Thank you for choosing Hireloop.ai (“Hireloop,” “we,” “us,” or “our”). We are committed to protecting the personal data of our users, customers, and visitors. This Privacy Policy explains how we handle and process your personal data when you interact with our website, our platform, and our services.

Hireloop offers a lead and sales engagement solution for the recruiting sector. Our platform enables recruiting agencies to discover current job openings, identify corresponding contacts with phone numbers and email addresses, AI-generate branded resumes or profiles, and upload candidates’ resumes to match with newly posted jobs.

If you have questions about this Privacy Policy, please email us at privacy@hireloop.ai.

General Information about Data Processing

1.1 Hireloop as Data Controller

For individuals located in the European Union (EU) or European Economic Area (EEA), the entity responsible (the “data controller”) for processing your personal information is:

Hireloop Inc.

8 E William St, Delaware, OH 43015, USA

Email: contact@hireloop.ai

1.2 Scope of Data Processing

We collect and process personal data in various ways depending on your relationship to Hireloop. Personal data refers to any information relating to an identified or identifiable natural person. We adhere to the applicable data protection regulations, especially the EU General Data Protection Regulation (GDPR).

If you merely visit our website without creating a Hireloop account, we process only the data necessary for providing and improving our website.

When you create a Hireloop account or use our lead and sales engagement services, we process the data needed to fulfill our contractual obligations.

Where you submit job applications through any careers section we might operate, we process only the data necessary for recruitment.

1.3 Your Rights

Under statutory requirements, you have the right to:

• Access: Request information about the personal data we hold about you.

• Rectification: Request that we correct incomplete or inaccurate personal data.

• Erasure: Request the deletion of your personal data, provided no other legal basis for retention applies.

• Restriction of Processing: Request that we limit how your data is processed in certain circumstances.

• Data Portability: Receive your personal data in a structured, commonly used, and machine-readable format.

• Withdraw Consent: Withdraw any consent you have given us, effective for the future.

• Object: Object to the further processing of your personal data if it is based on our legitimate interest (Art. 6 (1) f GDPR), particularly for direct marketing.

To exercise any of your rights or if you have concerns about our data processing practices, please contact us at privacy@hireloop.ai. You also have the right to lodge a complaint with a supervisory authority in your country of residence or workplace.

1.4 Storing and Deleting Data

We store your personal data only as long as necessary to fulfill the purpose for which it was collected. If we no longer require your personal data for contractual or legal obligations, we will delete or anonymize it. In certain circumstances, we may be required by law to retain payment, billing, or tax-related data for up to ten (10) years.

1.5 Profiling and Automated Decision-Making

We do not use fully automated decision-making processes (including profiling) without human involvement that would have a legal or similarly significant effect on you. However, portions of our service utilize AI-based functionalities—such as AI-generated branded resumes—that rely on machine learning algorithms. These functionalities assist users in creating or matching job candidates to vacancies but do not make binding decisions on your behalf without human review.

1.6 Data Security

We employ industry-standard security measures (including Secure Socket Layer (SSL) encryption) to protect your data. All data transfers occur over secure channels to guard against unauthorized access or alteration. Our technical and organizational safeguards are regularly reviewed and updated.

1.7 Data Processing by Third Parties / Processing Outside the EU

We may engage third-party service providers both within and outside the EU/EEA to help us fulfill our services or handle data on our behalf. Where a data transfer to countries outside the EU/EEA occurs, we ensure that Standard Contractual Clauses (SCCs) approved by the European Commission or equivalent legal mechanisms are in place to safeguard data protection standards.

Data Processing on Our Website

2.1 Server Logs

Nature and Purpose of Data Processing

When you visit Hireloop.ai or related pages (“Website”), our servers automatically store certain technical information (so-called “server log files”), which can include:

• Date and time of the visit

• Amount of data transferred

• Browser type and version

• Operating system name and version

• Referrer URL (the page visited before)

• IP address and requesting provider

• Mobile device details (country code, language, OS version) if applicable

We use these logs for system security, stability, and internal analytics to improve our Website.

Legal Basis

Where personal data (e.g., IP addresses) are involved, the processing is based on our legitimate interest in ensuring the security of our Website in accordance with Art. 6 (1) f GDPR.

Recipients

The data may be processed by a hosting provider located in the United States, acting on our behalf under a data processing agreement consistent with GDPR requirements.

Third-Country Transfer

We rely on Standard Contractual Clauses (SCCs) for any transfer of data outside the EU/EEA, ensuring an adequate level of data protection.

Storage Duration

Server logs containing personal data are typically retained for 30 days and then deleted or anonymized unless a security incident requires a longer retention period.

