Privacy Policy

1. Who We Are
Hiring Genie is operated by Quantum 42 ("Hiring Genie," "we," "us," or "our"), headquartered in Abu Dhabi, United Arab Emirates, serving Organizations and candidates globally. We act as the data controller for Organization account data, and as a data processor for candidate interview data submitted on an Organization's behalf.

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2. Personal Data We Collect
We may collect and process the following categories of personal data, depending on how you interact with the Service:

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2.1 Candidate and Interview Data

• Name, email address, and contact details

• Audio and video recordings

• Interview transcripts

• Responses to interview questions

• Metadata related to interview sessions (timestamps, duration, device information)

• AI-generated summaries, scores, or analytical outputs

2.2 Customer and Business Data

• Name, business contact details, and role

• Account credentials

• Billing and payment information

• Job postings and hiring criteria configured by the Organization

3. How We Use Personal Data
We use personal data to:

• Provide and operate the Service

• Conduct, record, and evaluate AI-led interviews

• Generate AI-based scores and assessments for Organizations

• Communicate with you about your account or interviews

• Maintain security and prevent fraud

• Comply with legal obligations

• Improve our AI models, in accordance with Section 5

4. Legal Bases for Processing
As a company headquartered in Dubai serving customers and candidates globally, we process personal data in line with the UAE's Personal Data Protection Law (PDPL), and, where applicable, other regional frameworks such as the GDPR for users in the EU/UK and the CCPA for California residents. Depending on your location, our processing relies on contractual necessity (to provide the Service to Organizations and candidates), legitimate interests (to improve the Service, ensure security, and prevent fraud), your consent (for interview recording, certain cookies, and other cases where consent is required by law), or a legal obligation we need to meet. Candidates will be asked for explicit consent before an interview is recorded, where required by applicable law.

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5. Automated Decision-Making and AI Processing

5.1 Use of AI Models
We use our own artificial intelligence models, including large language models that we operate, to generate interview questions, transcriptions, and candidate assessments.

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5.2 Automated Decision-Making
AI Output generated through the Service (such as scores or evaluations) is intended to support, not replace, human decision-making. Organizations are responsible for ensuring a human reviews AI Output before making a final hiring decision, and for providing any legally required notice to candidates about the use of automated tools in the hiring process. Where automated processing produces legal or similarly significant effects on a candidate (as defined under GDPR Article 22), candidates have the right to request human review, express their point of view, and contest the decision. Requests should be directed to the Organization that made the hiring decision, or to us at [insert email] where we act as controller.

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6. EU AI Act Compliance
Hiring Genie's AI is built to assist recruiters, not to replace them. Final hiring decisions are never made by our AI alone.

To meet our obligations under the EU Artificial Intelligence Act, we've built the following into how our AI operates:

A person stays in the loop at every stage of the interview and evaluation process
We keep clear records of what our AI can and cannot do
We actively test for and work to reduce bias in our models
We track system activity and maintain security controls around how the AI is used
Organizations remain responsible for their own oversight of hiring decisions and for complying with employment and anti-discrimination laws that apply to them.

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7. Data Retention
We only keep personal data for as long as it's needed, unless a longer period is required or permitted by law.

Typical retention periods include:

• Interview recordings and transcripts: up to 36 months, unless deleted earlier at the request of the Organization or candidate

• Customer account and billing data: for the duration of the contractual relationship

• AI-generated scores, security logs, and related records: for as long as the associated account or candidate record remains active

• Candidates can request earlier deletion of their data, though some records may need to be kept longer where local recordkeeping laws require it.

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8. Data Sharing and Disclosure
We do not sell personal data. We may share it in the following situations:

• With the Organization that invited a candidate to interview, including their recordings, transcripts, and AI Output

• With service providers who help us run the Service, such as cloud hosting, video/audio infrastructure, payment processing, and analytics our AI models are operated in-house and are not third-party AI services

• Where required by law, legal process, or to protect the rights, safety, or property of Hiring Genie, our users, or others

• In connection with a merger, acquisition, or sale of assets, subject to standard confidentiality protections

9. International Data Transfers
As a global service, we may transfer and process your data in countries other than your own, wherever our infrastructure and service providers operate. Where required by local law, we use appropriate safeguards such as Standard Contractual Clauses or equivalent transfer mechanisms to protect data transferred internationally.

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10. Your Data Protection Rights
Depending on your location, you may have the right to:

• Access, correct, or delete your personal data

• Object to or restrict certain processing

• Request a copy of your data in a portable format

• Withdraw consent (e.g., for interview recording) where processing is based on consent

• Not be subject to a decision based solely on automated processing that produces legal or similarly significant effects, as described in Section 5.2

11. Supervisory Authorities
If you are located in the European Economic Area, the UK, or Switzerland, and believe our processing of your personal data infringes applicable law, you have the right to lodge a complaint with your local data protection supervisory authority. A list of EU supervisory authorities is available from the European Data Protection Board. Our lead supervisory authority is [insert, if applicable e.g., relevant authority based on EU establishment].

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12. Security
We implement administrative, technical, and physical safeguards designed to protect personal data against unauthorized access, disclosure, alteration, or destruction, including encryption in transit and at rest, access controls, and regular security reviews. No system can be guaranteed 100% secure, and we encourage you to also take steps to protect your account, such as using a strong password.

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13. Cookies and Tracking Technologies
We use cookies and similar technologies to operate the Service, remember preferences, and understand usage. You can manage your cookie preferences at any time through our cookie settings tool.

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14. Children's Privacy
The Service is not directed at individuals under 18, and we do not knowingly collect personal data from children. If we learn we have collected data from a child under 18, we will delete it.

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15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Material changes will be posted here with a new "Last Updated" date. We encourage you to review this page periodically.

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16. Contact Us
If you have questions about this Privacy Policy or how we handle your data, contact us at:

Email: info@hiringgenie.ai
Address: Dubai Abu Dhabi, United Arab Emirates