Privacy Policy

1. Who This Policy Applies To

• Customers — employers, recruiters, and hiring teams who use Hiringforms to create forms and manage applicants.
• Applicants — candidates who submit information via a Hiringforms-powered application form.
• Visitors — anyone who visits our website.

Controller vs. Processor

For Applicant data submitted through a Customer's form, the Customer is the data controller and Hiringforms acts as a data processor. Customers determine what information to collect and how to use it. Applicants should contact the hiring company directly for access, correction, or deletion requests.

2. Information We Collect

From Customers

• Account information: name, email, login credentials
• Company/workspace information and settings
• Billing metadata (payments processed by our payment provider)
• Support communications

From Applicants (via Customer forms)

• Contact details: name, email, phone, location
• Resume/CV, attachments, portfolio links
• Education, employment history, skills
• Responses to screening questions configured by the Customer

Identity Verification (if enabled)

If a Customer enables identity verification, Applicants may be asked to provide government-issued ID details, images, and/or selfie/liveness checks. This verification is performed by our authorized identity verification partner. We may receive and store verification results, status, and related identity data. Our partner's handling of data is governed by their own privacy policy.

Google Integrations

If a Customer connects Google integrations to import forms, we access and store the data the Customer authorizes (form metadata, responses, uploaded files). This is a one-time import initiated by the Customer. Our use of Google API data complies with the Google API Services User Data Policy, including Limited Use requirements.

Automatically Collected

• IP address, browser/device type, operating system
• Usage activity and log data
• Cookies (essential and analytics)

3. How We Use Information

• Provide and operate the platform
• Process applications and power AI features (see Section 4)
• Run identity verification workflows where enabled
• Secure the platform and prevent fraud
• Provide customer support and service communications
• Inform Customers about other products and services offered by Nextfront Technologies Pvt Ltd that may be relevant to them
• Comply with legal obligations

We do not sell personal data. We do not use Applicant data to advertise to Applicants.

4. AI-Based Processing

Hiringforms uses automated systems (including AI/ML) to help Customers process applications:

• Extracting structured data from resumes and form responses
• Generating summaries of applicant profiles
• Matching applicants to job requirements
• Producing scores, rankings, or recommendations

Important:

• AI outputs are decision-support tools. They may be inaccurate or incomplete.
• Customers are responsible for final hiring decisions and compliance with applicable laws.
• Where required by law, Applicants may have rights related to automated processing (including requesting human review). Such requests should be directed to the Customer.

5. How We Share Information

• With Customers: Applicant data is shared with the Customer who owns the form and their authorized team members.
• Service Providers: We work with trusted third-party vendors to operate our platform. These include cloud infrastructure providers (e.g., Microsoft Azure), payment processors, identity verification services, and other tools that help us deliver and improve our services. These providers process data only on our behalf to protect your information.
• Legal & Safety: We may disclose data if required by law or to protect rights, safety, and security.
• Business Transfers: In the event of a merger, acquisition, or asset sale, data may be transferred subject to appropriate protections.

We do not share personal data with third parties for their own marketing purposes.

6. Data Retention

• Customer accounts: Data retained while account is active, plus 90 days after account deletion to allow for recovery.
• Applicant data: Retained as long as the Customer maintains their account, unless the Customer deletes it earlier.
• Identity verification data: Retained for up to 12 months from verification, unless a longer period is required by law or the Customer requests earlier deletion.
• Backups: Deleted data may persist in backups for a limited period until overwritten.

7. Security

The security of your personal data is important to us. We implement and maintain reasonable administrative, technical, and organizational safeguards designed to protect your information. These measures include encryption of data in transit, access controls, regular security assessments, and monitoring for suspicious activity. We also ensure our service providers meet appropriate security standards. We are committed to protecting your data, though no security measures can provide absolute protection.

8. International Data Transfers

We may store and process data in countries other than where you are located (including where our infrastructure and service providers operate). Where required by applicable law, we use appropriate safeguards for cross-border transfers.

9. Cookies

We use cookies for authentication, security, and analytics. You can control cookies through your browser settings. Some cookies are necessary for the platform to function.

10. Your Rights

For Applicants

The Customer (the company you applied to) controls your application data. To access, correct, delete, or export your data, contact the hiring company directly.

For Customers

Depending on your location, you may have rights to access, correct, delete, or export your account data, and to object to or restrict certain processing. To exercise these rights or delete your account, contact support@hiringforms.io.

11. Children's Privacy

Hiringforms is not intended for individuals under 18. We do not knowingly collect personal data from minors. If we become aware that we have collected data from someone under 18, we will take steps to delete it in accordance with applicable law.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If changes are material, we will notify Customers via email or through the platform. The "Last Updated" date reflects the current version.

13. Contact Us

Nextfront Technologies Pvt Ltd
WeWork Prestige Atlanta, Koramangala
Bengaluru, Karnataka, India
Email: support@hiringforms.io