2.2 Newsletter

Nature and Purpose of Data Processing

If you sign up for our newsletter, we process your email address, first name, and last name (if provided). We may also gather your IP address, device information, and your interactions with the newsletter (e.g., open rates, clicks) to improve how we communicate.

Legal Basis

We rely on your consent under Art. 6 (1) a GDPR for newsletter distribution and related analytics.

Recipients

We may use an email marketing service provider located in the United States. This provider acts as our data processor under contractual obligations to follow our instructions.

Third-Country Transfer

Transfers to the US are based on SCCs or similar safeguards to ensure your personal data remains protected.

Storage Duration and Withdrawal of Consent

We store your data for as long as you remain subscribed. If you no longer wish to receive our newsletters, you can unsubscribe at any time using the “unsubscribe” link in each newsletter or by emailing us at privacy@hireloop.ai.

2.3 Careers Section on Our Website

Nature and Purpose of Data Processing

Should we advertise open roles within Hireloop, you may submit an application (including name, contact details, CV, and other relevant information). We only process this data for recruitment purposes, verifying qualifications, and contacting you.

Legal Basis

We rely on Art. 6 (1) b GDPR (necessary for taking steps prior to entering into a contract) to process your data for recruitment.

Recipients

We may use an external applicant tracking system or recruiter located in the United States or the EU/EEA under strict data protection agreements.

Third-Country Transfer

If data is transferred outside the EU/EEA, we use appropriate safeguards such as SCCs.

Storage Duration

If your application is unsuccessful, we will delete or anonymize your data within the time required by local law, unless you consent to a longer retention period for future openings.

2.4 Website Analytics

Nature and Purpose of Data Processing

We may use cookies or similar tracking technologies to analyze paths and user behavior on our Website. We generally receive aggregated reports about user interactions. Where these analytics tools process personal data (e.g., IP addresses or user IDs), we ensure compliance with GDPR.

Legal Basis

In most cases, we rely on your consent (Art. 6 (1) a GDPR) for analytics cookies.

Recipients

Analytics providers act as processors on our behalf under data processing agreements.

Withdrawal of Consent

You can revoke your consent for analytics at any time by emailing us at privacy@hireloop.ai or adjusting your cookie settings.

Data Processing in Connection with Our Platform

3.1 Service Provision

Nature and Purpose of Data Processing

Through our lead and sales engagement platform, we allow recruiters to identify open job postings, find relevant contact persons, gather phone and email details, AI-generate branded resumes, and upload candidate resumes for matching with newly posted opportunities. Personal data involved can include:

• Candidate and recruiter details (names, emails, phone numbers)

• Imported résumés/data (e.g., education, work history)

• Job-related data (company names, job postings, relevant contact info)

• AI-generated content (e.g., branded profiles, resumes)

• 
  

We only process this data to perform our contractual obligations and improve our services.

Legal Basis

Data processing for creating or accessing your account—and for providing the core features of our platform—relies on Art. 6 (1) b GDPR (performance of a contract). Where we process personal data belonging to third-party candidates, we rely on our legitimate interest (Art. 6 (1) f GDPR) to deliver recruitment services, provided such processing is consistent with GDPR principles.

Recipients

Technical service providers in the United States and the EU/EEA may process your data under our instructions as data processors.

Third-Country Transfer

When transferring data outside the EU/EEA, we use Standard Contractual Clauses or equivalent measures to protect personal data

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Storage Duration

We store platform data as long as needed to provide our services or until you delete it, subject to any statutory retention requirements.

3.2 Registration and Sign-In

Nature and Purpose of Data Processing

When you create an account or log in, we process basic profile details (name, email address) and metadata (IP address, device details). This data is necessary to maintain user accounts, ensure security, and deliver the service.

Legal Basis

Processing is essential for contract performance (Art. 6 (1) b GDPR).

Recipients

We rely on hosting or authentication providers who act under a data processing agreement in compliance with GDPR.

Third-Country Transfer

Any transfer outside the EU/EEA is governed by SCCs or equivalent safeguards.

Storage Duration

Your account data is retained as long as your account is active. You may close your account at any time by contacting us at privacy@hireloop.ai.

3.3 Payment Processing

Nature and Purpose of Data Processing

If you opt for a paid subscription or service tier, we process data such as your name, company address, VAT details (if applicable), and payment information.

Legal Basis

The legal basis for processing payment information is Art. 6 (1) b GDPR (necessary for contract fulfillment).

Recipients

Payment processors in the United States or EU/EEA often handle payments on our behalf, bound by data processing agreements.

Third-Country Transfer

We use SCCs or other legal mechanisms when transferring your payment data outside the EU/EEA.

Storage Duration

Payment records may be retained for up to ten (10) years in accordance with tax and financial regulations.

