Privacy Policy

Last updated: September 21, 2026

Introduction

At HireID (“we”, “us” or “our”), trust is what we build, and that starts with how we handle your data. This Privacy Policy explains how we collect, use, share and protect personal information when you use our websites (including hireid.ai), the HireID candidate app (app.hireid.ai), the employer app (employer.hireid.ai), our public verification links (verify.hireid.ai) and related services (together, the “Services”). Capitalized terms not defined here have the meanings given in our Terms of Service.

HireID helps candidates build a verified professional identity that they control, and helps employers verify candidates and protect the integrity of their interviews. This policy applies to candidates, employers and their team members, the referees and other people we contact during verification, and visitors to our websites.

Important note: when an employer uses HireID to interview or evaluate you, we process your information on that employer’s behalf, and the employer’s own privacy notice governs that processing. This covers interview recordings, Integrity Signals, Trust Reports and candidate data imported from an employer’s applicant tracking system. If you have questions about how an employer uses your data, please contact the employer directly. If you contact us instead, we will pass your request to the employer and help them respond.

What Information We Collect

Information You Provide Directly

Account information: name, email address, phone number, password or single sign-on details, and, for employers, company name, job title, team members and billing contacts.
Profile and career information (candidates): resume, profile data you import from LinkedIn, work history, education, certifications, skills, publications, job preferences, and the resumes and cover letters you create with our Career Tools.
Verification information (candidates): documents and other proof you upload (such as employment letters, degree certificates, transcripts and certificates), details of the employers and institutions you ask us to contact, publication DOIs and links, and the name, email address, role and relationship of any referee you nominate.
Identity verification information (candidates): images of your government-issued identity document (such as a passport or national ID card) and the details on it, including your name, date of birth, document number, nationality and photo; a selfie and liveness capture; and, where required, work-authorization documents.
Communication data: messages, support requests, demo requests, contact form submissions (name, email address, country, subject and message), survey responses and testimonials.
Payment information: billing details and transaction history. Payment card details are collected and processed by our payment processors and are not stored by us.

Interview Information (Collected for Employers)

When an employer uses Interview Intelligence, we collect the following on the employer’s behalf:

Recordings and transcripts: video and audio of the interview, transcripts and interview notes.
Integrity Signals: analysis of video, audio and behavior used to detect potential fraud, such as face and voice matching, liveness, lip-sync consistency, multiple faces or voices, eye and head movement, and signs of deepfakes or synthetic voices.
Device and session activity: for interviews hosted on the HireID platform, browser and device information, window and tab switches, copy-and-paste and screenshot attempts, and signs that AI assistance tools are in use.
Trust Reports: Trust Scores, flagged events and the evidence supporting them.

Information Collected Automatically

Technical data: IP address, device and browser type, operating system, approximate location derived from your IP address, log files and error logs.
Usage and analytics information: pages viewed, features used, clicks and navigation paths, session recordings and heatmaps, referral sources and advertising campaign attribution. See Cookies and Tracking Technologies below.

Information from Third Parties

Verification sources: confirmations and responses from the employers, universities, training and certification bodies, publishers and referees you ask us to contact.
Identity and fraud-prevention providers: document authenticity, liveness and face-match results and, where an employer requests it, the results of screening against sanctions lists and watch lists.
Integration partners: LinkedIn (profile import), applicant tracking systems (candidate and job data), video-conferencing platforms (meeting details and participants) and single sign-on providers.
Employers: an employer may give us your name, email address and application details in order to invite you to a verification or an interview.
Public sources: publicly available publication records (such as DOI registries and journal websites), company registries and professional directories, used to confirm that a publication or organization is genuine.

Your Right to Delete Your Data

Right to Data Deletion (Right to Be Forgotten)

You have the right to request deletion of your personal data at any time, in line with Article 17 of the GDPR and other applicable privacy laws.

Submitting a Data Deletion Request

Candidates can delete their account, including their HireID Profile, from their account settings. You can also email us at support@hireid.ai with the subject line “Data Deletion Request”. An employer’s account administrator can request deletion of the employer account in the same way.

Verification of Requests

To protect your privacy and prevent unauthorized deletion, we may verify your identity before processing a deletion request.

Data Covered by Deletion

Once your request is verified, we will permanently delete or anonymize your personal data, including:

account information;
your HireID Profile, Verified Credentials and sharing links;
uploaded verification documents, identity document images and biometric data;
resumes, cover letters and other content created with the Career Tools;
usage and activity data; and
stored preferences.

Processing Time

We will process valid deletion requests within 30 days. If we need more time for technical or legal reasons, we will tell you why and how long it will take, within the limits set by applicable law.

Exceptions to Deletion

We may keep certain data where it is necessary to:

comply with legal or regulatory obligations;
resolve disputes or enforce our agreements;
maintain financial, tax or audit records; or
prevent fraud, abuse or security incidents.

Any data we keep is securely restricted and not used for any other purpose.

