JustHire Privacy Policy

Effective date: 1 January 2025

This policy explains how Veritas Crescent LLC, doing business as JustHire (“JustHire”, “we”, “us”), collects, uses and protects personal information. JustHire is a Delaware limited liability company at 8 The Green, Suite D, Dover, Delaware 19901, United States.

It covers three groups of people:

• Candidates who are invited to a JustHire assessment by an employer that uses our service.
• Customer users: recruiters, hiring managers and administrators at organisations that use JustHire.
• Website visitors tnths we have collected these categories of peo justhire.ai and people who contact us or receive our emails.

Key points

• What we collect: if you are a candidate, your name, email address, interview recordings and test results, shared with us by the employer you applied to.
• How AI is used: AI reviews the content of your answers against the job’s criteria. It does not analyse your face, voice or appearance, and we do not collect biometric data.
• People decide: the employer’s team makes every hiring decision. You can ask for a person to review your results.
• How long we keep it: candidate data is deleted automatically 90 days after import, or sooner if you ask.
• Your rights: you can access, correct or delete your information by emailing support@justhire.ai.
• We never sell your information or use it to train AI models.

1. Our role

For candidate data, the employer is in charge. When an employer invites you to a JustHire assessment, that employer is the controller of your information and JustHire processes it on their behalf, under our Data Processing Agreement. The employer decides why your information is collected and how it is used in their hiring process. Their own privacy notice also applies.

For customer users and website visitors, JustHire is in charge. We are the controller of information about people who use our service at a customer organisation, visit our website, or contact us.

If you are a candidate and have a question about how an employer uses your information, contact that employer. You can also contact us at support@justhire.ai and we will help or pass your request on.

2. Information we collect

Candidates

We do not read your résumé, attachments, notes or application source from the employer’s applicant tracking system.

No biometric data. Although interviews are recorded on video, we do not collect or create biometric identifiers or biometric information, such as face geometry, facial templates or voiceprints, and we do not use recordings to identify you. Recordings are kept only so the employer’s reviewers can watch your answers.

Customer users

• Name, work email address, role and organisation.
• Login details. Passwords are stored only in hashed form.
• Activity in the service, such as jobs created and actions taken on candidates.
• If you connect an applicant tracking system, your user ID in that system, for audit purposes.
• Billing contact details and invoice records, managed in QuickBooks.

Website visitors and contacts

• Information you send us, such as through a demo request, contact form or email.
• Device and usage information, such as IP address, browser type, pages visited and referring site, collected through cookies and similar technologies (see section 10).

3. How we use AI in candidate assessments

JustHire uses AI to help employers review interview answers consistently. People make every hiring decision.

• What the AI looks at: the content of your transcribed interview answers, and your psychometric and skills test results. It compares them with the job-related criteria the employer set for the role before inviting anyone.
• What the AI does not look at: your face, facial expressions, voice, tone, accent, appearance or background. It does not use or guess your age, sex, race, disability, religion or any other protected characteristic.
• What it produces: a fit score with a written explanation for each answer and overall. Reviewers see the evidence behind every score and add their own score alongside it.
• Who decides: the employer’s recruiters and hiring managers. JustHire never advances, rejects or hires anyone automatically.
• Your consent: before the interview starts, we tell you that AI is used and what it evaluates, and ask for your consent. You cannot start the interview without giving it.
• Alternatives: you can ask for reasonable accommodations, such as extra time, or for an alternative assessment reviewed by a person without AI scoring, by emailing support@justhire.ai. You can also ask for an explanation of your results, and for a person to review them. No decision about you is made by automated means alone.
• Fairness checks: we test results for adverse impact every quarter, and an independent auditor reviews our system for bias every year. Read the latest bias audit summary.
• No training on your data: we never use your information to train AI models. Only the content of your answers is sent to our AI provider, without your name or contact details, under a contract that prohibits them from training on it or keeping it.

4. How we use information

We do not sell personal information or share it for cross-context behavioural advertising.

