Privacy Policy

This Privacy Policy applies to the websites: www.hirehive.com owned and operated by HireHive Ltd. This Privacy Policy describes how HireHive Ltd. collects, uses, shares and secures the personal information you provide, as well as the candidate data transferred to us for processing on behalf of our customers. It also describes your choices regarding use, access and correction of your personal information.

Please read the below carefully to understand our views and practices regarding your personal data.

Keeping your data private

HireHive Ltd. is based in the EU (Cork, Ireland) and we store all data on servers that are physically located in the EU. We are in full compliance with General Data Protection Regulation (GDPR) and Irish Data Protection directives. We store our data on Microsoft’s cloud platform Azure – in their ‘North Europe’ data centre located in Dublin, Ireland.

HireHive Ltd. is registered with the ICO (Registration number: ZA661841).

Our customers' trust is our main priority. If you have any questions regarding data security and privacy please contact us at support@hirehive.com

Controller and Processor Roles

HireHive operates in two distinct roles depending on the context:

• As Data Controller: for personal data collected directly through hirehive.com (for example, when you register for a HireHive account, subscribe to our blog, or contact us for support).
• As Data Processor: for Candidate data submitted through a Customer's branded careers page (for example, kia-ireland.hirehive.com). In these cases, the hiring company (the Customer) is the Controller and determines the purposes and means of processing. HireHive processes this data on the Customer's documented instructions under a Data Processing Agreement.

If you are a Candidate and wish to exercise your rights (access, correction, deletion, objection, portability) in relation to an application you have submitted through a customer careers page, you should contact the hiring company directly in the first instance, as they are the Controller of that data. HireHive will assist the Controller in responding to your request. If you are unsure who to contact, email support@hirehive.com and we will direct your request appropriately.

Information collected

We will collect personal information by lawful and fair means and with the knowledge or consent of the individual concerned. We collect the details provided by you together with other information we learn about you from your use of the service and your visits to our web sites. We may also monitor site usage to enable us improve the service we provide.

Information we may collect from you

We may collect and process the following information from you the customer:
Information that you provide to us by filling in forms on our website www.hirehive.com This includes the information provided by you at the time of registering for an account on our site, subscribing to our service, subscribing to our blog or requesting further information or services from us.

Collection:

We may collect the following personal information from you:

• Contact Information, such as name, email address, mailing address, or phone number;
• Billing Information, such as credit card number and billing address;
• Unique Identifiers, such as username, account number or password;
• Geolocation based on IP address;
• Information about your business, such as company name, business type.
• Demographic information, such as age, education, gender, interests and zip code (from candidates)

If you are a Candidate, we will record information relating to your previous and current employment, skills and experience and CV/resume that you upload to the Website.

If you are a Customer, we may record information regarding your job Openings and other details regarding your organisation and its personnel including, but not limited to: a company overview, company logo, staff email addresses and correspondence, social platforms as provided by you and your website.

If you contact us via email or within the system through a third-party app, we may keep a record of that correspondence for a reasonable time in order for us to respond to your query.

Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.

Purpose and Use of Your Information

We will collect and use personal information solely with the objective of fulfilling those purposes specified by us and for other compatible purposes, unless we obtain the consent of the individual concerned or as required by law.

If you believe that one of your contacts has provided us with your personal information and you would like to request that it be removed from our database, please contact us at the contact information below.

We will use your personal information to provide our service. We will also use your contact details to communicate with you. We like to hear your views to help us improve our service. From time to time we may contact you by email to ask for your opinions. You can opt-out of this at any time by contacting us.

Legal Bases for Processing

HireHive relies on the following legal bases under Article 6 of the GDPR when processing personal data:

• Performance of a contract (Art. 6(1)(b)) — for providing the HireHive service to Customers, including account creation, hosting job openings, receiving applications, and enabling Customers to manage their recruitment pipeline.
• Legitimate interests (Art. 6(1)(f)) — for securing and maintaining our platform, preventing fraud and abuse, analysing aggregate service usage to improve the product, and handling support correspondence. Where we rely on legitimate interests, we have carried out a balancing assessment and you have the right to object to this processing at any time by contacting support@hirehive.com.
• Consent (Art. 6(1)(a)) — for non-essential cookies, marketing communications, and where a Candidate asks to be kept on file for future opportunities beyond the role they originally applied for. Consent can be withdrawn at any time without affecting the lawfulness of processing carried out before withdrawal.
• Compliance with a legal obligation (Art. 6(1)(c)) — where we are required by law to retain or disclose data (for example, in response to a lawful request from a regulatory or law-enforcement authority).

Where Candidate data includes information falling under Article 9 (special category data — for example, health information relevant to reasonable accommodation, or diversity monitoring data), processing is carried out by the Customer (as Controller) under their own legal basis, typically explicit consent or employment-law obligations.

Information Sharing

We may share your information with third parties who provide services on our behalf to help with our business activities. These companies are authorized to use your personal information only as necessary to provide these services to us, to which these services may include:

• Payment processing
• Providing customer service platform
• Sending marketing communications - ie. our monthly recruiting newsletter
• Providing cloud computing infrastructure

Disclosure of Your Information

Information that you submit to us will be used solely for the purpose of offering you a service and will not be shared with any third party that is not explicitly listed here.
As is true of most websites, we gather certain information automatically. This information may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data to analyze trends in the aggregate and administer the site.

HireHive Ltd. uses cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole. You can control the use of cookies at the individual browser level, but if you choose to disable cookies, it may limit your use of certain features or functions on our website or service.

