Privacy Policy

1. Introduction

Health Tech Academy, LLC (“Health Tech Academy,” “HTA,” “we,” “us,” or “our”) respects your privacy. Health Tech Academy is the parent company and operator of HealthcareHire.ai. This Privacy Policy explains how we collect, use, disclose, retain, and otherwise process personal information when you use or interact with HealthcareHire.ai.

In this Policy, “personal information” includes “personal data,” “personal information,” and similar terms as defined under applicable privacy laws. “Process” means any operation performed on personal information, including collecting, using, disclosing, storing, analyzing, transferring, deleting, or otherwise handling it.

This Policy applies to the HealthcareHire.ai platform available at app.healthcarehire.ai; HealthcareHire.ai-branded websites and subdomains; mobile applications that we make available for HealthcareHire.ai; APIs, integrations, and connected services made available by or through HealthcareHire.ai; and our recruiting, talent, career, support, marketing, and related services (collectively, the “Services”).

This Policy is specific to HealthcareHire.ai. Other Health Tech Academy products, websites, and services may be governed by separate privacy notices. If a separate or supplemental privacy notice applies to a particular feature, jurisdiction, Employer Customer, integration, recording, AI-assisted feature, or other processing activity, that notice will supplement this Policy and will control to the extent of any conflict, as permitted by applicable law.

By using the Services, you acknowledge that you have read this Policy. Where applicable law requires notice, choice, or consent for a particular processing activity, we will provide it separately; your use of the Services does not replace any consent required by applicable law.

2. Our Role: Controller and Service Provider

Health Tech Academy acts as a controller of personal information when we determine the purposes and means of processing. This includes, for example, when you interact directly with HealthcareHire.ai to create or administer an account, build or manage a candidate profile, search or apply for jobs, use career, interview, assessment, coaching, or AI-assisted features, contact support, receive communications from us, visit our websites, or otherwise engage directly with the Services.

When an employer, healthcare organization, staffing organization, recruiter, workforce organization, or other customer (each, an “Employer Customer”) uses HealthcareHire.ai to conduct recruiting, screening, interviewing, talent matching, internal mobility, redeployment, workforce, or related activities, the Employer Customer may be the controller or business responsible for the personal information processed through the Services. In those circumstances, Health Tech Academy acts as a processor, service provider, contractor, or similar service provider, as applicable under relevant law and as specified in our agreement with the Employer Customer.

When we act on behalf of an Employer Customer, we process personal information in accordance with the Employer Customer’s documented instructions, our agreement with the Employer Customer, and applicable law. The Employer Customer is generally responsible for determining the lawful basis for its processing, providing notices required in connection with its recruiting or employment activities, determining applicable retention requirements, and making hiring, employment, and other workforce decisions. The Employer Customer’s privacy notice may also apply.

We may process Employer Customer-controlled personal information for our own limited purposes where permitted by applicable law and our agreement with the Employer Customer. Those purposes may include maintaining, securing, supporting, troubleshooting, and improving the Services; preventing, detecting, and investigating fraud, abuse, security incidents, or unlawful activity; complying with legal obligations; enforcing our agreements; and creating aggregated or de-identified information. We do not use Employer Customer-controlled personal information for purposes incompatible with our contractual and legal obligations.

If you submit a privacy request involving personal information controlled by an Employer Customer, we may direct you to the Employer Customer, assist the Employer Customer in responding, or respond directly where required by applicable law or our agreement with the Employer Customer. Deleting a HealthcareHire.ai account does not necessarily delete records independently controlled by an Employer Customer.

3. Information We Collect

3.1 Information You Provide

Account and identity information. We may collect your first and last name, preferred name, email address, username, phone number, mailing address, city, postal code, country, time zone, language, profile photo, and account authentication information. We do not intentionally store account passwords in readable form. Where you use a third-party identity provider or single sign-on service, we may receive account identifiers, authentication tokens, and other information that you authorize the provider to share.

Career and professional profile information. We may collect resumes and CVs, including information extracted or parsed from them; employment and work history; education; certifications, licenses, credentials, skills, projects, languages, professional summaries, job titles, departments, professional profile links, portfolio links, personal websites, scheduling links, career goals, target roles, and work preferences.