5. Who we share information with

• The employer you applied to. Your assessment results are shared with the employer’s authorised users, and returned to their applicant tracking system as a note on your profile. Interview recordings are shared only with people involved in the hiring decision.
• Our service providers (sub-processors). They process information only on our instructions, under contracts that protect it:

• Legal and safety reasons. We may disclose information if the law requires it, or to protect the rights, safety or property of JustHire, our customers or others. We will challenge requests we consider unlawful or overbroad.
• Business transfers. If JustHire is involved in a merger, acquisition or sale of assets, information may transfer to the new owner, who must continue to protect it under this policy.

We never sell personal information.

6. Where information is stored

We store information on Amazon Web Services in the United States (us-east-1). If you are outside the United States, your information will be transferred there.

For transfers from the EU, EEA, UK and Switzerland, we use the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum. For transfers from other countries, we use the safeguards those countries’ laws require. Our Data Processing Agreement sets out these protections in full.

7. How long we keep information

Backups age out on a rolling basis, so deleted information is removed from backups automatically.

8. How we protect information

• All data is encrypted in transit (TLS 1.2 or higher) and at rest (AES-256).
• Interview recordings are kept in private, encrypted storage and viewed only through short-lived links by authorised users.
• Access to production systems is limited to named engineers, protected by single sign-on and multi-factor authentication, and logged.
• An independent firm tests our security every year.
• We are working towards SOC 2 Type II and ISO 27001 certification, expected in Q1 2027.

No system is completely secure. If a security incident affects your information, we will notify the affected employer or customer within 72 hours of confirming it, and notify you where the law requires.

9. Your rights

Depending on where you live, you may have the right to:

• access the personal information we hold about you and get a copy;
• correct inaccurate information;
• delete your information;
• restrict or object to how we use it, including for direct marketing;
• receive your information in a portable format;
• withdraw consent at any time, without affecting what happened before; and
• not be treated differently for using these rights.

How to use them. Email support@justhire.ai. We will verify your identity and respond within 30 days, or sooner if the law requires. If you are a candidate, we may pass your request to the employer, who is in charge of your information. We can delete a candidate’s information, including interview recordings, directly on a verified request.

EU, EEA, UK and Switzerland. You can also complain to your local data protection authority, or in the UK to the Information Commissioner’s Office.

United States. Residents of California and other states with privacy laws have the rights above, subject to exceptions in those laws. We do not sell or share personal information, and we do not use sensitive personal information to infer characteristics about you. You may use an authorised agent to make a request. If we refuse your request, you can appeal by replying to our response.

In the last 12 months we have collected these categories of personal information, as the California Consumer Privacy Act defines them:

We collect this information from the sources in section 2, for the purposes in section 4, and keep it for the periods in section 7.

Illinois and New York City. Where the Illinois Artificial Intelligence Video Interview Act or New York City Local Law 144 applies, employers give candidates the notices those laws require. You can ask for your interview recordings to be deleted, and we will delete them, and any copies, within 30 days of the request.

Other countries. If you live in Canada, Brazil, Australia or elsewhere, you have the rights your local law gives you. Contact us and we will help.

10. Cookies, analytics and marketing

Cookies. We use cookies and similar technologies on justhire.ai and in the service:

Where the law requires, we ask for your consent before setting non-essential cookies, and you can change your choices at any time through the cookie banner or a “Cookie settings” link. You can also block cookies in your browser settings. We honour Global Privacy Control signals as an opt-out where the law requires check your website supports this.

Candidates completing an interview only receive the essential cookies needed to run it.

Marketing emails. We send product news and marketing emails to customer users and business contacts, as the law allows. Every email has an unsubscribe link, or you can email support@justhire.ai. We never send marketing emails to candidates.

11. Children

JustHire is not intended for anyone under 18, and we do not knowingly collect their information. If we learn we have, we will delete it.

12. Changes to this policy

We will post any changes on this page and update the effective date. If the changes are significant, we will tell customers by email before they take effect.

13. Contact us

Veritas Crescent LLC, doing business as JustHire
8 The Green, Suite D, Dover, Delaware 19901, United States

Privacy Officer. Our Privacy Officer is responsible for how we protect personal information, including under Quebec’s privacy law and Brazil’s LGPD. You can reach them at:

• Name and title: Carolina Pejanovic, CEO
• Email: carolina@justhire.ai
• Post: the address above, marked “Privacy Officer”