Hiring Agent

Privacy Policy

Last updated: 2/3/2026

1. Introduction

Hiring Agent ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our recruitment platform.

This policy complies with the General Data Protection Regulation (GDPR) and the Swiss Data Protection Act (DSG).

2. Data Controller

The data controller for your personal data is Hiring Agent. For any questions or requests regarding your data, please contact us at:

  • Email: privacy@hiring-agent.ch
  • Address: [Your Company Address]
3. Data We Collect

3.1 User Account Data

  • Name and email address
  • Password (encrypted)
  • Role and workspace associations
  • Account creation and update timestamps

3.2 Candidate Data

  • Name, email, phone number, location
  • CV, cover letters, and other documents
  • Application responses and screening answers
  • Interview notes and feedback
  • Status in recruitment pipeline

3.3 Usage Data

  • IP address and user agent
  • Cookie preferences
  • Audit logs of GDPR-related actions
4. How We Use Your Data

We use your personal data for the following purposes:

  • Service Provision: To provide and maintain our recruitment platform, process job applications, and manage candidate pipelines.
  • Communication: To send application confirmations, interview invitations, and important updates.
  • Analytics: To improve our services and understand platform usage (with your consent).
  • Compliance: To comply with legal obligations and respond to data subject requests.
5. Legal Basis for Processing

We process your personal data based on:

  • Consent: For analytics and marketing cookies (you can withdraw at any time)
  • Contract: To fulfill our service agreement with you
  • Legal Obligation: To comply with employment and data protection laws
  • Legitimate Interest: For platform security and fraud prevention
6. Data Storage and Security

Your data is stored securely using industry-standard encryption and security measures:

  • Data is stored in secure cloud databases (PostgreSQL)
  • Documents are stored in encrypted object storage (Cloudflare R2)
  • All data transmissions are encrypted (HTTPS/TLS)
  • Access is restricted to authorized personnel only

We retain your data for as long as necessary to provide our services or as required by law. Default retention period is 180 days after account deletion or data deletion request.

7. Your Rights (GDPR Article 15-22)

You have the following rights regarding your personal data:

  • Right of Access (Article 15): Request a copy of all your personal data
  • Right to Rectification (Article 16): Correct inaccurate or incomplete data
  • Right to Erasure (Article 17): Request deletion of your personal data
  • Right to Restrict Processing (Article 18):Limit how we use your data
  • Right to Data Portability (Article 20):Receive your data in a structured, machine-readable format
  • Right to Object (Article 21): Object to processing based on legitimate interests
  • Right to Withdraw Consent: Withdraw consent at any time (does not affect lawfulness of processing before withdrawal)

To exercise these rights, please visit your Privacy Settings or contact us at privacy@hiring-agent.ch.

8. Cookies

We use the following types of cookies:

  • Necessary Cookies: Required for the platform to function (authentication, security). These cannot be disabled.
  • Analytics Cookies: Help us understand how users interact with our platform (optional, requires consent).
  • Marketing Cookies: Used for personalized advertising and campaign tracking (optional, requires consent).

You can manage your cookie preferences at any time through the cookie consent banner or your privacy settings.

9. Data Sharing

We do not sell your personal data. We may share your data with:

  • Service Providers: Cloud hosting, email services, and analytics providers (under strict data processing agreements)
  • Legal Requirements: When required by law or to protect our rights
  • Business Transfers: In case of merger, acquisition, or sale of assets (with prior notice)
10. International Data Transfers

Your data may be processed outside the European Economic Area (EEA) or Switzerland. We ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses (SCCs)
  • Adequacy decisions by the European Commission
  • Other approved transfer mechanisms
11. Children's Privacy

Our platform is not intended for individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us: