Privacy Policy

• We don’t record or keep audio or video. There’s no camera. Your voice goes to our speech-to-text provider, OpenAI, as you speak, and Heedhire keeps only the text.
• A candidate’s information goes to the hiring team for the job they applied to. It’s never shared with another employer, and we don’t match candidates to jobs at other companies.
• We don’t sell personal information, use it for advertising, or use it to train AI models.
• Heedhire recommends; a person at the employer makes every decision.
• We keep a candidate’s information while the job is open and for 4 years after it closes, then delete it.
• Candidates’ names, emails and résumés are encrypted when stored, kept apart from other records, and every read of them is logged.
• You can ask to see, correct or delete your information at any time, through our contact form or at privacy@heedhire.com.

Heedhire is run by HEEDHIRE LLC, a New Jersey limited liability company (“Heedhire”, “we”, “us”). Employers use Heedhire to run first-round interviews: a hiring manager describes the role to our AI in an intake conversation, and candidates who apply take a voice interview with our AI interviewer.

This policy covers three groups of people:

• Candidates: people who apply for a job through a Heedhire link and take the interview.
• Customers: the hiring managers and other people at employers who use Heedhire.
• Visitors: people who visit this website, start a free role, or send us a message.

For candidates, the employer decides why the information is collected (to fill its job) and Heedhire handles it on the employer’s behalf. We also deal with candidates directly, for example to answer questions or delete information.

What we collect

• What you enter when you apply: your name, your email address and your résumé. We keep the text of your résumé and its file name, not the file itself. We also note which link you used, for example a particular job board.
• Your interview: the text of the conversation, written down as you speak. We don’t keep audio or video.
• What our AI writes for the hiring team: a check of your résumé against the job’s requirements, a summary of your interview, an assessment of how your answers fit the requirements, and a recommendation, with the evidence behind it and any points worth checking.
• What the hiring team adds: their notes and decisions about your application.
• Technical information: our servers use your IP address only in memory, to limit abuse, and never save it to our database. OpenAI also receives it, because your browser connects to OpenAI directly for speech-to-text. Our hosting provider keeps standard technical logs for a short time. This website stores a small note in your browser so you can continue an interview you started, and keeps your name and email in that browser tab while you fill in the form. We don’t use analytics or advertising cookies.

How the interview works

• The interviewer is an AI, and tells you so at the start.
• Before the microphone starts, you’re asked to agree that your voice is sent to our speech-to-text provider, OpenAI, to turn it into text as you speak.
• While you talk, your browser sends your voice straight to OpenAI, which turns it into text. Heedhire doesn’t keep the audio. OpenAI may keep it for up to 30 days to detect abuse (see Service providers).
• We don’t create a voiceprint or use your voice to identify you.
• Anthropic’s Claude AI models read the text, your name and your résumé, ask the questions, check your résumé against the job, and write the summary for the hiring team.
• Cartesia turns the interviewer’s words into its voice. It receives the interviewer’s side of the conversation, which can include your first name, but not your voice.

How we use it

• To run your interview and give the employer’s hiring team the results.
• To keep the service secure and prevent abuse: for example, one interview per person per job, and flagging an application that looks like a repeat under a different email. A flag doesn’t decide anything; the hiring team checks it.
• To fix problems and answer your questions.
• To check the quality of our interviews and improve our questions, instructions and scoring, including checking them for bias. We plan to commission an independent bias audit, which would use this information too. For all of this we use only de-identified information: we keep it de-identified, we don’t try to identify anyone from it (except to test that our methods work), and anyone we share it with must agree to the same. It’s never used to train AI models, and never sold.
• To meet our legal obligations.

We don’t use candidates’ information for anything else.

Who sees it

• The hiring team for the job you applied to at that employer. They can download your full record, including the interview transcript, as part of their hiring records.
• Heedhire staff, only to run and support the service, keep it secure and check the quality of interviews.
• Our service providers, as described under Service providers.
• Authorities, if the law requires it.

Your information is never shared with another employer. We don’t match candidates to jobs at other companies, and one employer’s candidates are never shown to another.

Personal details you mention

The interviewer is designed not to ask about age, race, religion, health, disability, pregnancy, family, national origin or other protected characteristics, and not to ask what you earn now or have earned before. If you mention a protected characteristic, it’s instructed not to weigh it and not to put it in the write-up for the hiring team. Our records note that it came up, and your transcript still contains everything you said.

If you’d rather not use an AI interview

If you can’t do a voice interview, need an adjustment, or would prefer another way to be considered, email accommodations@heedhire.com or use our contact form, and we’ll work something out with you and the employer. Asking won’t count against you.

What we collect

• Contact details: your name, work email and company, and a phone number if you give one.
• Signing in with Google or Microsoft: they send us your email address, which we use only to find your account. We get nothing else from them.
• The roles you hire for: job descriptions, and what the hiring manager tells our AI in the intake conversation. The intake is a voice conversation handled the same way as a candidate interview: OpenAI turns speech into text, Claude runs the conversation, Cartesia gives it a voice, and only the text is kept.
• Facts about your company that the intake learns (such as industry, benefits and working arrangements), so the next intake doesn’t ask again.
• What you do in Heedhire: notes, decisions and interview outcomes you record, and a log of when each dashboard link was used.
• Payments: you pay by card on our payment processor’s pages (see Service providers). We never receive or store card numbers. We keep a record of each payment: the pack, the amount and the date.

How we use it

To provide Heedhire to you, set up and run your roles, give support, keep the service secure, handle billing, and tell you about your account and changes to our terms. We may use data about how Heedhire is used (timings, errors, which features are used) to improve it; that data never includes candidates’ personal details or transcripts. We don’t sell your information or use it for advertising.

When you start a free role or send us a message, we keep what you enter in the form: your name, email, company, phone if given, the role’s title and location, how you heard about us, and your message. We use it only to reply, to create your account, and to keep a record of the request. If you ticked the box to agree to our terms, we record which version you agreed to and when. If you sign up from one of our ads or links, we record which one with your company’s account.

These details are stored the same way as candidates’ contact details: encrypted, apart from other records, with every read logged. This website doesn’t use analytics or advertising cookies.

We use these companies to run Heedhire.

How long they keep it

• Anthropic: Anthropic deletes it within 30 days, unless it’s flagged for breaking Anthropic’s usage rules (then up to 2 years) or the law requires longer. Anthropic stores this data in the US; the AI itself may run in other countries.
• OpenAI: OpenAI may keep it for up to 30 days to detect abuse, then deletes it unless the law requires otherwise.
• Cartesia: We’ve told Cartesia not to use our content to train its models.
• Supabase: Supabase hosts our database in the United States. It encrypts all data when stored, and keeps its logs for 7 days.
• Cloudflare: Cloudflare uses them to run the check.
• Vercel: Our servers run in the United States; pages are delivered from Vercel’s worldwide network. Vercel keeps request logs for a short time.

• Heedhire’s AI recommends; a person at the employer decides. When the AI doesn’t recommend someone, it marks them as not recommended and gives its reasons, and the hiring team can still choose to meet them.
• AI can be wrong. The hiring team sees the evidence behind each recommendation.
• Heedhire isn’t available yet for jobs located in New York City.
• We don’t use candidates’ or customers’ information to train AI models.

• Candidates’ names, emails and résumés are encrypted when stored, field by field, and kept apart from other records.
• Interview transcripts and the AI’s interview write-ups are encrypted too.
• Every time our systems read a candidate’s name, email or résumé, it’s logged with the reason.
• Results are only shown through private, signed links, and our database is locked so that only our own servers can read it.
• Our data is stored in the United States.

No system is perfectly secure. If we confirm a breach that affects your information, we’ll tell you, or the employer you applied to, as the law requires.

• Candidates: while the job is open and for 4 years after it closes, because employers must keep hiring records (four years in California), and then we delete it. The employer can ask us to delete it sooner. If you ask us to delete your information, we will, except anything the employer must legally keep; we’ll tell you what we kept and why. A person on our team handles each request. Deleted information can stay in our providers’ backups and logs for up to 30 days.
• Customers: while your account is open. When an employer closes its account and asks us to, we delete its content and its candidates’ information within 60 days, except what the law requires us to keep.
• Website requests and messages: up to 2 years after our last contact with you.
• Security and access logs contain no names or contact details, only internal reference numbers, and are kept even after the information they refer to is deleted, so we can show who accessed what.

You can ask us to:

• tell you what information we hold about you, and give you a copy;
• correct information that’s wrong;
• delete your information;
• answer any question about how we handle it.

Use our contact form (choose “A privacy request”) or email privacy@heedhire.com. Please write from the email address you used with Heedhire, so we can confirm it’s you; we may ask for more if we can’t. We reply within 45 days.

A candidate’s information is also the employer’s hiring record, so we’ll let the employer know about your request and tell you when it’s done. Depending on where you live, for example California, you may have further rights under the law, and we’ll honor them. We won’t treat you differently for asking.

Age. Heedhire is for applicants aged 16 or older. If we learn we’ve received information from someone younger, we’ll delete it and tell the employer.

Other countries. Heedhire is run from the United States. If you apply from another country, your information is sent to and stored in the US.

Do Not Track. This website doesn’t track you across other websites or let anyone else do so. It works the same whether or not your browser sends a Do Not Track or Global Privacy Control signal.

Changes. We’ll post any change here with a new date. If a change materially affects information we already hold, we’ll tell our customers by email before it takes effect.

HEEDHIRE LLC, a New Jersey limited liability company. Email privacy@heedhire.com, or use our contact form.

Version 1.0, effective October 26, 2026.