Privacy Policy

1. Information We Collect

1.1 Information You Provide

When you use ManHire, we may collect the following information that you voluntarily provide:

• Account Information: Name, email address, password, and role selection (employer or candidate)
• Profile Information: Phone number, professional summary, skills, work experience, education history, and profile photo
• CV & Documents: Uploaded CVs (PDF), AI-generated CVs, cover letters, e-signatures, and other career documents
• Company Information: Company name, description, logo, industry, and location (for employer accounts)
• Job Postings: Job titles, descriptions, requirements, salary information, and location details
• Applications: Job applications, assessment responses, and correspondence between employers and candidates

1.2 Information Collected Automatically

• Usage Data: Pages visited, features used, timestamps, and interaction patterns
• Device Information: Browser type, operating system, screen resolution, and IP address
• AI Usage Logs: Request types, token consumption, and processing times (for platform analytics)

2. How We Use Your Information

We use collected information to:

• Provide Core Services: Match candidates with job opportunities, generate AI-powered CV content, score applications, and facilitate the hiring process
• AI Processing: Analyse CVs and job descriptions using AI to generate scores, recommendations, cover letters, and candidate assessments
• Platform Improvement: Analyse usage patterns to improve features, fix issues, and enhance the user experience
• Communication: Send account-related notifications, platform updates, and important service announcements
• Security: Detect and prevent fraud, abuse, and security threats
• Analytics: Generate aggregated, anonymised metrics displayed on the platform (total jobs, candidates, companies)

3. AI Data Processing

3.1 How AI Uses Your Data

ManHire uses third-party AI services (such as OpenAI) to power features including:

• Candidate scoring and assessment
• CV content generation and parsing
• Cover letter creation
• Job description parameter extraction
• Application scoring with detailed reasoning

When AI processes your data, relevant information (such as CV content or job descriptions) is sent to our AI provider for processing. We only send the minimum data necessary for each specific task.

3.2 AI Data Retention

AI-generated outputs (scores, assessments, cover letters) are stored in our database and associated with your account. We log AI usage metrics (request counts, token usage) for quality assurance and service monitoring. These logs do not contain the full content of your submissions.

4. Data Sharing

We do not sell your personal data. We may share information in limited circumstances:

• Employers ↔ Candidates: When you apply for a job, the employer can view your application, CV, cover letter, and AI-generated scores. Employers' job postings are visible to candidates.
• AI Service Providers: We share necessary data with AI providers to power platform features. These providers are bound by their own privacy and data processing agreements.
• Legal Compliance: We may disclose information if required by law, regulation, or legal proceedings
• Business Transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of the transaction

5. Data Storage & Security

5.1 Storage

Your data is stored on secure servers. Uploaded files (CVs, logos, signatures) are stored in our managed file storage with access controls. Database records are maintained in PostgreSQL with regular backups.

5.2 Security Measures

We implement industry-standard security practices including:

• HTTPS encryption for all data in transit
• Password hashing using bcrypt
• CSRF protection on all forms
• Role-based access controls separating employer and candidate data
• Server-level firewall and access restrictions
• Regular security audits and updates

6. Your Rights

You have the right to:

• Access: Request a copy of all personal data we hold about you
• Correction: Update or correct inaccurate information through your profile settings
• Deletion: Request deletion of your account and associated data
• Portability: Request your data in a machine-readable format
• Objection: Object to specific data processing activities
• Withdrawal: Withdraw consent for optional data processing at any time

To exercise any of these rights, contact us at the details provided below.

7. Cookies & Tracking

ManHire uses essential cookies for session management and authentication. We do not use third-party advertising trackers. Session cookies are automatically deleted when you close your browser or after the session expires.

8. Data Retention

We retain your data for as long as your account is active. Upon account deletion:

• Personal profile data is deleted within 30 days
• Uploaded files (CVs, signatures) are permanently removed from storage
• AI-generated content associated with your account is deleted
• Anonymised, aggregated analytics data may be retained indefinitely

9. Children's Privacy

ManHire is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we learn that we have collected data from a minor, we will promptly delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or platform notification at least 14 days before taking effect. Your continued use of ManHire after changes take effect constitutes acceptance.

11. Contact Us