Who we are and scope
HireQ operates a recruiting platform (the "portal") at portal.hireq.ca and a marketing website at www.hireq.ca. This policy covers personal information collected through both, including email and support conversations. Employers who use HireQ to hire are responsible for their own hiring decisions and for how they use candidate information they receive through HireQ.
Beta program
During the beta, features may change and some features may be turned off without notice. Payments run in test mode: no real card is charged. Please do not upload information you are not comfortable sharing with a pre-release product.
Information we collect
- Account information: name, email address, role (candidate or recruiter), password (stored only as a one-way hash), optional two-factor authentication settings, and your acceptance of these policies (version, date, IP address, and browser).
- Candidate profile: photo, location, phone number, headline, summary, career goals, work history, education, certifications, languages, skills and proficiency levels, resumes you upload, and AI resume drafts you generate.
- Assessment content: your answers in the Profile assistant, skill validation, and job assessments (text messages and, if you choose audio or video, transcripts and recordings), plus the scores and evidence notes produced from them.
- Hiring activity: jobs you view, save, or apply to; cover messages; application status; interview invitations; offers; and opportunities presented to you.
- Recruiter and employer information: recruiter profile, company and employer details, job postings, team invitations, pipeline actions, score overrides and their reasons, and billing contact details.
- Payments: purchase history and status. Card details are entered on Stripe's checkout page and are never stored by HireQ.
- Technical information: IP address, browser and device type, and server and error logs used for security and troubleshooting.
How we use AI, and what it does not do
HireQ uses AI models to help structure profiles, ask follow-up questions, score skill evidence on a 1–10 scale, suggest job requirements, and rank how well a candidate's validated evidence fits a job. Scores come with the evidence and reasoning behind them.
- Humans make hiring decisions. AI never hires, rejects, shortlists, or changes an application's status. Recruiters make those decisions.
- Consent before job assessments. A candidate must agree before taking a job-specific AI assessment, and may decline.
- Overrides are recorded. When a recruiter or administrator changes an AI score, they must give a reason, and the change is kept in an audit log.
- Your right to an explanation and human review. You may ask us which information was used to produce a score or match, the main factors behind it, and to have a person review it. Email hello@hireq.ca.
- We do not use protected characteristics (such as age, sex, race, religion, or disability) as scoring inputs, and we do not use your data to train third-party foundation models.
Audio and video interviews
Audio and video are optional; text is always available. If you choose audio or video, your speech is transcribed so HireQ can score your answers, and the session may be recorded so the hiring team can review it. The portal tells you before a recording starts. Recordings are kept for up to 180 days after the assessment ends and then deleted, unless a longer period is required by law or to resolve a dispute.
How we use information
- Create and secure your account, including password reset and two-factor authentication.
- Build and validate candidate profiles, match candidates to jobs, and present opportunities.
- Let recruiters post jobs, review applicants, schedule interviews, and send offers.
- Send account, hiring, and billing emails and in-app notifications.
- Process purchases and manage entitlements.
- Prevent fraud and abuse, enforce our Terms, fix problems, and improve the service.
Who can see your information
- Candidates: recruiters see your application, submitted resume, and cover message for jobs you apply to. Recruiters with Candidate Search access can find your profile and validated skills. When you are presented an opportunity, the hiring team sees your match summary and, after you consent and complete it, your assessment results.
- Recruiters: teammates in your company workspace see shared jobs and pipeline activity.
- HireQ administrators can access records to operate, support, and secure the platform. Their changes to scores are audited.
We do not sell personal information.
Service providers (subprocessors)
We share information only as needed with providers that help us run HireQ, under contracts that require them to protect it:
- AI model providers (OpenAI, or models we host on Modal) to generate questions, summaries, and scores.
- LiveKit for real-time audio and video sessions, and speech-to-text and text-to-speech providers used through LiveKit (such as Deepgram).
- Stripe for payment processing.
- Cloud hosting, database, and S3-compatible file storage providers for the application, resumes, and recordings.
- Email delivery (SMTP) providers for account and hiring emails.
- Error monitoring (Sentry), configured to remove email addresses, passwords, and authorization headers.
We may also disclose information where required by law, or where reasonably necessary to protect the rights, safety, or integrity of users or the platform.
Where information is processed
HireQ and its providers may process or store information outside your province and outside Canada, including in the United States. Information processed elsewhere may be accessible to authorities under the laws of that jurisdiction. We assess providers before we use them and require appropriate safeguards.
Canadian privacy law
HireQ handles personal information in line with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, for residents of Quebec, the Act respecting the protection of personal information in the private sector (Law 25). We rely on your consent, which you give when you accept this policy and when you consent to individual assessments. Where Law 25 applies, you have the rights described below, including the right to be informed when a decision is based exclusively on automated processing. HireQ does not make hiring decisions exclusively by automated means.
Our privacy contact is the person responsible for the protection of personal information at HireQ, reachable at hello@hireq.ca.
Retention
- Account and profile data: while your account is active.
- Interview recordings: up to 180 days after the assessment ends.
- Applications, offers, and audit records: kept for as long as reasonably needed for the hiring relationship, legal obligations, and dispute resolution.
- Server logs: kept for a limited period for security and troubleshooting.
Your rights and choices
- Access and portability: candidates can download their data from Settings → Privacy → Export my data. Anyone can request a copy by email.
- Correction: edit your profile at any time, or ask us to correct information.
- Deletion: candidates can delete their account from Settings → Privacy. This disables sign-in and removes or de-identifies your profile details. Some records, such as applications already received by an employer and audit entries, may be kept in de-identified form where the law allows. Recruiters can request deletion by email.
- Withdraw consent: you can decline or stop an assessment, and you can withdraw consent to further processing by contacting us. This may limit what HireQ can do for you.
- Explanation and human review of AI scores and matches, as described above.
- Complaints: you may contact the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information.
Security
We use encryption in transit, hashed passwords, optional two-factor authentication, short-lived signed download links for resumes, rate limits on sign-in, role-based access, and audit logging. No system is perfectly secure; if a breach creates a real risk of significant harm, we will notify affected people and regulators as required by law.
Children
HireQ is for adults who are legally able to work. We do not knowingly collect personal information from children.
Changes to this policy
When we make material changes, we update the version and date at the top of this page and ask signed-in users to review and accept the new version before continuing.
Contact
For privacy questions or requests, contact hello@hireq.ca.