Your Privacy Matters
At HiroFox, we are committed to protecting your privacy and ensuring the security of your personal and candidate data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our Applicant Tracking System (ATS) platform.
1. Information We Collect
1.1 Account Information
- Company name, industry, and size
- Administrator contact details (name, email, phone)
- User account information for HR team members
- Billing and payment information
1.2 Candidate Information
- Personal details (name, email, phone, address)
- Resume/CV documents and extracted data
- Work history, education, and skills
- Application status and interview feedback
- Communication history within the platform
1.3 Usage Data
- Log data (IP address, browser type, access times)
- Platform usage patterns and feature interactions
- Performance and diagnostic data
2. How We Use Your Information
We use your information to:
- Provide and maintain our ATS platform services
- Process and analyze candidate applications using AI
- Facilitate communication between recruiters and candidates
- Generate analytics and insights for hiring decisions
- Send notifications about application status and interviews
- Improve our AI algorithms and platform features
- Ensure platform security and prevent fraud
- Comply with legal obligations and enforce our terms
3. Data Storage and Security
We implement industry-leading security measures to protect your data:
Encryption
AES-256 encryption for data at rest and TLS 1.3 for data in transit
Access Controls
Role-based access with multi-factor authentication
Data Isolation
Complete data separation between organizations
Regular Audits
Third-party security audits and penetration testing
Backup & Recovery
Daily encrypted backups with disaster recovery
Compliance
SOC 2 Type II and GDPR compliant infrastructure
Data Location: All data is stored in secure AWS data centers located in Mumbai, India (ap-south-1 region).
4. Data Sharing and Disclosure
We do NOT sell your data. We may share information only in these circumstances:
- With Your Consent: When you explicitly authorize sharing with vendors or referral programs
- Service Providers: Trusted third-party services (AWS, email providers) under strict data processing agreements
- Legal Requirements: When required by law, court order, or government regulation
- Business Transfers: In case of merger, acquisition, or asset sale (with prior notice)
Your Data, Your Control:
You maintain full ownership of all candidate data. You can export or delete your data at any time.
5. Your Rights
Under applicable data protection laws, you have the following rights:
To exercise any of these rights, contact us at privacy@hirofox.com
6. Data Retention
We retain your data only as long as necessary for the purposes outlined in this policy:
- Active Accounts: Data retained while your subscription is active
- Candidate Data: Retained as per your company's retention settings (configurable in platform)
- After Account Closure: Data deleted within 30 days unless legal retention required
- Backup Data: Automatically purged from backups within 90 days
7. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience. See our Cookie Policy for detailed information.
8. Children's Privacy
HiroFox is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.
9. International Data Transfers
Your data is primarily stored in India. If you access HiroFox from outside India, your data may be transferred to and processed in India. We ensure appropriate safeguards are in place for such transfers.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by email and through the platform. Your continued use of HiroFox after such changes constitutes acceptance of the updated policy.
Contact Our Privacy Team
If you have any questions, concerns, or requests regarding your privacy or this policy: