Privacy Policy for HRMLESS

Effective Date: July 18, 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. Cookie Policy

_{This Cookie Policy explains what cookies are and how we use them, the types of cookies we use i.e, the information we collect using cookies and how that information is used, and how to manage the cookie settings.}‍ _{Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyze what works and where it needs improvement.}‍_{How do we use cookies? As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.}‍ _{The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.}‍

_{Manage cookie preferences Cookie Settings You can change your cookie preferences any time by clicking the above button. This will let you revisit the cookie consent banner and change your preferences or withdraw your consent right away.} ‍_{In addition to this, different browsers provide different methods to block and delete cookies used by websites.}

_{You can change the settings of your browser to block/delete the cookies. Listed below are the links to the support documents on how to manage and delete cookies from the major web browsers.}‍

_{Chrome: https://support.google.com/accounts/answer/32050
‍}‍_{Safari: https://support.apple.com/en-in/guide/safari/sfri11471/mac
‍}‍_{Firefox: https://support.mozilla.org/en-US/kb/clear-cookies-and-site-data-firefox?redirectslug=delete-cookies-remove-info-websites-stored&redirectlocale=en-US}‍
‍_{Internet Explorer: https://support.microsoft.com/en-us/topic/how-to-delete-cookie-files-in-internet-explorer-bca9446f-d873-78de-77ba-d42645fa52fc}‍
‍_{If you are using any other web browser, please visit your browser’s official support documents.}‍ _{Then you visit or log in to our website, cookies  and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.}

10. Contact Us

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