Privacy Policy

1. Introduction

Interviewfy ("Company," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered interview platform, website, and related services (collectively, the "Service").

By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with this policy, please do not use our Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, password, company name, job title, phone number, and billing information when you create an account.
• Candidate Data: Resumes, CVs, cover letters, work history, education, skills, and other professional information uploaded for interview processing.
• Job Information: Job descriptions, role requirements, qualifications, and hiring criteria you provide.
• Interview Content: Questions, responses, recordings (if enabled), transcripts, notes, and evaluations generated during interviews.
• Communications: Messages, feedback, and support requests you send to us.

2.2 Information from Third-Party Integrations

When you connect third-party services to Interviewfy, we may collect information from those services based on the permissions you grant:

• Calendar Services: When you connect calendar services, we access calendar availability, event details, and scheduling information solely to facilitate interview scheduling. We do not access or store unrelated calendar events.
• Applicant Tracking Systems (ATS): When you connect ATS platforms, we may access candidate profiles, job postings, application status, and hiring pipeline data to synchronize interview workflows.
• Authentication Providers: When you use single sign-on (SSO), we receive basic profile information (name, email) from the authentication provider.

2.3 Information Collected Automatically

• Usage Data: Pages viewed, features used, actions taken, time spent, and interaction patterns within the Service.
• Device Information: Browser type, operating system, device type, screen resolution, and unique device identifiers.
• Log Data: IP address, access times, referring URLs, and error logs.
• Cookies and Similar Technologies: We use cookies and similar tracking technologies to maintain sessions, remember preferences, and analyze usage. See Section 9 for details.

3. How We Use Your Information

We use collected information for the following purposes:

• Service Delivery: To provide, operate, and maintain the interview platform and its features.
• AI Processing: To analyze resumes and job descriptions, generate interview questions, evaluate responses, and provide scoring and recommendations using automated systems.
• Scheduling: To coordinate interview times using connected calendar services.
• Integration: To synchronize data with connected ATS platforms and other authorized third-party services.
• Communication: To send service notifications, updates, security alerts, and respond to inquiries.
• Improvement: To analyze usage patterns, troubleshoot issues, and improve our Service.
• Security: To detect, prevent, and address fraud, abuse, and security issues.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

4. Automated Processing and AI

Our Service uses artificial intelligence and machine learning technologies to provide core functionality:

• Resume Analysis: Automated parsing and extraction of skills, experience, qualifications, and other relevant information from uploaded documents.
• Question Generation: AI-powered creation of interview questions tailored to specific roles and candidate backgrounds.
• Response Evaluation: Automated analysis and scoring of candidate responses based on configurable criteria.
• Recommendations: AI-generated insights and hiring recommendations based on interview performance.

5. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share information in the following circumstances:

• With Your Organization: Information is shared within your organization's account as configured by your administrator.
• Service Providers: We engage trusted third-party vendors to perform services on our behalf (hosting, analytics, customer support). These providers are contractually obligated to protect your data and use it only for specified purposes.
• Integrated Services: When you authorize connections to third-party services (calendars, ATS platforms), data is shared as necessary to enable the integration functionality you requested.
• Legal Requirements: We may disclose information when required by law, subpoena, court order, or government request.
• Safety and Rights: We may disclose information to protect the safety, rights, or property of Interviewfy, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, user information may be transferred to the successor entity.
• With Consent: We may share information with your explicit consent for purposes not covered by this policy.

6. Data Security

We implement comprehensive security measures to protect your information:

• Encryption of data in transit using TLS/SSL protocols.
• Encryption of data at rest using industry-standard encryption.
• Access controls with role-based permissions and multi-factor authentication.
• Regular security assessments, vulnerability testing, and monitoring.
• Secure cloud infrastructure with redundancy and disaster recovery capabilities.
• Employee security training and access limitations.

While we strive to protect your data using commercially reasonable measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain information as follows:

• Account Data: Retained for the duration of your account plus 30 days after deletion request to allow for recovery.
• Candidate and Interview Data: Retained according to your organization's configured retention settings, or for a default period of 2 years from the interview date, unless longer retention is required by law.
• Usage and Log Data: Retained for up to 12 months for security and analytical purposes.
• Backup Data: May persist in encrypted backups for up to 90 days after deletion from active systems.

You may request earlier deletion of your data subject to legal retention requirements and technical feasibility.

8. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights:

• Access: Request a copy of personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request your data in a structured, machine-readable format.
• Restriction: Request restriction of processing in certain circumstances.
• Objection: Object to processing based on legitimate interests.
• Withdraw Consent: Withdraw consent where processing is based on consent.
• Automated Decision-Making: Request human review of decisions made solely by automated processing that significantly affect you.

To exercise these rights, contact us at hello@interviewfy.ai. We will respond within 30 days or as required by applicable law.

8.1 Managing Integrations

You can disconnect third-party integrations at any time through your account settings. Disconnecting an integration will stop future data sharing, but will not automatically delete data previously shared.

8.2 Communication Preferences

You can manage email preferences through your account settings or by clicking "unsubscribe" in marketing emails. Note that you cannot opt out of essential service communications.

9. Cookies and Tracking Technologies

We use cookies and similar technologies for the following purposes:

• Essential Cookies: Required for basic site functionality, authentication, and security.
• Functional Cookies: Remember your preferences and settings.
• Analytics Cookies: Help us understand how users interact with our Service to improve functionality.

You can control cookies through your browser settings. Disabling certain cookies may affect Service functionality.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States. These countries may have different data protection laws.

When we transfer data internationally, we implement appropriate safeguards such as standard contractual clauses, and ensure that recipients provide adequate protection for your data.

11. Children's Privacy

The Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected information from a child under 16, we will delete it promptly. If you believe we have collected information from a child, please contact us immediately.

12. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold.
• Right to delete personal information held by businesses.
• Right to opt-out of the sale of personal information. Note: We do not sell personal information.
• Right to non-discrimination for exercising privacy rights.

To exercise these rights, contact us at hello@interviewfy.ai.

13. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR):

• We process data based on contractual necessity, legitimate interests, legal obligations, or your consent.
• You have rights to access, rectify, erase, restrict processing, data portability, and object to processing.
• You may lodge a complaint with your local data protection authority.

Our legal bases for processing include: performance of our contract with you, compliance with legal obligations, our legitimate business interests, and your consent where applicable.

14. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Effective Date."
• Sending an email notification to registered users for significant changes.

Your continued use of the Service after changes constitutes acceptance of the updated policy. We encourage you to review this policy periodically.