This Privacy Policy ("Policy") describes how we collect, use, disclose, and safeguard personal information of users of the recruitment system ("System") in accordance with applicable U.S. federal and state privacy laws, including the California Consumer Privacy Act (CCPA), Virginia Consumer Data Protection Act (VCDPA), and other applicable regulations.
By using the System, you acknowledge that you have read and understood this Policy. Your use of the System constitutes acceptance of our data practices as described herein.
The data controller and service provider is SofiHR LLC, a Delaware limited liability company.
Contact Information:
For privacy inquiries and data subject requests
Available upon request for official correspondence
Personal data is processed and stored in secure facilities within the United States and may be transferred to third-party processors as described in this Policy. We take appropriate measures to ensure the security and confidentiality of your data during storage and transmission.
Your personal data is processed exclusively for the following purposes:
Assessment of candidate's compliance with vacancy requirements
Assessment of professional skills and competencies
Storing information for future vacancies
Informing about assessment results
The System processes the following categories of personal data:
Full name, date of birth, contact information (phone, email)
Education, work experience, skills, test results
Video and audio recordings of interviews (with your consent)
IP address, device information, cookies
We collect and process personal information based on the following legal grounds:
Where you have provided explicit consent to process your personal information for specific purposes
Where processing is necessary to provide services requested by you or by our HR clients
Where processing is necessary for our legitimate business interests, such as fraud prevention, system security, and service improvement (balanced against your privacy rights)
Where processing is necessary to comply with applicable federal, state, or local laws and regulations
Note: You may withdraw your consent at any time by contacting us at info@sofihr.com. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
We store your personal data only for the time necessary to achieve the processing purposes specified in this Policy.
Up to 12 months after completion of the recruitment process
No more than 60 calendar days from the interview completion date
Up to 12 months after completion of the recruitment process
Stored during the data processing period + 3 years
After the specified periods, all personal data is subject to automatic deletion or anonymization.
During interviews, the System may record video and audio of candidates with their explicit consent. This data is used for interview assessment purposes only and is NOT used for biometric identification, facial recognition, or voice pattern creation.
Transcription and evaluation of candidate responses to interview questions
Providing HR managers with comprehensive candidate assessments
Ensuring fair and consistent evaluation processes
Your Rights: You may request deletion of your video/audio recordings at any time by contacting info@sofihr.com. Please note that deletion of recordings may affect our ability to process your application.
Subject to applicable law, you have the following rights regarding your personal information:
Request information about the categories and specific pieces of personal information we have collected, used, disclosed, or sold
Obtain a copy of your personal information in a portable and readily usable format
Request correction of inaccurate or incomplete personal information
Request deletion of your personal information, subject to certain exceptions
Opt out of the sale or sharing of your personal information (Note: We do not sell personal information)
Exercise your privacy rights without receiving discriminatory treatment
Withdraw your consent to data processing at any time (where processing is based on consent)
Authorized Agents: You may designate an authorized agent to make requests on your behalf. To designate an authorized agent, please provide written authorization or a power of attorney.
Important to understand: SofiHR is a platform aggregator providing recruitment services for HR professionals and organizations.
Individual platform users
Corporate platform clients
Mixed type with organization affiliation
On their own behalf or on behalf of organizations
On the platform using our technologies
For making hiring decisions
The following measures are applied to protect your personal data:
Protection during transmission and storage
Restriction of access to personal data to authorized persons only
Constant system security control
Security system updates
Your personal data is NOT transferred to third parties, except in the following cases:
Only with written consent
In cases provided by applicable legislation
In case of security threats or rights violations
We may engage third-party service providers to assist with audio/video transcription, data storage, payment processing, and other business functions. These service providers are contractually obligated to:
Follow our specific instructions and not use your data for their own purposes
Maintain appropriate technical and organizational security safeguards
Adhere to applicable U.S. federal and state privacy regulations
Delete or return data when services are completed or upon our request
The System uses cookies for:
Saving session and settings
Improving system performance
Protection against fraudulent activities
We reserve the right to make changes to this Policy. When making significant changes:
Email notification about changes
Indication of new effective date
Right to withdraw consent if disagreeing with changes
For all questions related to this Privacy Policy or to exercise your privacy rights, please contact us:
Privacy inquiries and data subject requests
Available through the feedback form in the System
We will respond to your inquiries within 45 days of receipt (or as otherwise required by applicable law).
This Privacy Policy is governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions.
Any disputes arising out of or relating to this Policy shall be resolved in the state or federal courts located in Delaware, and you consent to the jurisdiction of such courts.
By using the System, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.
If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:
Name, email address, phone number, IP address
Resume, work history, education, skills, interview responses
Video and audio recordings of interviews
Device information, browsing activity, interaction with our System
Request disclosure of categories and specific pieces of personal information we collect, use, disclose, or sell
Request deletion of personal information we have collected from you, subject to certain exceptions
We do not sell your personal information to third parties
We will not discriminate against you for exercising your CCPA rights
To exercise your CCPA rights, please contact us at info@sofihr.com. We will verify your identity before processing your request and respond within 45 days.