Privacy Policy

• Account details: your name, email address and target role, and a hashed (never plain-text) password. If you sign in with Google there is no password, and your Google profile picture is kept as your avatar.
• Documents you provide: your resume (the file and the text extracted from it) and the job description you paste or upload.
• Interview content: what you say (converted to text by your browser, or, in browsers that cannot do that, sent as short audio clips to be transcribed) or type, what the AI interviewer says, and the feedback, scores and summary generated from it.
• Learning progress: for each topic you are asked about, how well you answered (needs work, getting there, solid or mastered), the points you have earned and your weekly streak. The AI interviewer uses this to ask again what went badly and to skip what went well, only in your own interviews, and you can switch that off for any interview. Your 1 to 5 star ratings of interviews are kept too.
• No video or audio recording: we do not record video or audio of your practice interviews, and we never ask you to. The camera is used only on your own device to measure eye contact and expression.
• Delivery measurements: your face is analysed inside your browser to estimate eye contact and expression, using a small model that runs on your device. The video frames used for this are not uploaded; only the resulting labels and numbers (for example an eye-contact percentage) are saved with your interview.
• Emails we send you: the sign-up code, password and security emails; one welcome email when your account is ready; one email about half an hour after you finish an interview, asking how it went; and, only if you switch it on in Learn or in your profile, practice reminders (you choose how often, and every one has a link that switches them off; after three in a row that you do not act on, they stop). Replies go to support@hireflowagent.com.
• Security and usage data: IP address, browser type, sign-in times and account actions, kept in a security log.
• Messages you send us through the contact form.
• Job applications (Careers page, only if you apply): your name, email address, city and country, years of experience, when you could start, whether you may work in the job's country, your CV, and, if you add them, your phone number, links to your profiles, your current job, expected salary, willingness to relocate, how you heard about the job and a message. We never ask for your age, gender, marital status, religion, nationality or a photo. The text of your CV is read and compared with the job by AI, and we keep the result. If the job has an interview, we e-mail you a private link to a short AI interview; only the words of that interview (as text) and the AI's assessment of it are kept, not video or audio. The interview is taken with the camera on (used only to measure things like eye contact) and the whole screen shared; of the screen, only small pictures taken a few seconds after you leave the interview window are kept, together with a count of how often you left the window and whether you pasted text, for the hiring team only. AI only helps us read your application: a person on our team reviews every result and makes every decision. We use all of this only to decide about the job you applied for. You must tick a box to agree before you can send an application.
• Invitations from a hiring team (only if someone invites you): a person or organisation that uses the hiring console on our site can enter your name and e-mail address to send you a private link to the same short AI interview. We e-mail you that link once, in their name; you do not need an account or a CV, and nothing happens unless you open the link. The words of your interview, the AI's assessment, the signals about how it was taken and the small screen pictures described above are shown to that person or organisation only, who is responsible for how they use them and must tell you they are contacting you; they can also e-mail you again from the console, and your replies go to them. Ignore the e-mail if you do not want to take part, or write to us through the contact page to have your details deleted.
• Resume checker: the resume and job description you submit are sent to the AI to produce your score. They are not saved.
• HireFlow Helper chat: the questions you type are sent to the AI to write a reply. We do not store the conversation, so please do not type personal details into it.
• Feedback you send: your star rating, your message, the page you were on, your email if you give one, and, only if you tick the box to let us show it publicly, the name you enter. If we choose to publish it, the message and that name appear on our website.
• Certificates (only if Ahsova Technologies has issued one to you): your name and the details printed on it (for example the role and dates of an internship), the certificate number and the date. Anyone who has the certificate's QR code or its ten-character code can see exactly those details, and whether the certificate is still valid, on our check page; nothing else about you is shown, and the page is not listed in search engines.
• Letters (only if Ahsova Technologies has written one to you or about you, such as an offer or an experience letter): the text of the letter, your name and the date. Anyone who has the QR code or the ten-character code printed on the letter can see on our check page who the letter is for, what it is about, who signed it, its date and whether it is still valid. The text of the letter is not shown there (unless the person who wrote the letter chose to show it, which is only done for a letter with nothing personal in it), and the page is not listed in search engines.
• Quiz games, if you play one that your teacher shared: the name you type, a roll number if you add one, your answers, your points and how long each answer took. Your teacher sees them. The link and the results are not listed in search engines, and a class leaderboard shows only a first name and the first letter of the last name. If you are a teacher and write a quiz: the slides, book pages or notes you give are sent to our AI provider only to write the questions, and are kept with the quiz so that more questions can be written from them.
• Visit counting (website analytics): which page was opened, the website or link you came from (its name only), the campaign tag in a link such as utm_source, whether the device is a phone, tablet or computer, and a random anonymous identifier kept in your browser storage so that a return visit is counted once. If you are signed in, the visit is linked to your account. We do not store your IP address, your browser details or the full web address, and we do not set a cookie for this. Visits by administrators and by search-engine crawlers are not counted, and nothing is sent to a third party. We honour the Do Not Track and Global Privacy Control signals, and you can switch it off on the Cookie Policy page.
• If you take a viva through a teacher's link (Viva Specialist, for students): your name, email address and enrollment number, the project files you upload, your spoken or typed answers, the transcript and scores made from them, delivery measurements, and a video recording only if you choose to record. Teachers who use the Viva Specialist also have an account with their courses and assignments.
• Viva integrity signals (Viva Specialist, for students): while a viva is running, your browser counts how many times you left the viva window (switched tab, minimised it, or clicked into another window), for how long, whether you pasted text into the answer box, how long you took to start each answer, and, if your camera is on, the times your head turned away from the screen or left the camera’s view (worked out on your device from the position of your head; only the times are sent, not pictures). An AI also gives your teacher an estimate of how likely an answer was read from a script or AI text. Only your teacher sees these signals; they are not shown to you, they are not part of your score, and they are kept with the viva until the teacher deletes it. You are told about this before you start and again during the viva.
• Screen pictures (Viva Specialist, only when your teacher requires screen sharing): your browser asks you to share your whole screen before the viva starts, and if you stop sharing, the question you are on is closed with no answer and the next one waits until you share again. While you share, no video of your screen is recorded. From the moment you leave the viva window, small pictures of your screen are taken and sent to your teacher, one a second for the first twelve seconds and then one every five seconds while you stay away (at most about twenty for one absence), so they can see what you went to. Only your teacher can see these pictures; they are not part of your score, and they are deleted automatically 30 days after they were taken. The viva tells you about this before you start. Please close anything private before you share.
• Viva feedback (Viva Specialist, only if you choose to send it): the report e-mail from your teacher contains a private link to a short form about how the viva went. If you fill it in, we keep your star ratings, whether you had a technical problem and any comment you write, and your teacher sees them together with your name. It is not part of your score. The site administrators also receive a copy in their feedback inbox. Only if you tick the box that allows it, an administrator may choose to show your comment on the website under the name you give; without the tick it is never shown publicly. You can ignore the link and nothing is stored.
• Camera photos on a phone (Viva Specialist, only when your teacher requires screen sharing and has allowed phones): a phone cannot share its screen, so before the viva starts you are asked to agree to small photos from your front camera instead. If you agree, a small photo is taken about every 45 seconds while the viva is open, and one just after you come back to it from another app, and sent to your teacher. No video is made from them. Only your teacher can see these photos; they are not part of your score, and they are deleted automatically 30 days after they were taken. If you do not agree, you cannot take that viva on a phone and can use a laptop instead.

