Privacy Policy

Hirebilis ("we", "us", "our") operates a cloud-based Applicant Tracking System. This Privacy Policy describes how we collect, use, store, and protect personal data in compliance with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and the EU General Data Protection Regulation (GDPR).

This policy applies to all users of the Hirebilis platform, including employers (tenants), their team members, and job applicants (candidates).

From employers (tenants):

From candidates:

• Company information (name, logo, contact details)
• User account details (name, email, role)
• Billing information (invoices, payment records)
• Usage data (login times, feature usage)
• Name and contact details (email, phone)
• Resume/CV and uploaded documents
• Answers to screening questions
• Video cover letters (if provided)
• Technical metadata (IP address, submission timestamp)

We use your data to:

• Provide and maintain the Hirebilis platform
• Process job applications on behalf of employers
• Communicate service updates and support responses
• Generate anonymized analytics and usage reports
• Comply with legal obligations

We process personal data based on:

• Consent -- candidates explicitly consent when submitting applications
• Contract -- employer data is processed to fulfill our service agreement
• Legitimate interest -- service improvement, security, and fraud prevention
• Legal obligation -- compliance with PH and EU regulations

Candidate personal data is retained for a maximum period configured by each employer (default: 24 months). After this period, candidate data is automatically anonymized. Employer account data is retained for the duration of the service agreement plus 5 years for legal compliance.

We do not sell personal data. Data is shared only with:

• The employing organization that posted the job (for candidate data)
• Infrastructure providers necessary to operate the service (hosting, email delivery)
• Legal authorities when required by law

If you are in the European Economic Area, you have the right to:

• Access your personal data
• Rectify inaccurate data
• Request erasure ("right to be forgotten")
• Restrict processing
• Data portability
• Withdraw consent at any time

If you are a Philippine data subject, you have the following rights:

• Right to be informed of the purpose and extent of data processing
• Right to access your personal data
• Right to object to processing not based on consent or lawful basis
• Right to erasure or blocking of unlawfully processed data
• Right to damages for unauthorized or inaccurate processing
• Right to data portability in electronic or structured format
• Right to lodge a complaint with the National Privacy Commission (NPC)

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will:

• Notify the National Privacy Commission (NPC) within 72 hours of discovery, as required by NPC Circular 16-03
• Notify affected data subjects within the same timeframe
• Where applicable, notify the relevant EU supervisory authority under GDPR

We implement appropriate technical and organizational measures to protect personal data, including encryption in transit (TLS), access controls, and regular security reviews. Multi-tenant data isolation ensures that each employer's data is strictly separated.

For privacy-related requests or concerns, contact us at [email protected].

You may also file a complaint with the National Privacy Commission (https://www.privacy.gov.ph).