Approved Sub-Processors
The following Sub-Processors shall be considered approved by the Data Controller (The Customer), as DPAs including Standard Contractual Clauses have been signed with these Sub-Processors:

• Hosting supplier: Microsoft Azure
• Email processor: Wildbit (Postmark), 225 Chestnut St, Philadelphia, PA 19106
• Resume/CV Transforming: Box Privacy, 900 Jefferson Avenue, Redwood City, CA 94063

International Transfers

Where personal data is transferred outside the European Economic Area, HireHive ensures appropriate safeguards are in place under Chapter V of the GDPR:

• Microsoft Azure — data is hosted in the EU ("North Europe" data centre, Dublin, Ireland); no international transfer occurs for primary storage.
• Wildbit (Postmark) (United States) — transfers are made under the EU–US Data Privacy Framework. Where DPF coverage does not apply to a specific transfer, EU Standard Contractual Clauses (SCCs) are in place, supplemented by a Transfer Impact Assessment.
• Box Privacy (United States) — transfers are made under the EU Standard Contractual Clauses (SCCs), supplemented by a Transfer Impact Assessment and technical safeguards including encryption in transit and at rest.

A copy of the SCCs and Transfer Impact Assessments is available to Customers on request by contacting support@hirehive.com.

Digital Marketing Service Providers

We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information.  Our appointed data processors include:

• Prospect Global Ltd (trading as Sopro)
  Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: http://sopro.io. Sopro are registered with the ICO Reg: ZA346877 and their Data Protection Officer can be emailed at: dpo@sopro.io.

Right of Access

Individuals may request to access, correct, amend or delete information we hold about them by contacting us here. Unless it is prohibited by law, we will remove any Personal Information about an individual, either you (our user) or a candidate, from our servers at your or their request. There is no charge for an individual to access or update their Personal Information. To obtain a copy of the personal information HireHive Ltd. holds about you, please contact us at support@hirehive.com This information will be supplied to you within 30 days.

Security

HireHive Ltd. recognizes your right to personal privacy and we take our security responsibilities seriously. We use a number of mechanisms to protect the security and integrity of your personal information. We make all reasonable efforts to safeguard and protect your personal information. We will protect personal information by reasonable security safeguards against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.

Right of Rectification or Erasure

If you discover that we hold inaccurate information about you, you may request us to correct that information at any time.

If you have an account with us, you may access, correct, or request that we delete your personal data by logging into your account or by contacting us at support@hirehive.com. This request can include personal data of other individuals, like your employees or candidates that you have provided to us and who have requested this of you. We will respond to these requests within a reasonable timeframe of less than 30 days.

Your Right to Lodge a Complaint

If you believe your personal data has been processed in a way that does not comply with the GDPR, you have the right to lodge a complaint with a supervisory authority. HireHive's lead supervisory authority is the Irish Data Protection Commission (DPC):

• Website: https://www.dataprotection.ie
• Address: 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland
• Phone: +353 578 684 800

You may also lodge a complaint with the supervisory authority in the EU member state where you reside, where you work, or where the alleged infringement took place. We would appreciate the opportunity to address your concerns directly before you contact the DPC — please email us at support@hirehive.com in the first instance.

Cookies

We use cookies on our website to collect information and improve our Services. Cookies are small data files that are stored on your computer. We may use “persistent cookies” to save your registration ID and login password for future logins to the Service. We may use “session ID cookies” to enable certain features of the Service, to better understand how you interact with the Service and to monitor aggregate usage and web traffic routing on the Service.

We use the following cookies:

COOKIE	TYPE	DURATION	MANAGEMENT	PURPOSE
Google Analytics	Analytics	Permanent	Third-party	These cookies generate a unique ID for the user, used to count the number of times they have visited the website and the first and last date they visited the website. All personal information is anonymised. (Website users, Candidates & HireHive users)
HubSpot	Functional	Permanent	Third-party	These cookies are used to link the user’s HireHive account to their support or chat request to allow us to provide personalised support. (HireHive users & Website users)
Account cookies	Necessary	Permanent	HireHive	These cookies make sure the HireHive user is logged into the system and can log into the app, the Referrals Portal, The Agency Portal at the same time. (HireHive users)
Stripe	Functional	Permanent	Third-party	These cookies are used to provide fraud prevention. (HireHive users)
Microsoft	Functional	Permanent	Third-party	These cookies are used to track error and performance. (HireHive users)

Whenever cookies contain personal data this will be processed according to our Privacy Policy.

Retention

We retain personal data only for as long as necessary for the purposes for which it was collected.

• Candidate application data (CV, application answers, correspondence relating to a specific role) is retained by the Customer (as Controller) for the period they have configured in their HireHive account, up to a maximum default of 12 months after the role is closed, unless the Candidate has consented to being kept on file for future opportunities.
• Candidates retained on file with consent are held for a maximum of 24 months, after which consent is re-requested or the data is deleted.
• Customer account data (user accounts, billing, configuration) is retained for the duration of the Customer's subscription and for up to 7 years after termination for tax, accounting, and legal-defence purposes, as required by Irish law.
• Marketing contact data is retained for up to 24 months from the last meaningful interaction, after which consent is re-requested.
• System logs and audit trails are retained for 30 days for security and troubleshooting purposes.

Individual Customers may configure shorter retention periods within the platform. Once retention expires, data is permanently deleted from production systems and removed from backups in line with our backup rotation schedule.

Opt-Out

Our site provides users with the option to opt-in to receive promotional or marketing information from HireHive Ltd. If at any stage you would rather not receive marketing emails from us, please inform us by e-mail at support@hirehive.com or click ‘Unsubscribe’ in any communication received from us.

Revisions to Privacy Statement

HireHive Ltd. may revise this privacy statement at any time. Changes to this privacy statement will be posted here so you should periodically check this page to review the most recent statement.

We are committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained to the highest standard.

Contact Information:

HireHive Ltd.
C/O Republic of Work
12 South Mall
T12 RD43, Cork, Ireland