Privacy Policy

How Hiring NXT collects, uses, and protects your personal data.

Last updated: September 2026

Hiring NXT ("we", "us", or "our") operates an applicant tracking and hiring platform that connects employers with job seekers. This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and your rights regarding that data.

By creating an account or using our services, you agree to the collection and use of information as described in this policy.

1Information We Collect

1.1 Job Seeker Accounts

When you register and use the platform as a job seeker, we collect:

Identity data: First name, last name, display name, screen name, date of birth, gender.
Contact data: Email address, phone number.
Professional profile: Job title, skills and skill ratings, industry, functional area, years of experience, current and expected compensation (CTC), notice period, short summary/bio.
Resume and education: Work experience (title, institution, description, dates, skills), education history, certifications (name, expiry year), projects (title, URL, company, dates, responsibilities).
Resume files: Uploaded resume documents (PDF, DOC, DOCX) and cover letters.
Portfolio links: URLs to external profiles such as GitHub, LinkedIn, personal websites.
Location data: Current location, preferred work locations, latitude/longitude coordinates, timezone.
Profile picture: Uploaded photograph.
Job activity: Bookmarked jobs, job applications, application status history.

1.2 Employer Accounts

When you register and use the platform as an employer, we collect:

Personal data: Name, email address, phone number of the account creator and team members.
Company data: Company name, industry category, company size, website URL, company logo, description/about text, allowed email domains, subdomain.
Office data: Office name, full address (street, city, state, country, postal code), office phone number, latitude/longitude, timezone, currency code.
Team and roles: User assignments to offices with roles (Admin, HR, Hiring Manager, Recruiter, Management).
Hiring workflows: Custom workflow definitions, states, and transition rules.
Job postings: Job title, description, skills required, experience range, salary range and currency, employment type, workplace type, department, education requirements, positions, target hire dates, requisition IDs.
Candidate profiles: When employers add candidates manually or via bulk resume upload, we store: candidate name, email, phone, experience, compensation details, resume text (extracted via AI), source channel, referral information.
Application management: Application ratings, feedback notes, interview scheduling, offer letters, rejection reasons.

1.3 Voice and Practice Interview Data

If you use the AI mock interview with voice, we collect:

Audio recordings: The recording of each spoken answer. Recordings are stored privately, are visible only to you, and are automatically deleted after 30 days.
Transcripts: The text transcription of each answer, produced by our speech recognition provider.
Delivery metrics: Answer duration, speaking pace, and filler-word counts derived from the recording.
Practice history: The questions asked, your answers, and the AI feedback and scores generated for them.

Mock interviews are private practice. Your recordings, transcripts and practice scores are never shared with employers and play no part in any real application.

1.4 Data Collected Automatically

Authentication tokens: JWT session tokens, password reset tokens (stored securely, excluded from API responses).
Usage data: Job posting view counts, application timestamps, notification delivery timestamps.
Browser data: Cookies for session management and authentication. We do not use third-party advertising or analytics cookies.

1.5 Data from Third-Party Login Providers

If you sign in using a social account, we receive data from the provider:

Google: Email address, full name, profile picture URL, Google unique identifier.
LinkedIn: Email address, first name, last name, profile picture URL, LinkedIn unique identifier.

We store the OAuth provider name, unique identifier, and access token to maintain your linked login. We do not access your social media contacts, posts, or connections.

2How We Use Your Information

We use the data we collect to:

Create and manage your account, authenticate your identity, and maintain session security.
Enable job seekers to build resumes, apply for jobs, and track application status.
Enable employers to post jobs, manage hiring workflows, evaluate candidates, and make offers.
Provide candidate discovery and job search via our search functionality.
Send transactional emails: account verification, password resets, application notifications, offer notifications, and workflow state change alerts.
Process subscription payments for employer plans and AI credit purchases.
Provide AI features you choose to use: resume writing help, job-fit analysis, skill gap and career growth plans, and practice interviews with spoken or written feedback.
Provide AI assistance to employers: job description drafting, resume parsing, candidate fit scoring, and suggested interview questions.
Display your profile to employers when you apply for jobs or when employers search for candidates (based on your visibility settings).
Improve platform functionality, fix issues, and maintain security.

3Data Sharing & Third-Party Services

We share your data only in the following circumstances:

3.1 With Employers (Job Seekers)

When you apply for a job, the employer receives your submitted resume, cover letter, profile information, and application details. Employers may rate and provide feedback on your application as part of their hiring workflow.

3.2 With Job Seekers (Employers)

Your company name, logo, office locations, and job posting details are visible to job seekers browsing openings.