Information Held by Employers

Employers you shared information with, and employers who hold interview information about you, keep their own copies under their own policies. Where we process your data on an employer’s behalf, we will pass your deletion request to that employer.

Blockchain Records

Where a Verified Credential is anchored on a blockchain, the blockchain holds only a cryptographic fingerprint (hash) and verification status, not your personal details. That entry cannot be erased, but once we delete your underlying data it can no longer be linked to you.

Backups and Residual Data

Data may remain in encrypted backups for a limited period. These backups are securely isolated and are automatically deleted or overwritten in line with our retention schedule.

Confirmation of Deletion

When the deletion process is complete, we will confirm that your personal data has been deleted or anonymized.

How We Use Your Information

Core services: creating and managing accounts; building and hosting your HireID Profile; performing verifications and issuing Verified Credentials; sharing your information with the people you authorize; running Interview Intelligence and producing Trust Reports for employers; providing the Career Tools; customer support; and billing.
Trust, safety and fraud prevention: detecting and preventing identity fraud, duplicate accounts, document tampering and misuse of the Services; keeping the Services secure; and enforcing our Terms of Service.
Improvement and development: analyzing how the Services are used, testing new features, and improving the accuracy and fairness of our verification and fraud-detection features using de-identified and aggregated data. We never use identity documents, selfies or other biometric data to train AI models.
Communications and marketing: service messages such as verification status updates and security alerts; product updates, newsletters and promotions (with your consent where required, and you can opt out at any time); and measuring the performance of our campaigns.
Legal and compliance: complying with the law, responding to lawful requests, establishing or defending legal claims and keeping required records.

How We Share Your Information

We do not sell your personal information. We share it only as follows:

With employers you authorize (candidates): only the information you choose to share, through sharing links or by approving an access request. Employers see your verification status, not your referees’ contact details or your underlying documents, unless you choose to share them.
With the employers we work for: Interview Data, Trust Reports and verification results for candidates that employer has invited.
With verification sources: only the minimum information needed to confirm a claim. For example, we may share your name, dates of employment and job title with a former employer.
With service providers: providers of cloud hosting and storage, identity document and liveness checks, AI Services (for example, OpenAI models that power the Career Tools), video conferencing and transcription, payment processing, email and messaging, analytics, customer support and scheduling. They may use your information only to provide services to us and are contractually required to protect it.
With Connected Applications: when you or an employer connect an applicant tracking system, video-conferencing platform or other tool, we exchange data with it as directed.
For legal reasons: to comply with the law or legal process, protect the rights, property and safety of HireID, our users or others, and investigate fraud or security incidents.
In business transactions: as part of a merger, acquisition, financing or sale of assets, subject to this policy’s protections.
With your consent: in any other situation where you have told us to share it.

Biometric Data Notice

What We Collect

Facial geometry from your identity document photo and your selfie, and liveness data.
On an employer’s behalf, face and voice characteristics from interview recordings, used for face and voice matching, liveness checks, lip-sync consistency and detecting multiple speakers.

How We Use Biometric Data

To verify that you match your identity document.
To confirm that a real, live person is present and that each person has only one HireID Profile.
For employers, to confirm that the person being interviewed is the same person throughout the interview and matches the verified candidate, and to detect deepfakes, synthetic voices and proxy interviewees.

We do not use biometric data for any other purpose. That includes training AI models, marketing, and inferring sensitive characteristics such as race, ethnicity, religion, health or sexual orientation.

Consent

We get your written consent, which may be electronic, before we collect biometric data during identity verification. For interviews, the employer is responsible for obtaining any consent the law requires, and we may show consent notices on the employer’s behalf.

Protection and Retention

Biometric data is encrypted in transit and at rest, and access is strictly limited.
We keep biometric data only as long as it is needed for the purpose it was collected for. We permanently destroy it at the earlier of: (a) when that purpose has been fulfilled, for example when you close your account or when an employer’s interview review is complete; or (b) one year after your last interaction with us. The only exceptions are where a longer period is required by law or by a valid warrant or subpoena.
You can ask us to delete your biometric data at any time.
We never sell, lease, trade or otherwise profit from biometric data.

AI and Automated Processing

Interview Intelligence and the Verification Services use automated analysis, including AI models, to surface potential risks. HireID does not make hiring decisions, and the Services do not automatically reject candidates. Employers review the findings and make their own decisions. Automated signals can be affected by connection quality, lighting, disability or assistive technology. If you believe a result about you is inaccurate, you can ask the employer for a human review, and you can contact us to dispute a verification result.

The Career Tools send the information you enter to third-party AI Services in order to generate content. Please do not include sensitive information that you do not want processed in this way.

Your Privacy Rights

Access and Control

Request a copy of your personal data.
Update or correct your account and profile details.
Export your data, including your resumes and Verified Credentials.
Delete individual items or your entire account.
Control sharing: disable sharing links, decline employer access requests, and choose which references and publications appear on your profile.

