Privacy Policy
How Hiring NXT collects, uses, and protects your personal data.
Last updated: September 30, 2026Hiring 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.
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. Each answer is recorded and sent to our servers after you finish speaking, and transcribed there 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.
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.
- Apple (in our mobile app): Email address (which may be a private relay address if you choose to hide your email), your name if you choose to share it (Apple provides it only the first time you sign in), and an Apple unique identifier.
We store the provider name, your unique identifier with that provider and, where the provider issues one, an access token to maintain your linked login. We do not access your social media contacts, posts, or connections.
1.6 Mobile App
If you use the HiringNXT app for iOS or Android, it also handles the following:
- Microphone: In a practice interview, each spoken answer is recorded and uploaded to our servers after you stop speaking. It is stored privately and transcribed on our servers, as described in Section 1.3.
- Free demo interview: The demo interview uses your device's own speech recognition, provided by Apple or Google, and sends nothing to our servers. Depending on your device, Apple or Google may process the audio on their servers under their own privacy terms.
- Device data: A random identifier created when you install the app, which is not tied to your device hardware, plus your device platform (iOS or Android) and the app version. These are sent with sign-in and with requests to our servers, so we can keep you signed in on that device and support each app version.
- Photos: If you set a profile photo, you choose it from your photo library or take it with your camera, and it is uploaded to our servers.
- Documents: If you import a resume, the file you pick is uploaded so we can extract its text. The file itself is not stored. Its text is sent to our AI provider to fill in your profile, a record of that request is kept like any other AI request (Section 6), and only the details you review and save are added to your profile.
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.
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.
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. When you delete your account they are kept without your name and with the text of each request removed (Section 6.1).
- Payment transaction records are retained as required by applicable tax and financial regulations.
6.1 Deleting Your Account
You can delete your account yourself: in the HiringNXT app, tap More, then Settings, then Account, and choose Delete my account; on the website, open Settings, then Profile, and choose Delete my account. You are signed out everywhere at once, and we delete your account three days after you ask. Until then, you can sign in on our website and keep it.
If you also manage a company on HiringNXT, only your job seeker data is deleted. Your login, the company and your roles in it stay.
You can also ask us to delete it on our account deletion page or by email. We reply to the email address on your account to confirm the request comes from you, then delete the account within 30 days of your confirmation, and usually within 7.
When your account is deleted, we delete:
- Your profile and account details, including your skills, projects and portfolio.
- Your resumes, your profile photo, and every file you uploaded.
- Your mock interviews, with their recordings, transcripts and reports, including any report links you shared.
- Your career plans and job matches, the text of your AI requests, and any AI credits you have left.
- Your Google, Apple and LinkedIn sign-in links, and every device you are signed in on.
- Your notifications, and the messages you sent to recruiters.
- Your membership of any institution, which keeps only an anonymous count.
We keep only what we must, and why:
- Job applications you already sent: each employer you applied to keeps its own record of what you sent them (your name, contact details, the details shown with the application, and your resume as submitted) for up to 12 months, after which we anonymize it.
- Payment records: kept to meet tax and accounting law, without your name or contact details.
- Usage records: the AI credit ledger and a record of each AI request, kept for accounting without your name and with the text of each request removed.
- Referral records: kept so the person who referred you, or whom you referred, keeps the credit they earned.
- A one-way fingerprint of your email address: kept so a new account with the same address does not receive the free signup credits again.
Copies in our backups are removed as the backups expire.
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: Delete your account in the app, or ask us to on our account deletion page. Section 6.1 explains what is deleted and what we keep.
- 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.
9Embedded Job Widget
Employers may embed a Hiring NXT job widget on their own websites. When a visitor interacts with the widget, the same data collection practices described in this policy apply. The widget communicates with our platform API and does not use separate tracking or analytics.
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, email us at hiringnxt@ceegees.in. We will respond to all privacy-related inquiries within 30 days.