To provide the service (running your interview, scoring it and showing your history), to keep accounts and the platform secure, to prevent abuse and control costs (for example daily usage limits), to understand how the site is used so we can improve it (visit counting, described above), to send account emails such as verification and password reset, and to answer your messages. Where we rely on your consent, such as recording, you can withdraw it at any time by not enabling it, or by deleting the interview or your account.

We use service providers to run HireFlow Agent. They process data only to provide their service to us:

• Google (Gemini API): receives your resume text, the job description and your interview answers or transcripts, resume checker inputs, helper chat messages, and, for the Viva Specialist, the project files and answers of a student, so the AI can write questions, conduct the interview or viva, check a resume and produce feedback. It also creates numeric embeddings of text for retrieval and scoring. If your browser cannot transcribe speech itself (for example Brave or Firefox), or you use the accent-friendly option, short clips of your spoken answers are sent to Gemini to be turned into text, and if Gemini is unavailable an open-source speech model (Whisper) running on our own server does it instead; we do not keep those clips.
• Your browser vendor: when you speak, your browser's built-in speech recognition (Chrome uses Google, Edge uses Microsoft) converts your audio to text under that vendor's own privacy policy. We do not receive your audio for this. Some voices used to read the interviewer's replies aloud may also be processed online by your browser or operating system.
• Google (Sign-In), only if you choose “Continue with Google”: Google tells us your name, email address and profile picture, and that the email is verified, after you agree on Google's own screen. We use them to create or find your account here; we do not receive your Google password and we cannot see anything else in your Google account. The sign-in button loads from Google on the log-in and sign-up pages, so Google can see that those pages were opened.
• Email delivery provider (Resend): receives your email address and the content of account emails, including the 6-digit code that confirms your address at sign-up.
• Payment provider (Stripe), once card payments are switched on: it receives your payment details directly, on its own page. We never see or store card numbers.
• Hosting, database and file-storage providers that store the data described above.