3.3 Third-Party Service Providers

We use the following third-party services to operate the platform:

Service	Provider	Purpose	Data Shared
Email delivery	Amazon SES	Transactional emails (verification, password reset, notifications)	Email address, notification content
Push notifications	Amazon SNS	Real-time alerts for application events	User identifier, notification message
Payment processing	Stripe, Razorpay	Subscription and AI credit payments. Razorpay serves India, Stripe every other country.	Processor payment and order identifiers, payment amount, currency, billing country (no card numbers stored)
AI language models	OpenRouter, and the model providers it routes to	Powers every AI feature: resume analysis and tailoring, job-fit and fitment scoring, job description drafting, skill gap and career growth plans, practice interview questions and feedback	The text you submit to the feature, which may include resume content, job descriptions, and your interview answers.
Speech recognition and synthesis	Deepgram	Transcribes spoken answers in practice interviews, including live captions while you speak, and generates the interviewer voice	Audio of your spoken answer, and the question text to be read aloud
File storage	Amazon S3 or DigitalOcean Spaces	Stores uploaded files	Resumes, cover letters, profile pictures, company logos, offer letters, practice interview recordings
Calendar	Google Calendar	Creates and updates interview events, only for employer users who connect a calendar	Event times, titles, and attendee email addresses
Search indexing	Elasticsearch (self-hosted)	Candidate discovery and job search	Profile data, skills, experience, location
Authentication	Google, LinkedIn	Social sign-in	OAuth tokens, basic profile (name, email, picture)
Maps and location	Google Maps API	Office location selection and display	Address queries, coordinates

3.4 Legal Requirements

We may disclose your information if required by law, subpoena, court order, or government request, or if we believe disclosure is necessary to protect our rights, prevent fraud, or ensure user safety.

3.5 Business Transfers

If Hiring NXT is acquired, merged, or transfers assets, your data may be transferred to the new entity. We will notify you before your data becomes subject to a different privacy policy.

4AI & Automated Processing

Several features send your content to an AI language model through our provider, OpenRouter, and return a result. The content leaves our servers for as long as the request takes and is not added to your profile unless you choose to save it.

4.1 AI Features for Job Seekers

Resume help: Summaries, cover letters, tailoring a resume to a job description, and suggestions for gaps.
Job matching: Comparing your profile against a job description to explain how well it fits.
Career growth: Skill gap analysis, upskilling plans, quizzes, and LinkedIn profile tips.
Practice interviews: Generating questions, scoring your answers, and writing the feedback you see.

These are tools you run on your own data. Their output is shown to you, and nothing an employer sees changes because you used them.

4.2 AI Features for Employers

Resume parsing: Extracting name, email, phone, experience and skills from uploaded resumes. Extracted data is presented for review and correction before it is stored as a candidate profile.
Job description drafting: Generating and refining job postings.
Fitment scoring: Producing a score and written rationale for how well a candidate matches a job's requirements.
Interview support: Suggesting interview questions and summarising interview feedback.

4.3 Automated Decisions

Fitment scores and AI summaries are advisory. They are shown to a human reviewer alongside the candidate's own application, and every decision to advance, reject or make an offer is taken by a person acting through the hiring workflow.

No hiring decision is made solely by automated processing. If you believe an AI-assisted assessment of you was wrong, you may contact us to request human review and to have the assessment corrected.

5Data Storage & Security

Passwords are stored using one-way cryptographic hashing and are never stored in plain text.
Authentication tokens, reset tokens, and OAuth access tokens are excluded from all API responses.
File uploads (resumes, profile pictures, offer letters, practice interview recordings) are stored in private object storage with access controls, and are served only through short-lived, access-checked links.
Payment card data is not stored on our servers. Payment processing is handled entirely by Stripe and Razorpay.
We implement physical, electronic, and procedural safeguards to protect your data against unauthorized access, alteration, disclosure, or destruction.
Access to personal data is restricted to authorized personnel who require it to provide our services.

6Data Retention

Your account data is retained for as long as your account is active.
Job application records are retained for the duration of the hiring process and for a reasonable period thereafter for compliance and dispute resolution.
Practice interview audio recordings are deleted automatically 30 days after they are made. The transcript and feedback remain with your practice history until you delete the session or your account.
Records of AI requests are retained to meter usage, bill AI credits, and investigate errors.
Payment transaction records are retained as required by applicable tax and financial regulations.
If you delete your account, we will remove your personal data within a reasonable timeframe, except where retention is required by law.

7Your Rights

Depending on your jurisdiction, you may have the following rights:

Access: Request a copy of the personal data we hold about you.
Correction: Update or correct inaccurate personal data through your profile settings or by contacting us.
Deletion: Request deletion of your account and associated personal data.
Portability: Request your data in a structured, machine-readable format.
Withdraw consent: Revoke consent for data processing where consent is the legal basis. You may disconnect social login accounts at any time.
Object: Object to processing of your data for specific purposes.

To exercise any of these rights, contact us using the details provided at the end of this policy. We will respond within 30 days.

8Cookies

We use essential cookies for authentication and session management. These cookies are necessary for the platform to function and cannot be disabled.

We do not use advertising cookies, third-party analytics cookies, or tracking pixels. No data is shared with ad networks.

10Children

Hiring NXT is a professional hiring platform. Our services are not directed at individuals under the age of 18. We do not knowingly collect data from minors. If we become aware that we have collected data from a minor, we will take steps to delete it promptly.

11International Data

Our servers and third-party service providers may be located in different countries. By using our platform, you consent to the transfer of your data to these locations. We ensure appropriate safeguards are in place for cross-border data transfers.

12Compliance

We seek to comply with applicable data protection laws including India's Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 (DPDP Act), as well as the EU General Data Protection Regulation (GDPR) where applicable to our users.

13Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Continued use of the platform after changes constitutes acceptance of the revised policy.

14Contact Us

If you have questions, concerns, or wish to exercise your data rights, contact us at the address provided on our website. We will respond to all privacy-related inquiries within 30 days.