Privacy Policy

1. Introduction

Hire Nix ATS ("we," "our," or "us") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our Applicant Tracking System, or interact with embedded Career Page widgets on our Customers' websites.

Please note that in most scenarios, Hire Nix operates as a Data Processor on behalf of our Customers (the Employers/Agencies acting as Data Controllers). If you are a candidate applying for a job, your data is governed primarily by the prospective employer's privacy practices.

2. Information We Collect

2.1 Information from Customers (Employers/Recruiters)

When you register for a Hire Nix account, we collect:

• Contact information (Name, Work Email, Phone Number).
• Company details and billing/payment information (processed securely via Stripe).
• Authentication credentials (passwords or OAuth tokens).

2.2 Information from Candidates (Applicants)

When a candidate applies through a Hire Nix powered widget or via API syndication, we collect and process the following on behalf of the Customer:

• Resumes, CVs, cover letters, and portfolios.
• Extracted data parsed by our AI (skills, work history, education).
• Responses to custom screening questionnaires.
• Voluntary Equal Employment Opportunity (EEO) demographic data (stored anonymously).

3. How We Use Your Information

We use the collected information for various purposes, including to:

• Provide, maintain, and support the Hire Nix ATS platform.
• Process candidate applications and display them in Customer dashboards.
• Utilize Large Language Models (LLMs) to parse resumes, generate match scores, and draft emails (See Section 4 for AI specifics).
• Process subscription payments and send administrative alerts.
• Monitor platform performance, detect security breaches, and prevent fraud.

4. AI Processing & Third-Party Sharing

Hire Nix ATS integrates with advanced AI models to accelerate recruitment. We maintain strict agreements with our sub-processors (e.g., OpenAI, Anthropic) to ensure data privacy:

We may also share data with essential service providers such as cloud hosting providers (AWS/GCP), payment processors (Stripe), and job boards (LinkedIn, Indeed) only when explicitly authorized by the Customer for job syndication.

5. Data Security & Isolation

We implement robust security measures to protect your data. This includes AES-256 encryption at rest, TLS 1.3 encryption in transit, and stringent multi-tenant isolation utilizing PostgreSQL Row-Level Security (RLS) to ensure that no Customer can ever access another Customer's candidate pool.

6. Your Data Rights (GDPR & CCPA)

Depending on your location, you may have the right to:

• Request access to the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data ("Right to be Forgotten").
• Opt-out of certain data processing activities.

Note for Candidates: Because Hire Nix acts as a Data Processor, requests regarding candidate data (such as deletion requests) should be directed to the Employer (the Data Controller) to whom you applied. We provide our Customers with automated tools to fulfill these compliance requests instantly.