Communication Preferences

Opt out of marketing emails using the unsubscribe link in any marketing message.
Manage notification settings in your account.
Control cookies as described below.

Data Protection Rights

Right to rectification, erasure and restriction of processing.
Right to data portability.
Right to object, including to direct marketing.
Right to withdraw consent at any time, without affecting processing that happened before withdrawal.
Right not to be subject to decisions based solely on automated processing that significantly affect you.
Right to lodge a complaint with your data protection authority.

To exercise any of these rights, email support@hireid.ai with the subject line “Privacy Request”. We may need to verify your identity. You may use an authorized agent where the law allows. We will not discriminate against you for exercising your rights. If we decline your request, you may appeal by replying to our decision with the subject line “Privacy Request Appeal”.

Data Security and Storage

Security Measures

Our security measures include encryption in transit and at rest, role-based access controls with least-privilege access, single sign-on and admin controls for employers, monitoring and logging, security reviews of our vendors, confidentiality obligations and training for our staff, and an incident response process that includes notifying affected people and authorities as required by law. No method of transmission or storage is completely secure, but we work hard to protect your information.

Data Retention

Account and profile data: kept while your account is active, and deleted within a limited period after you close it.
Verification documents: kept while needed to complete the verification and support the resulting Verified Credential, and deleted when you delete the item or your account.
Identity documents and biometric data: as described in the Biometric Data Notice above.
Interview Data: kept according to the employer’s agreement with us and its retention settings (Enterprise employers can set custom retention periods), and then deleted.
Inactive accounts: if an account has been inactive for more than one year, we may delete it after notifying you by email.
Analytics: kept in aggregated or de-identified form.
Legal obligations: billing and transaction records are kept for as long as tax and accounting laws require.

International Transfers

HireID processes information on servers located in the United States. Our service providers may process data in other countries. If you use the Services from outside the United States, your information will be transferred to and processed in countries whose data protection laws may differ from yours. We use appropriate safeguards for these transfers, such as the European Commission’s Standard Contractual Clauses.

Cookies and Tracking Technologies

Essential cookies: used for sign-in, session management, security and fraud prevention, and to remember your cookie choices for 12 months. We use Google reCAPTCHA on some forms to protect against spam and abuse.
Analytics cookies: Google Analytics and Microsoft Clarity help us measure traffic, understand how visitors use our websites (including through session recordings and heatmaps) and find errors.
Marketing cookies: Google Ads helps us measure the performance of our advertising, attribute sign-ups to campaigns and show more relevant ads.

You can accept, reject or manage non-essential cookies using the cookie banner on our websites. You can also control cookies through your browser settings or through tools provided by the relevant third parties.

Children’s Privacy

The Services are not directed to children under 16, and we do not knowingly collect personal information from them. If we learn that we have collected such information, we will delete it promptly. If you believe a child has given us personal information, please contact us.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page with a new “Last updated” date. For material changes, we will also email registered users and give reasonable notice before the changes take effect.

Regional Privacy Rights

European Economic Area, United Kingdom and Switzerland

HireID is the controller of the personal data in candidate profiles, website data and employer account data. We are the processor of interview information we handle on an employer’s behalf. We rely on the following legal bases:

performance of our contract with you, to provide the Services;
your consent, for identity verification involving biometric data (explicit consent), marketing emails where required, and non-essential cookies;
our legitimate interests, for fraud prevention, security, improving the Services and business-to-business communications, where those interests are not overridden by your rights; and
compliance with our legal obligations.

To exercise your GDPR rights, email support@hireid.ai with the subject line “GDPR Request”.

California

In the past 12 months we have collected the following categories of personal information, as described in this policy: identifiers; professional and employment information; education information; biometric information; audio and visual information; internet and device activity; approximate geolocation; and inferences such as Trust Scores. Sensitive personal information, such as government ID numbers and biometric data, is used only to provide the Services you request, to verify identity and for security and fraud prevention. It is not used to infer characteristics about you.

California residents have the right to know, access, correct and delete their personal information, to opt out of its sale or sharing, and not to be discriminated against for exercising these rights. We do not sell personal information for money. Our use of advertising cookies such as Google Ads may count as “sharing” for cross-context behavioral advertising under California law. You can opt out by rejecting marketing cookies in our cookie banner.

Illinois, Texas, Washington and Other Biometric Privacy Laws

Our Biometric Data Notice above is our written policy for the collection, retention and destruction of biometric data.

Other U.S. States

Residents of states with comprehensive privacy laws, such as Virginia, Colorado and Connecticut, have similar rights to access, correct, delete and port their data and to opt out of targeted advertising, as well as the right to appeal our decisions as described above.

Contact Us

Privacy questions and data requests: support@hireid.ai
General support: support@hireid.ai

For urgent matters, please mark your message “Urgent Privacy Matter”.

This Privacy Policy takes effect on the “Last updated” date shown above and replaces all previous versions.