Job search, application, and recruiting information. We may collect information about jobs you view, save, match with, express interest in, or apply to; application status and stage history; screening-question answers; cover letters; desired roles and industries; work arrangements; preferred locations; compensation expectations; availability; interview scheduling information; and notes or other information that you submit in connection with a recruiting process.

Communications and support information. We may collect the content and metadata of communications you send or receive through the Services, including messages, support requests, survey and feedback responses, authorized testimonials, direct messages, chatbot or AI-assistant conversations, and communication preferences.

Information from integrations you authorize. If you connect a third-party account, application, or service, we may receive the information, account identifiers, access or refresh tokens, permissions, and other data that you authorize that third party to share. The information we receive depends on the integration, your settings with the third party, and the permissions you grant. You may be able to disconnect an integration through the Services or the third party’s settings, although disconnecting an integration may not delete information previously received and retained in accordance with this Policy.

3.2 Sensitive Personal Information

Depending on the feature, role, Employer Customer, jurisdiction, and applicable law, we may collect information that is considered sensitive personal information, sensitive personal data, biometric information, or special-category personal data. We seek to minimize collection of this information and collect it only when you voluntarily provide it, an Employer Customer requests or provides it in connection with a recruiting or workforce process, it is necessary to provide a requested feature or accommodation, it is required for a role or legal obligation, or it is otherwise permitted or required by applicable law.

Where applicable and technically feasible, we use role-based access controls and other safeguards designed to limit access to sensitive personal information to authorized persons with a legitimate need to access it. The specific collection, use, disclosure, access, and retention of sensitive personal information may vary by Employer Customer, feature, role, jurisdiction, and applicable law.

We do not sell sensitive personal information, and we do not use sensitive personal information to infer characteristics about you for advertising purposes.

3.3 Assessment, Interview, and AI Interaction Data

We may collect responses to career, interest, skills, screening, or interview assessments; timestamps, duration, attempt information, and associated scores or readiness indicators; interview practice or evaluation sessions; transcripts; AI-generated scores or recommendations; and prompts, responses, and context from AI-assisted features.

Where an Employer Customer enables an assessment, interview, proctoring, or AI-assisted recruiting feature, the Employer Customer and its authorized recruiters, interviewers, or other users may receive the information and outputs generated in connection with that feature, subject to the Employer Customer’s configuration and applicable law.

Where integrity or proctoring tools are used, we provide notice before collection and obtain consent where required by law. We do not use a device camera for monitoring through a HealthcareHire.ai mobile application unless a future feature expressly requests camera access and this Policy is updated accordingly.

3.4 Information Collected Automatically

When you use the Services, we may automatically collect IP address, approximate country or region derived from IP, browser type and version, operating system, device characteristics, screen size, language and locale, referring and exit URLs, pages and features viewed, search activity, clicks, session duration, timestamps, and diagnostic or error information.

We also maintain security and audit records such as sign-in and sign-out events, authentication and token-refresh events, password-reset activity, session records, IP address and user agent, permission or role changes, administrative activity, and records of access to features or documents. For AI features, we may log the feature invoked, model or service used, usage metrics, timestamps, and technical request information for security, reliability, analytics, and cost management.

3.5 Mobile Application Data and Permissions

If we provide a HealthcareHire.ai mobile application, it may collect the following information in addition to the categories above:

Unless a feature clearly states otherwise and this Policy is updated, the HealthcareHire.ai mobile application does not access your contacts, call logs, SMS messages, health or fitness data, or files you did not intentionally select; does not track precise location in the background; does not use advertising identifiers for cross-app tracking; and does not serve third-party behavioral advertising.

3.6 Information From Other Sources

We may receive professional or recruiting information from Employer Customers, staffing partners, identity providers, social-login providers, professional-data and enrichment providers, public professional sources, external job-listing providers, background or screening providers where lawfully authorized, and analytics, marketing, or CRM providers.

Where we use professional-data or enrichment providers to build or enhance a candidate profile, we require or rely on an appropriate lawful basis and provide applicable rights to object, correct, or delete information as described below.

