Privacy Policy for HRMLESS

Effective Date: July 14, 2025

At HRMLESS, your privacy is a priority. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website and AI-powered hiring platform, Nerva.

1. Information We Collect

• Personal Information: When you sign up for a free trial, book a demo, or contact us, we collect your name, company name, work email, and any information you provide in our forms.

• Candidate Data: For recruitment purposes, we process candidate names, contact details, and interview responses as provided by our clients. Also including: Audio and video recordings of interviews, Interview transcripts, and responses to interview questions.

• Usage Data: We collect technical data such as device type, browser, IP address, and usage patterns to improve our services.

• Integrations: If you connect HRMLESS to third-party ATS or calendar systems, we may access relevant data as authorized by you.

2. How We Use Your Information

• To provide and improve our AI recruitment services, including candidate screening, scoring, and scheduling.

• To communicate with you about your account, product updates, and support.

• To analyze aggregate usage for product improvement and security.

• To fulfill legal obligations and enforce our terms.

3. Consent to Use Interview Data

By participating in interviews conducted via the HRMLESS platform, you hereby acknowledge and consent to the recording and transcription of such interviews. You further grant HRMLESS the right to use the resulting audio, video, and text data for the purposes of developing, training, and improving its artificial intelligence models and related services. HRMLESS will, where commercially reasonable, anonymize and aggregate such data to protect your personal information and privacy.

4. Data Sharing and Disclosure

• Service Providers: We may share information with trusted vendors who help operate our platform (e.g., hosting, analytics, email/SMS delivery). These providers are contractually bound to protect your data.

• Integrations: Data is shared with third-party ATS or calendar tools only as needed and authorized by you.

• Legal Requirements: We may disclose information if required by law or to protect our rights, users, or the public.

5. Data Security

We use industry-standard security measures—encryption, access controls, and regular audits—to safeguard your data from unauthorized access or disclosure.

6. Data Retention

We retain your information only as long as necessary for recruitment purposes or as required by law. You can request deletion of your data at any time.

7. Your Rights

• Access, correct, or delete your personal data by contacting us.

• Opt out of marketing communications at any time.

• Request data portability or restriction of processing where applicable.

8. International Users

HRMLESS is operated from Montana, USA but may process data globally. By using our services, you consent to data transfer and processing as described.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with the new effective date.

10. Contact Us

For privacy questions or requests, use our contact form (First Name, Last Name, Company Name, Work Email, and your message).