Privacy Policy
How NeoHireX collects, uses, stores, and protects your personal data. Built to meet DPDP Act 2023, GDPR, and other global privacy standards.
Effective date: April 2026 | Last updated: April 2026
In this policy
Overview
NeoHireX ("we", "us", "our") provides an AI hiring operating system for staffing companies, IT consulting firms, and in-house HR teams. This Privacy Policy explains how we handle personal data we collect when you use our platform, website, or services.
We act as a data processor for candidate and employee data your organisation uploads to NeoHireX, and as a data fiduciary for your account and usage data.
By using NeoHireX, you agree to the practices described here. If you do not agree, please do not use the platform.
Data we collect
We collect only the data necessary to provide and improve the NeoHireX platform.
Account information
- Name, email, phone
- Job title and organisation
- Authentication credentials
- Profile preferences
Candidate and HR data
- Resumes and applications
- Interview transcripts and recordings
- Assessment scores and notes
- Employment and contract records
Usage data
- Pages viewed and actions taken
- Device, browser, and IP address
- Session duration and timestamps
- Feature usage analytics
Cookies and similar tech
- Essential session cookies
- Analytics cookies (opt-in)
- Preference cookies
- No third-party advertising cookies
How we use your data
Provide the platform
Operate, maintain, and deliver the NeoHireX hiring operating system to your organisation.
Improve the product
Analyse aggregated usage to improve features, performance, and reliability. Never used for advertising.
Communicate with you
Send service notifications, security alerts, billing updates, and product news (with your consent).
Ensure compliance
Maintain audit logs, enforce access controls, and meet legal obligations under DPDP Act 2023, GDPR, and other applicable laws.
Protect the platform
Detect fraud, prevent abuse, and secure data against unauthorised access or breach.
Legal basis for processing
We process personal data under the following legal bases:
- Consent (DPDP Act 2023, GDPR Art. 6(1)(a))
- Contract performance (delivering the platform)
- Legitimate interests (security, fraud prevention)
- Legal obligation (audit logs, regulatory compliance)
Data retention
We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy or as required by law.
- Account data: while your account is active
- Candidate data: per your organisation's retention settings
- Audit logs: minimum 7 years for compliance
- Backups: deleted within 30 days of account closure
Your rights
Under DPDP Act 2023, GDPR, and similar laws, you have the following rights over your personal data.
Right to access
Request a copy of the personal data we hold about you.
Right to correction
Ask us to correct inaccurate or incomplete personal data.
Right to deletion
Request deletion of your personal data, subject to legal retention requirements.
Right to withdraw consent
Withdraw consent at any time where processing is based on consent.
Right to data portability
Receive your personal data in a structured, machine-readable format.
Right to grievance redressal
Contact our Data Protection Officer for any privacy concerns or complaints.
To exercise any of these rights, email us at privacy@neohirex.com
Security
Enterprise-grade safeguards
- Encryption in transit (TLS 1.3) and at rest (AES-256)
- Role-based access controls across 16 access tiers
- Tamper-evident audit logs
- Regular penetration testing and vulnerability scans
- SOC 2 Type II aligned controls
- 24/7 security monitoring and incident response
International transfers
Personal data of Indian residents is stored in India or in adequacy-approved jurisdictions, in line with DPDP Act 2023 requirements. For other regions, transfers are governed by Standard Contractual Clauses (SCCs) and equivalent safeguards under GDPR.
Children's data
NeoHireX is not intended for individuals under 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, contact us and we will delete it promptly.
Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notification. The "Last updated" date at the top of this page reflects the most recent revision.
Contact us
Data Protection Officer, NeoHireX
Email: privacy@neohirex.com
For DPDP Act grievances, we will respond within the statutory timeframe.
Questions about your data?
Our team is here to help with any privacy-related questions or requests.