These providers may process data in countries other than yours. We do not sell your personal data and we do not use it for advertising. We do not use your interview content to train our own models. What Google may do with data sent to its API is governed by Google's own terms for the Gemini API.

You can. Authorised HireFlow Agent administrators can also view interview transcripts and assessments (never a video, because practice interviews are not recorded) for support, quality review and abuse prevention. Nobody else can, and we do not share your interviews with employers. For a viva taken through a teacher's link, the teacher who created the assignment can see the submission, transcript, scores and any recording; other students cannot.

Questions, follow-ups and feedback are generated by an AI model and can be wrong or incomplete. Answer scores combine the AI reviewer with a smaller scoring model we trained ourselves, and the expression label comes from another trained model. Facial expression is a poor guide to how a person actually feels, and these models make mistakes, so eye contact and expression steadiness are rough estimates meant to help you practise. They are not a medical, psychological or hiring assessment, they do not predict real interview outcomes, and we do not use them to make decisions about you.

• Recordings and uploaded resumes: deleted automatically 30 days after upload, together with the resume text stored with older interviews.
• Transcripts, feedback and scores: kept until you delete the interview or your account, so you can track your progress.
• Security log entries: kept for 12 months, then deleted.
• Expired sign-in tokens, verification codes and password-reset links: deleted about a week after they expire.
• Sign-ups that never entered their verification code: deleted after 7 days.
• Contact messages: kept until you ask us to delete them or you delete your account.
• Card payments: paying by card happens on a page run by Stripe, our payment provider. Stripe handles your card details and we never see them; we keep the amount, the date, what you bought and Stripe's reference for you. Credits you were given or bought are kept with your account and deleted with it.
• Support chat (teachers and hiring managers writing to our team): the messages are encrypted in our database, readable by our administrators, deleted automatically after 12 months, and deleted with your account. When you are away we e-mail you only that there is a reply, never the message itself.
• Job applications, invitations from a hiring team, CVs, CV checks and applicant interviews: deleted automatically 180 days after you apply or are invited, or sooner if you ask us through the contact page or the person who invited you removes you. An interview link works for 14 days. The screen pictures from an applicant interview are deleted after 30 days.
• Feedback: kept until you delete your account or we delete it. A message you agreed to show publicly stays on the website until we remove it; ask us through the contact page and we will take it down.
• Certificates: kept for as long as the certificate is meant to be checkable. Ask us through the contact page and we will delete yours, after which its QR code stops working.
• Letters: kept for as long as the letter is meant to be checkable. Ask us through the contact page and we will withdraw yours, after which its QR code says that it is no longer valid.
• Quiz games: kept until the teacher deletes the quiz. Deleting it removes the questions, the material it was written from and every student's result. A student can ask the teacher to delete their result by deleting the quiz, or ask us through the contact page.
• Visit counts (website analytics): deleted after about 13 months. If you delete your account, the visits linked to it are deleted too.
• Resume checker inputs and helper chat messages: not stored.
• Viva Specialist submissions, transcripts, scores and student feedback: kept until the teacher deletes the submission or assignment, or the teacher deletes their account. Viva recordings, screen pictures and camera photos are deleted after 30 days.

• Access and correct your details in Profile & Settings.
• Delete your account in Profile & Settings (Danger zone). This immediately and permanently erases your profile, interviews and transcripts, resumes, recordings, notifications and contact messages. Security log entries that remain are stripped of your identity and IP address. Private server backups made before you deleted may still hold a copy until they expire, which is at most 6 months after the backup was made.
• Ask for a copy of your data, or raise any privacy concern, by emailing support@hireflowagent.com.
• Switch off visit counting at any time on the Cookie Policy page, or send a Do Not Track or Global Privacy Control signal from your browser.
• Video: nothing to decline. Practice interviews are never recorded. In a viva taken through a teacher's link, recording is optional and you choose.

Depending on where you live you may have further rights, such as objecting to processing or complaining to your local data protection authority.

Passwords are hashed. Data is encrypted in transit (TLS). Uploaded files are stored privately and are only served to you and authorised administrators. Access is controlled by role, sign-in sessions can be reviewed and revoked in Profile & Settings, and important actions are logged. No system is perfectly secure, so please use a strong, unique password.

We use one essential cookie to keep you signed in. We do not use advertising or tracking cookies. We count visits with our own privacy-friendly counter, which uses no cookies. See our Cookie Policy for details.

HireFlow Agent is not intended for anyone under 16, and we do not knowingly collect data from them.

If we change this policy in a way that matters, we will update the date above and tell you in the app. Questions? Contact us at support@hireflowagent.com.