3.4 Product Improvement

Nature and Purpose of Data Processing

To refine our platform’s features (e.g., improving AI-based resume generation, optimizing candidate-job matching), we may analyze usage data (device info, user IDs, log files).

Legal Basis

Where required by law, we rely on your consent (Art. 6 (1) a GDPR). Otherwise, we rely on our legitimate interest (Art. 6 (1) f GDPR) to continuously improve our SaaS product.

Recipients

We partner with analytics or machine learning service providers under strict data processing agreements.

Withdrawal of Consent

You may withdraw consent at any time by contacting privacy@hireloop.ai.

3.5 Error Tracking

Nature and Purpose of Data Processing

We collect data on platform errors or bugs to ensure stability and usability. Error logs can include your profile and usage data (such as IP address, device details).

Legal Basis

We rely on our legitimate interest (Art. 6 (1) f GDPR) in maintaining a secure, high-quality service.

Recipients

An error-tracking service (typically in the United States) processes this data under a data processing agreement.

3.6 Basic Customer Support

Nature and Purpose of Data Processing

For general issues, we use your profile data (email, name, device data) and usage logs to resolve inquiries without reviewing your uploaded files.

Legal Basis

We provide support as part of our contract with you (Art. 6 (1) b GDPR).

Recipients

Support software providers in and outside the EU/EEA process the data strictly on our instructions.

3.7 Customer Support with File Access

Nature and Purpose of Data Processing

For specific troubleshooting, you may grant us access to uploaded resumes, candidate data, or other materials stored in your Hireloop account. We also collect basic profile data (name, email address, location) as needed to address your request.

Legal Basis

Data processing is based on performing the contract (Art. 6 (1) b GDPR).

Recipients

Select customer support platforms or technical teams under a data processing agreement may handle these requests.

Third-Country Transfer

Transfers to countries outside the EU/EEA rely on SCCs or similar frameworks.

3.8 Sales Outreach Efforts

Nature and Purpose of Data Processing

We gather contact information, including business emails, job titles, and companies, from third-party sources to identify prospective leads who might benefit from our platform.

Legal Basis

We rely on our legitimate interest (Art. 6 (1) f GDPR) to reach out to potential customers with relevant service offers.

Recipients

We may use CRM tools located in the United States or EU/EEA, bound by data processing agreements.

Third-Country Transfer

Where data is transferred internationally, we implement SCCs to ensure data protection.

Third-Party Integrations

We may offer integrations with third-party software (e.g., analytics platforms, data enrichment tools, applicant tracking systems). When you connect these integrations, both Hireloop and the respective third party may process certain data. Please review each third party’s privacy policy to understand how they handle your data.

Some examples of third-party integrations we might use include:

Zapier: Allows automated workflows with other web-based apps.

Data Enrichment Providers: Provide or verify contact or company information.

These integrations may require API credentials, stored securely in our systems. To stop data transmission, deauthorize or disconnect the integration from your account settings.

Cookies

Nature and Purpose of Data Processing

Our Website uses cookies—small text files stored in your browser—to enhance user experience and enable certain functionalities (e.g., session cookies, analytics cookies, marketing cookies). The session cookies are deleted once you end your session, whereas persistent cookies remain on your device until deleted.

Legal Basis

If you consent (Art. 6 (1) a GDPR), we place non-essential or performance cookies on your device. Essential cookies are used based on our legitimate interest (Art. 6 (1) f GDPR) to properly display the Website.

Withdrawal of Consent

You can revoke your cookie preferences at any time by adjusting your browser settings or emailing us at privacy@hireloop.ai.

Social Media and External Platforms

If we maintain social media profiles (e.g., LinkedIn, Facebook, Instagram) or embed external platforms, your data may be processed by those providers for analytics, ad targeting, and more. Each external platform has its own privacy practices. We recommend reviewing the privacy policies of any social media platforms with which you interact.

Questions and Contact

We are here to help if you have questions or concerns about this Privacy Policy or how Hireloop handles your personal data. You can reach us at:

privacy@hireloop.ai

You also have the right to lodge a complaint with your local data protection authority. A list of data protection authorities in the EU is available here.

Changes to this Privacy Policy

We reserve the right to update this Privacy Policy from time to time to reflect technical advances, regulatory changes, or modifications to our services. When we make changes, we will post the updated policy on our Website. If changes significantly affect your rights or obligations, we will make reasonable efforts to notify you (e.g., via email or prominent notice on the Website).

Thank you for using Hireloop. We appreciate your trust and are committed to safeguarding your personal information under the strict guidelines of the GDPR and other relevant data protection regulations. If you have any concerns, please do not hesitate to reach out.