PRIVACY, DATA PROTECTION & PLATFORM POLICY

Effective Date: 7 July 2025

Last Updated: 06 Jan 2026

This Privacy, Data Protection & Platform Policy ("Policy") is issued by ASCEND ATHENA PRIVATE LIMITED, a company incorporated under the laws of India, having its registered office at Gurugram, Haryana, India ("TheHireHub.AI", "Company", "we", "us", or "our").

This Policy governs the collection, use, processing, storage, disclosure, and protection of data in connection with TheHireHub.AI, an AI-enabled recruitment intelligence platform (the "Platform").

By accessing or using the Platform, you ("User", "Client", "Candidate", or "you") agree to be bound by this Policy.

1. SCOPE AND APPLICATION

This Policy applies to:

  • Clients using the Platform for recruitment and hiring purposes;
  • Candidates whose personal data is processed via the Platform;
  • Authorized users and visitors interacting with the Platform.

This Policy operates alongside our Terms of Service and related policies.

2. CATEGORIES OF DATA COLLECTED

TheHireHub.AI processes only such data as is reasonably necessary for legitimate recruitment operations and service delivery.

2.1 Client Data

Client data may include, without limitation:

  • Names, business contact details, and professional credentials;
  • Company details, hiring requirements, and role specifications;
  • Job descriptions and evaluation criteria;
  • Communications and collaboration records on the Platform;
  • Client-provided talent pools, including candidate databases, CV repositories, historical hiring data, ATS exports, or other candidate information uploaded or made accessible by the Client;
  • Billing, invoicing, and payment-related information.

Where Clients upload or provide access to candidate data or talent pools, the Client confirms that it has the lawful right and authority to do so.

2.2 Candidate Data

Candidate data may include, where lawfully provided or sourced:

  • Name and contact details;
  • CVs/resumes and professional history;
  • Education, skills, experience, and certifications;
  • Compensation details, notice period, and availability (where disclosed);
  • Interview notes, feedback, assessments, and communications;
  • References, where applicable.

2.3 Technical & Usage Data

Including:

  • IP address, device identifiers, browser and session data;
  • Log files, access timestamps, and usage analytics;
  • Security, diagnostic, and troubleshooting information.

3. DATA CONTROLLERS AND PROCESSING ROLES

  • Clients act as the primary data controllers for candidate data they upload or process via the Platform.
  • TheHireHub.AI acts as a data processor or service provider, processing such data solely on documented Client instructions and for legitimate service delivery.
  • For limited platform-level data (e.g., account management, security, billing), TheHireHub.AI acts as an independent data controller.

4. PURPOSE AND LEGAL BASIS OF PROCESSING

Personal data is processed in compliance with applicable laws, including:

  • India's Digital Personal Data Protection Act, 2023 (DPDPA);
  • EU GDPR and UK GDPR, where applicable.

Processing is based on:

  • Performance of a contract or pre-contractual steps;
  • Legitimate business interests, subject to safeguards;
  • Legal or regulatory obligations;
  • Consent, where required.

Data is processed solely for:

  • Recruitment execution and candidate evaluation;
  • Platform functionality and AI-assisted workflows;
  • Security, fraud prevention, and compliance;
  • Analytics and service improvement (using aggregated or anonymised data where feasible).

5. AI SYSTEMS AND HUMAN OVERSIGHT

  • The Platform uses AI-enabled tools to assist recruitment workflows.
  • AI outputs are assistive, not determinative.
  • Clients remain solely responsible for reviewing, validating, and applying AI-generated outputs.
  • Final hiring decisions remain entirely with the Client.
  • The Platform must not be used to engage in discriminatory, unlawful, or unethical hiring practices.

6. DATA SHARING AND DISCLOSURE

Personal data may be shared with:

  • Authorized Client users involved in hiring decisions;
  • Third-party service providers under contractual confidentiality and data protection obligations;
  • Public authorities or regulators where legally required.

TheHireHub.AI does not sell personal data and does not disclose personal data for unrelated marketing purposes.

7. CROSS-BORDER DATA TRANSFERS

  • Data may be processed or stored in cloud environments across jurisdictions.
  • Appropriate safeguards are implemented to ensure lawful cross-border transfers.

8. DATA RETENTION

Data is retained only for as long as necessary to:

  • Provide services;
  • Comply with legal, contractual, or regulatory requirements;
  • Resolve disputes.

Thereafter, data is securely deleted or irreversibly anonymised, unless retention is legally required.

9. DATA SUBJECT RIGHTS

Subject to applicable law, individuals may request access, correction, deletion, restriction, or objection to processing, or withdraw consent where applicable. Requests may be submitted to info@thehirehub.ai and will be addressed within statutory timelines.

10. SECURITY MEASURES

Reasonable technical and organisational safeguards are implemented, including:

  • Encrypted communications;
  • Access controls;
  • Periodic security assessments.

11. ACCEPTABLE USE AND USER RESPONSIBILITIES

Users must:

  • Use the Platform only for lawful recruitment purposes;
  • Ensure uploaded data is accurate, lawful, and non-infringing;
  • Comply with employment, labour, and data protection laws.

Violations may result in suspension or termination.

12. INTELLECTUAL PROPERTY

  • Users retain ownership of their content.
  • A limited licence is granted to TheHireHub.AI solely for service delivery and improvement.

13. LIMITATION OF LIABILITY

To the fullest extent permitted by law:

  • TheHireHub.AI shall not be liable for indirect or consequential damages;
  • Liability does not extend to hiring outcomes or candidate conduct;
  • Aggregate liability is limited to fees paid for the relevant service.

14. TERMINATION

  • Termination does not affect accrued obligations.
  • Data protection, confidentiality, liability, and governing law clauses survive termination.

15. GOVERNING LAW AND JURISDICTION

  • This Policy is governed by the laws of India.
  • Courts at New Delhi, India, shall have exclusive jurisdiction.

16. POLICY UPDATES

  • This Policy may be updated from time to time.
  • Continued use constitutes acceptance of the revised Policy.

17. CONTACT INFORMATION

📧 info@thehirehub.ai