Privacy Policy

HireFairy is a recruitment software platform for creating jobs, managing candidates, scheduling interviews and communicating with applicants.

HireFairy is operated by HireFairy Limited, a company registered in England and Wales under company number 17326702. Our registered office is 1007 London Road, Leigh-On-Sea, United Kingdom, SS9 3JY. You can contact us at hello@hirefairy.io.

We collect the information needed to provide and improve the HireFairy service. The exact information depends on whether you are a customer, team member, job applicant or website visitor.

• Account and workspace details, such as name, email address, workspace name, role and authentication information.
• Recruitment data entered by customers, including job details, candidate names, contact details, notes, hiring stages, interview details and application materials.
• Applicant data submitted through public job pages, including CVs, cover letters, application answers, right-to-work responses and contact details.
• Operational data such as device, browser, log, security and usage information needed to run, secure and support the platform.
• Billing and subscription information where paid services are used.

We use personal data to provide the HireFairy platform, support customer hiring workflows and maintain a secure, reliable service.

• Create and manage customer accounts and workspaces.
• Publish job pages and receive candidate applications.
• Store recruitment records, candidate documents, notes, stages and interview information.
• Send service-related emails, including application acknowledgements and candidate communications configured by customers.
• Provide customer support, troubleshoot issues and improve the product.
• Protect HireFairy, customers and candidates from misuse, unauthorised access and fraud.
• Meet legal, tax, accounting and regulatory obligations.

Where UK GDPR applies, we rely on one or more lawful bases depending on the context. This may include performance of a contract, legitimate interests, legal obligations and, where appropriate, consent.

Customers using HireFairy are generally the controller of candidate recruitment data they enter or collect through the platform. HireFairy acts as processor for that data, except where we process information for our own business, security, legal or product administration purposes.

We do not sell personal data. We share data only where needed to operate HireFairy, provide customer support, comply with law or protect our service.

• Hosting, database, storage, authentication, email delivery, analytics, billing and support providers used to operate the platform.
• Customer workspace users who are authorised to access recruitment records in their workspace.
• Professional advisers, regulators, law enforcement or courts where required by law or necessary to protect legal rights.
• Future subprocessors, provided they are selected with appropriate care and contractual safeguards.

We use technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse or alteration. These measures may include access controls, authentication, encryption in transit, permission checks, audit trails and secure infrastructure providers.

No online service can guarantee absolute security, but we work to keep HireFairy secure and to respond promptly if a security issue is identified.

We retain personal data only for as long as needed for the purposes described in this policy, unless a longer period is required by law.

Customer workspace data is generally retained while the customer account is active. Customers may delete or export data where platform functionality allows. Backup, audit, billing and legal records may be retained for a limited period after deletion where necessary for security, continuity, legal or accounting reasons.

Some providers used to operate HireFairy may process data outside the United Kingdom. Where this happens, we aim to use appropriate safeguards such as adequacy regulations, standard contractual clauses or equivalent protections required by applicable law.

Depending on your location and the context, you may have rights to access, correct, delete, restrict or object to processing of your personal data, and to request portability of certain data.

If your data was submitted to a HireFairy customer as part of a job application, that customer will usually be the controller and should be your first contact. We will assist customers with appropriate requests where required.

• You can contact us about privacy requests at hello@hirefairy.io.
• You also have the right to complain to the UK Information Commissioner's Office if you are unhappy with how your data is handled.

HireFairy is intended for business recruitment use and is not directed at children. Customers should not knowingly collect children's personal data through HireFairy unless they have a lawful basis and appropriate safeguards.

We may update this Privacy Policy as HireFairy develops, our providers change or legal requirements evolve. The Last updated date shows when the policy was most recently revised.