4. How We Use Personal Information

We use personal information to:

• Provide and administer the Services, create accounts, authenticate users, maintain sessions, and sync authorized data across devices and interfaces.
• Build and maintain candidate profiles, resumes, portfolios, skills information, career preferences, and related user-directed content.
• Provide job search, recommendations, matching, application assistance, application tracking, interview preparation, assessments, and related career tools.
• Provide Employer Customers with candidate search, pipelines, matching, sourcing, screening, interviewing, analytics, talent intelligence, internal mobility, and redeployment functionality on their instructions.
• Personalize content, role recommendations, search results, and user experiences based on your profile, preferences, activity, and authorized data.
• Operate AI-assisted features, including summarization, recommendations, skill analysis, matching, screening support, interview feedback, and decision-support outputs.
• Communicate with you about account activity, applications, interviews, messages, security, product updates, support, and marketing where permitted by law.
• Improve, develop, test, secure, and troubleshoot the Services through product analytics, quality assurance, research, and aggregated or de-identified analysis, and through other processing permitted by applicable law and our agreements with Employer Customers.
• Protect users and the Services, detect and prevent fraud or abuse, investigate security incidents, enforce our Terms, and maintain audit trails.
• Comply with legal obligations and lawful requests and establish, exercise, or defend legal claims.

4.1 Legal Bases for EEA, UK, and Swiss Users

Where applicable data-protection law requires a legal basis, we generally rely on: performance of a contract or steps requested before entering a contract; our legitimate interests in operating, securing, improving, and supporting the Services; consent where required, including for certain recordings, permissions, marketing, or sensitive information; and compliance with legal obligations. Where we rely on legitimate interests, we consider the impact on your rights and interests.

5. AI-Assisted Recruiting and Decision Support

HealthcareHire.ai may use artificial intelligence or machine learning to generate recommendations, summaries, job or candidate matches, rankings, screening support, interview feedback, skills analysis, or other decision-support outputs. The availability and use of these features may vary by Employer Customer, role, location, and product configuration.

AI-generated outputs may be incomplete, inaccurate, or inappropriate for a particular context. They are intended to assist, not replace, appropriate human judgment. Unless an Employer Customer separately informs you otherwise in accordance with applicable law, HealthcareHire.ai does not make hiring, employment, promotion, termination, compensation, or other employment decisions and does not make solely automated decisions that produce legal or similarly significant effects concerning you.

Employer Customers remain responsible for determining whether and how to use AI-assisted outputs; conducting meaningful human review where required; making hiring, employment, and other workforce decisions; and complying with applicable law, including any obligations relating to notices, consent, bias audits or impact assessments, recordkeeping, accommodations, alternative-selection processes, and rights relating to automated decision-making.

Where required by applicable law, we or the relevant Employer Customer will provide additional notice before an AI-assisted interview, assessment, screening, ranking, or decision-support feature is used. Those notices may describe the categories of data used, the purpose of the tool, the nature of the output, the role of human review, available accommodations or alternative processes, and applicable rights to request information, object, opt out, or seek human review.

We do not use voluntary EEO self-identification information to score, rank, recommend, screen, or select candidates. We also do not use voice recordings to identify or authenticate a person or to create a voiceprint for identification purposes.

6. Mobile App Permissions

Permissions are requested in context when a related feature is used. You can change permissions through your device settings. Revoking a permission stops future collection associated with that permission, although previously collected information may remain subject to the retention rules in this Policy.

7. Push Notifications

If you enable push notifications, we register a device push token with Apple Push Notification service or Firebase Cloud Messaging and use it to deliver service, application, interview, message, security, and other enabled alerts. Notification content may contain limited personal information, such as an employer name or interview reminder.

You can change notification preferences in the app where available or disable notifications at the operating-system level. We retain push tokens only while they are valid or needed to provide enabled notifications.

8. Location Information

Where enabled, we use approximate location while the app or location-enabled feature is in use to show nearby opportunities, sort or filter results by distance, or prefill location fields. We do not use precise GPS location to build a background movement profile or for behavioral advertising.

