Legal

Privacy Policy

Effective Date: January 1, 2022 — Last Updated: June 2026

1. Introduction

HirePilot, Inc. ("Company", "we", "us", "our", or "HirePilot") respects your privacy and is committed to protecting it through our compliance with this Privacy Policy. This policy describes the types of information we collect, how we use it, how we protect it, and your rights regarding your information.

By accessing or using HirePilot (the "Service"), you agree to this Privacy Policy. If you do not agree, please do not use the Service. We encourage you to read this policy carefully and contact us if you have any questions.

2. Information We Collect

We collect information about you in several ways:

  • Account Information: When you create a HirePilot account, we collect your name, email address, password (hashed), phone number, location, and employment history.
  • Resume & Career Data: We collect and store resumes, cover letters, interview recordings, job search history, and career preferences you provide to our AI tools.
  • Usage Data: We automatically collect information about how you interact with our Service, including features used, time spent, device information, IP address, and browser type.
  • Payment Information: If you subscribe to a paid plan, we collect billing information (name, address, payment method details) processed securely through third-party payment processors.
  • Communication Data: We collect and store messages you send to our support team, feedback, and AI coaching conversations.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • Service Delivery: To provide, maintain, and improve the Service; process subscriptions; and customize your experience.
  • AI Model Training: To train and optimize our machine learning models and algorithms that power resume recommendations, cover letter generation, and job matching.
  • Analytics & Performance: To analyze usage patterns, identify bugs, optimize features, and measure the effectiveness of our Service.
  • Communication: To send transactional emails (confirmations, receipts), promotional emails (with your opt-in), and respond to support requests.
  • Legal Compliance: To comply with applicable laws, regulations, legal processes, and government requests.
  • Fraud Prevention: To detect, prevent, and address fraud, abuse, and security incidents.

4. Data Anonymization & Aggregation

We may anonymize and aggregate your data for purposes such as market research, machine learning model improvement, and statistical analysis. Anonymized data cannot identify you personally and is not subject to this Privacy Policy.

For example, we may analyze anonymized resume data to identify industry trends in salary expectations, job requirements, or skills demand — all without identifying individual users.

5. Sharing Your Information

We do not sell your personal information. However, we may share your information in the following circumstances:

  • Service Providers: We share information with third-party service providers who perform services on our behalf, including cloud hosting (AWS), payment processing (Stripe), analytics (Segment), and customer support platforms. These providers are contractually obligated to protect your data.
  • Job Boards & Applications: If you choose to apply for jobs through our smart job matching feature, we share relevant information with job boards and employers as necessary to process your application.
  • Legal Obligations: We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights or the safety of others.
  • Business Transfers: If HirePilot is acquired, merged, or undergoes bankruptcy, your information may be transferred as part of that transaction.

6. Data Security

We implement comprehensive security measures to protect your information from unauthorized access, alteration, disclosure, or destruction:

  • All data transmission is encrypted using TLS 1.2 or higher (HTTPS).
  • Sensitive data (passwords, payment information) is hashed and never stored in plaintext.
  • Access to databases is restricted to authorized personnel with strong authentication.
  • We conduct regular security audits and penetration testing.
  • Our infrastructure is hosted on AWS with industry-leading security compliance (SOC 2 Type II certified).

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Your Data Rights & Choices

Depending on your location, you may have the following rights regarding your personal information:

  • Access: You have the right to request a copy of the personal information we hold about you.
  • Correction: You can update or correct inaccurate information directly in your account settings.
  • Deletion: You can request deletion of your account and associated data. We will delete your information within 30 days, except where we are required to retain it by law.
  • Data Portability: You can request your data in a structured, machine-readable format.
  • Opt-Out of Marketing: You can unsubscribe from promotional emails at any time via the link in our emails or your account settings.

To exercise any of these rights, contact us at privacy@hirepilot.com with clear documentation of your request.

8. International Data Transfers

HirePilot is based in the United States. Your information is stored and processed in the US and may be transferred to, stored in, and processed in countries other than your country of residence.

For users in the European Economic Area (EEA) or Switzerland, we rely on Standard Contractual Clauses (SCCs) to ensure adequate safeguards for data transferred outside the EEA. If you are an EEA resident, you have the right to lodge a complaint with your local data protection authority.

9. Third-Party Links & Services

Our Service may contain links to third-party websites and services not controlled by HirePilot. This Privacy Policy does not apply to these external sites. We encourage you to review their privacy policies before providing any personal information.

We are not responsible for the privacy practices of third-party services, and your use of them is at your own risk.

10. Children's Privacy

HirePilot is not intended for individuals under 13 years of age (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children under 13. If we become aware that a child has provided us with personal information, we will promptly delete such information and terminate the child's account.

If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@hirepilot.com.

11. California Privacy Rights (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected, used, and shared.
  • Right to delete personal information (with limited exceptions).
  • Right to opt-out of the "sale" or "sharing" of personal information for targeted advertising.
  • Right to non-discrimination for exercising your CCPA rights.

To submit a verifiable consumer request, contact privacy@hirepilot.com. We will respond within 45 days.

12. European Privacy Rights (GDPR)

If you are located in the European Union or United Kingdom, the General Data Protection Regulation (GDPR) provides you with the following rights:

  • Right of access to your personal data.
  • Right to rectification of inaccurate data.
  • Right to erasure ("right to be forgotten").
  • Right to restrict processing.
  • Right to data portability.
  • Right to object to processing.
  • Rights related to automated decision-making and profiling.

Our legal basis for processing your data is: (1) performance of our contract with you; (2) your explicit consent; (3) compliance with legal obligations; (4) protection of vital interests; and (5) legitimate business interests.

13. Retention of Data

We retain your personal information for as long as necessary to provide the Service and fulfill the purposes outlined in this policy. Retention periods vary based on the type of information and its purpose:

  • Account data is retained while your account is active and for 12 months after deletion.
  • Usage logs are retained for 12 months.
  • Payment records are retained for 7 years (as required by tax law).
  • AI training data may be retained longer for model improvement.

14. Cookies & Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance your experience, remember preferences, analyze usage, and serve targeted content. See our Cookie Policy for detailed information about what cookies we use and how to control them.

You can control cookies through your browser settings or by adjusting your cookie preferences in your account settings.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date above.

Your continued use of HirePilot after any changes constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.

16. Contact & Privacy Questions

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

  • Email: privacy@hirepilot.com
  • Mailing Address: 525 Market St, San Francisco, CA 94105
  • Phone: +1-415-555-0137

We will respond to your inquiry within 30 days. If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.