf.
• Error monitoring. Sentry receives technical error reports and performance data so we can find and fix problems. Reports carry an account identifier but not your name or email, and secret tokens, cookies and form contents are removed first. When an error happens on a non-interview page, a short masked replay of the moments before it may be included; replays never run on candidate interview pages.
• Legal. We may disclose information where we are legally required to, or to protect our rights, our users or the security of the service.

A hiring organization can connect optional integrations. When it does, information leaves HirePick at that organization's direction and is then handled under that organization's own arrangements with the provider, not ours.

Google Sheets. If a position is linked to a Google Sheet, we read candidate email addresses from it and write back candidate name, email, interview status, score, decision, rating and the reviewer's comment. The connection uses Google sign-in and we store an encrypted token to maintain it. It can be disconnected at any time.

Automation tools. An organization can send events to a webhook address it controls. Candidate-imported events include the candidate's name and email. Interview-completed events include the score and AI summary. An organization can also create API keys that let an external tool add candidates and update their status.

If you are a candidate and want to know which integrations were used for your application, ask the hiring organization.

We and our service providers operate in several countries, so your information may be processed outside the country where you live, including in the United States. Where information moves out of the UK, EEA or another region with transfer restrictions, we rely on the safeguards our providers put in place, such as standard contractual clauses.

Interview recordings are kept for a maximum of 90 days. We delete the video and audio recording of an interview 90 days after the session. After that point the recording can no longer be played back by anyone, including the hiring organization.

The rest of the interview record is kept until the hiring organization deletes it. The transcript, your answers, the score, the AI summary and the hiring team's decision stay available to that organization for as long as it maintains its account, unless it deletes the candidate or the position or asks us to remove the data. No fixed period applies to this data.

Candidates may request deletion. If you are a candidate and ask the hiring organization to delete your data, that request is allowed. When the organization deletes your candidate record (or instructs us to), we remove the candidate record, the interview record, the transcript and any stored recording.

Account data is kept while your account is active. Contact us to close your account and we will delete or anonymise your account data, except records we must keep for legal, tax or accounting reasons.

Invitation links expire on the date set when the invitation was sent and cannot be reused afterwards. Sign-in sessions expire after 7 days, email verification links after 24 hours, and password reset links after 1 hour.

Billing and transaction records are retained for as long as tax and accounting law requires.

Operational logs are retained to monitor cost, performance, security and abuse.

Passwords are hashed and never stored in readable form. Sign-in tokens are held in cookies that JavaScript on the page cannot read, and are sent over an encrypted connection. Access to an organization's data is scoped to members of that organization and their role. Recording playback links are short-lived and time-limited. Google tokens are stored encrypted. Requests are rate-limited.

No system is perfectly secure. If you spot a security problem, please contact us so we can act on it.

Depending on where you live you may have the right to access the personal information we hold about you, correct it, have it deleted, restrict or object to how it is used, receive a copy in a portable form, and withdraw consent you previously gave.

If you are a candidate, contact the hiring organization that invited you. They control your interview data and decide how long to keep it. We will act on their instructions. If you cannot reach them, contact us and we will help identify them and pass your request on.

If you hold a HirePick account, contact us and we will deal with your request directly. We may need to verify your identity first.

You can also complain to your local data protection authority.

We do not use advertising cookies or track you across other websites. We use PostHog for product analytics on marketing and account pages (for example login and signup) so we can understand how people discover HirePick and improve conversion. Candidate interview pages do not load PostHog at all. Session replay runs only for logged-out visitors on those marketing and account pages; it does not run after you sign in, and it does not run on password-reset, email-verification, or invite-accept pages. Password fields, other inputs, and marked personal text (such as an email shown on screen) are masked in replays. Secret tokens in URLs are stripped before analytics events are sent.

After you sign in we may link product events to your account id (not your email or name) so we can see whether marketing visits become active workspaces. Blocking analytics cookies in your browser may reduce or stop this measurement; it does not stop you from using HirePick. Sign-in and profile cookies below are required for the product to work.

• Sign-in cookies. Two cookies that keep you signed in. The short-lived one lasts 15 minutes, the longer one lasts 7 days.
• A profile cookie. Stores your name, email and avatar so your account appears correctly in the interface without an extra request. It lasts 7 days and is cleared when you sign out.
• Browser session storage. Holds in-progress work such as a position you are part-way through creating or a candidate import you are resuming. It is cleared when you close the tab.
• Analytics cookies. PostHog may set a first-party analytics cookie on marketing and account pages to recognize returning visitors for product measurement.

Sign-in and profile cookies are necessary for the service to function. Blocking them will prevent you from signing in.

The interview page loads voice-detection components into your browser so that your speech is detected on your own device. Voice activity detection happens locally. Only the captured audio of your answer is sent to us.

HirePick is for workplace recruitment and is not intended for anyone under 16. We do not knowingly collect information from children. If you believe a child's information has reached us, contact us and we will remove it.

We will update this policy as the service changes, and the date at the top will always show the most recent revision. If a change materially affects how we handle personal information we will tell account holders directly.

Questions, requests or complaints: support@hirepick.io. Postal address: Zyntelo LLC, 11816 Inwood Rd PMB 70580, Dallas, Texas 75244, United States.