Separately, we may derive approximate country or region from your IP address for security, fraud prevention, analytics, and regional compliance. If a mapping or geocoding provider is used, that provider receives the location or address query necessary to return results.

9. Microphone, Voice Recordings, and Biometric Notice

9.1 What We Collect and Why

When you intentionally use an interview, spoken-answer, coaching, or other voice feature, we may record your audio and generate a written transcript. We use the audio and transcript to deliver the requested feature, create transcripts, generate feedback or decision-support outputs, and detect misuse or integrity issues where applicable.

9.2 Notice and Consent

Microphone access occurs only while a recording feature is active and after the device permission and any additional notice or consent required for that feature have been provided. Before recording begins, we provide any notice and obtain any affirmative consent required by applicable law. Device-level microphone permission does not replace any separate consent required for the recording, transcription, AI analysis, or biometric processing of voice data.

You may decline microphone permission or stop a recording. If you do so, voice-enabled features may not be available, although text-based or other alternatives may be available depending on the feature and Employer Customer configuration. Deletion requests are handled as described in Section 16, subject to applicable law, contractual requirements, legal holds, and retention obligations.

9.3 Biometric Notice

Voice recordings may be treated as biometric information or biometric identifiers under some laws, depending on how the recording is collected, processed, and used. We do not use voice recordings to identify or authenticate you, create an identification voiceprint, infer health information, or serve advertising. We do not sell, lease, trade, or otherwise profit from voice recordings or biometric identifiers derived from them. Where applicable law requires notice and express consent before capture or use, we provide the required notice and obtain that consent before the applicable processing begins.

We disclose recordings or transcripts only as needed to provide the feature, to contracted service providers processing them on our behalf, to the relevant Employer Customer when the recording is part of that customer’s recruiting or assessment process, or where required by law. We require service providers that process recordings or transcripts on our behalf to process them only for the authorized purposes and subject to contractual confidentiality, security, and data-protection obligations.

We maintain a retention and destruction schedule for voice recordings, transcripts, and any biometric information. Unless a different period is required by applicable law, contract, legal hold, or an Employer Customer’s documented lawful instruction, we retain and destroy this information only for the period necessary to provide the feature and support the relevant recruiting or assessment process, as further described in Section 15 and any applicable supplemental biometric notice. We permanently delete or de-identify the information when the applicable retention period ends, subject to lawful exceptions and backup-deletion cycles.

9.4 AI-Analyzed Interviews

Where an Employer Customer uses AI-assisted interview analysis, we provide or support notices and consent mechanisms required by applicable law. Depending on the jurisdiction and the feature used, you may have rights to receive information about the use of AI, the categories of data evaluated, the nature of the output, and the role of human review; to decline an AI-analyzed interview where required; to request an accommodation or alternative process where required; or to request deletion of interview recordings.

The Employer Customer, not Health Tech Academy, makes the hiring decision and is generally responsible for determining whether and how to use AI-assisted outputs, providing legally required employment-related notices, offering accommodations or alternatives where required, conducting meaningful human review where required, and complying with laws applicable to its hiring process.

10. How We Share Personal Information

We may disclose personal information to the following categories of recipients as necessary for the purposes described in this Policy:

• Employer Customers and recruiters when you submit an application, expressly direct or authorize us to share your information, or where an Employer Customer has provided your information to us for processing on its behalf.
• Cloud hosting, infrastructure, security, authentication, communications, analytics, customer-support, AI, transcription, video, mapping, and other technology service providers under contractual restrictions.
• Professional-data, enrichment, job-listing, integration, identity, social-login, background-screening, or other providers when necessary for a feature you use or when lawfully authorized.
• Professional advisers, auditors, insurers, and legal or regulatory authorities where necessary to comply with law, protect rights or safety, or establish or defend legal claims.
• A buyer, investor, successor, or other relevant party in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar corporate transaction, subject to applicable confidentiality and legal requirements.

We do not sell personal information or sensitive personal information as those terms are defined by applicable U.S. privacy laws, and we do not share personal information for cross-context behavioral advertising. We do not knowingly permit third parties to use personal information collected through the Services for their own cross-context behavioral advertising.

