Privacy policy

Piphire provides software that helps hiring teams import, screen, pre-screen and assess job candidates. In this policy, "Piphire", "we", "us" and "our" refer to the company that operates this website and the Piphire service.

If you have any question about this policy or about your information, write to us at hello@piphire.com.

This policy applies to three groups of people:

• Visitors to our website, including anyone who sends us a message through a contact form.
• Customers: recruiters, hiring managers and other people who use Piphire on behalf of their organisation.
• Candidates: people whose job applications are handled by a customer using Piphire.

It does not cover websites or services run by other companies, even where we link to them. Their own privacy policies apply.

Information you give us

• Contact details such as your name, work email address, phone number and company name when you fill in a form or write to us.
• Account details such as your name, role, login details and preferences when you use the service.
• The content of messages you send us, including support requests and feedback.
• Billing details needed to issue invoices and take payment, where you buy a paid plan.

Information our customers give us about candidates

• Resumes and the details in them, such as name, contact details, work history, education, skills and certifications.
• Application details such as expected compensation, notice period, location and work authorisation.
• Answers to screening questions given by phone call, messaging app, email or web link.
• Assessment and interview results, which can include recordings, transcripts, scores and notes.
• Information from professional profiles that a candidate has made public or has shared in their application.

Information collected automatically

• Device and browser details, such as browser type, operating system and screen size.
• Usage details, such as the pages you view, the links you follow and the time of your visit.
• Approximate location derived from your IP address.

We use personal information to:

• Provide, operate and maintain the website and the service.
• Reply to enquiries and give customer support.
• Screen, pre-screen and assess candidates in line with the instructions of the customer who is hiring.
• Send service messages, such as confirmations, security notices and changes to our terms.
• Understand how the website and service are used so that we can improve them.
• Detect, investigate and prevent fraud, abuse and security incidents.
• Meet our legal obligations and enforce our agreements.

We will ask for your consent before we send you marketing messages where the law requires it. You can opt out of marketing at any time.

Piphire uses rules set by the customer, together with automated and AI-assisted tools, to read resumes, ask screening questions, run assessments and produce scores and summaries.

These tools support a hiring team. They do not replace it. Scores are shown with the reasons behind them, and the customer makes every hiring decision.

If you are a candidate and you want a person to review an outcome, or you want to understand how a result was reached, contact the organisation you applied to. You can also write to us and we will pass your request to them.

When a customer uses Piphire to handle applications, that customer decides which candidate information is collected and how it is used. We process it on the customer's behalf and under their instructions.

If you are a candidate, the organisation you applied to is your first point of contact for questions about your application and your information. We will help them respond to your request.

We do not sell personal information. We share it only in these situations:

• With the customer whose hiring process the information belongs to.
• With service providers who help us run the service, such as hosting, communications, analytics and payment providers. They may use the information only to provide their service to us.
• With professional advisers such as lawyers, auditors and insurers, where needed.
• With authorities, where the law requires it or where it is needed to protect the rights, property or safety of any person.
• With a buyer or successor, if our business or assets are merged, acquired or sold. We will tell you if this changes how your information is handled.

We and our service providers may store and process information in countries other than the one you live in. Where we transfer information across borders, we take steps required by applicable law to keep it protected.

We keep personal information only for as long as we need it for the purposes described in this policy, or for as long as the law requires.

• Enquiries and contact form messages are kept for as long as needed to respond and to maintain a record of the conversation.
• Customer account information is kept for the life of the account and for a limited period afterwards.
• Candidate information is kept for the period set by the customer, and is deleted or returned when the customer asks or when their account ends.

When we no longer need information, we delete it or remove the details that identify you.

We use technical and organisational measures designed to protect personal information, including encryption in transit, access controls and regular review of our systems.

No method of storage or transmission is completely secure. If we learn of a breach that affects your information, we will notify you and the relevant authorities as the law requires.

Depending on where you live, you may have the right to:

• Ask what personal information we hold about you and receive a copy of it.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete your information.
• Withdraw consent you have given, or object to or restrict certain uses of your information.
• Nominate another person to exercise your rights on your behalf, where the law allows.
• Complain to the data protection authority in your country.

To make a request, write to hello@piphire.com. We may need to confirm your identity first. We will respond within the time the law allows.

Cookies are small files stored on your device. We use cookies and similar technologies that are needed for the website and service to work, for example to keep you signed in and to keep the service secure.

We may also use cookies to understand how the website is used. Where the law requires it, we will ask for your consent before setting them. You can block or delete cookies in your browser settings, although parts of the service may then not work as expected.

Piphire is a business product and is not directed at children. We do not knowingly collect personal information from anyone under 18. If you believe a child has given us their information, contact us and we will delete it.

We may update this policy from time to time. We will post the new version on this page and change the date at the top. If a change is significant, we will give you clearer notice, for example by email or a notice in the service.

For any question about this policy or your personal information, write to us at hello@piphire.com.