If our practices change such that we engage in a sale, sharing, targeted advertising, or another activity that gives rise to an opt-out right under applicable law, we will provide the required notice and make available the applicable opt-out mechanism before engaging in that activity.

11. Employer Customer Data

When an Employer Customer controls information processed through HealthcareHire.ai, that Employer Customer is responsible for determining the legal basis, notices, retention rules, employment decisions, and responses to applicable privacy rights. We process the information according to our agreement with the Employer Customer and applicable law.

If your account or application is connected to an Employer Customer, deleting your HealthcareHire.ai account does not necessarily delete copies or employment records independently controlled by that Employer Customer.

12. Cookies and Similar Technologies

We may use cookies, local storage, session storage, pixels, SDKs, and similar technologies to operate and secure the Services; keep you signed in; remember preferences; measure performance; understand feature usage; diagnose issues; and support permitted marketing or analytics activities.

Where required by law, we obtain consent before placing or accessing non-essential cookies or similar technologies and provide controls to manage those choices. You may also use browser or device settings to manage cookies, although disabling technologies that are necessary to provide or secure the Services may prevent parts of the Services from working.

13. Security

We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, authentication, encryption in transit, logging, monitoring, backups, vendor controls, and security review practices appropriate to the nature of the information.

No system can be guaranteed to be completely secure. You are responsible for protecting your credentials and notifying us if you suspect unauthorized account access.

14. International Data Transfers

Health Tech Academy is based in the United States, and our service providers may process information in the United States and other countries. These countries may have data-protection laws that differ from those where you live.

Where required by applicable law, we use an approved transfer mechanism for international transfers, which may include an adequacy decision, the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Agreement or UK Addendum, contractual protections, or another lawful transfer mechanism. We implement supplementary technical, organizational, and contractual measures where appropriate.

15. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, including providing the Services, maintaining account and application history, complying with legal and contractual obligations, resolving disputes, preventing abuse, enforcing agreements, and establishing, exercising, or defending legal claims.

The retention period for a category of personal information depends on the nature of the information, the purpose for which it was collected, account status, the features used, whether the information is controlled by an Employer Customer, applicable contractual obligations, security needs, and applicable law.

Candidate account and profile information is generally retained while an account remains active and for a limited period afterward, unless deletion is requested or a longer retention period is required or permitted by law. Employer Customer-controlled applications, interview records, and other workforce records are retained in accordance with the Employer Customer’s documented instructions, our agreement with that Employer Customer, and applicable law.

Voice recordings, transcripts, and any biometric information are retained and permanently destroyed in accordance with our retention and destruction schedule, applicable law, and any applicable supplemental biometric notice. Where applicable law requires a shorter destruction period, we follow that requirement.

When information is no longer required, we delete, anonymize, or de-identify it using reasonable processes, subject to backup cycles, legal holds, and other lawful retention exceptions.

16. Your Privacy Rights and Choices

Depending on where you live and how we process your information, you may have rights to access, know, correct, delete, or obtain a portable copy of personal information; object to or restrict certain processing; withdraw consent; opt out of certain marketing; and appeal certain privacy-request decisions. Some U.S. state laws may also provide rights to opt out of certain sales, sharing, targeted advertising, profiling in furtherance of decisions that produce legal or similarly significant effects, or similar processing where those activities apply.

To exercise a privacy right, contact us using the information in Section 20 and state the nature of your request. We may need to verify your identity before completing a request and may request information reasonably necessary to do so. You may also use an authorized agent where permitted by law, subject to proof of authorization and any legally permitted verification requirements. We will not discriminate against you for exercising applicable privacy rights.

If we deny your privacy request in whole or in part, you may appeal the decision by replying to our response or contacting us using the information in Section 20 and stating that you are submitting a “Privacy Appeal.” Please include sufficient information for us to identify the request and the decision you are appealing. We will review and respond to the appeal within the period required by applicable law and, where required, provide information about how to contact the relevant regulator if you disagree with our appeal decision.

If we process information solely for an Employer Customer, we may refer your request to that Employer Customer or assist it in responding, as required by applicable law and our agreement with the Employer Customer.

16.1 Marketing Choices

You can opt out of marketing emails using the unsubscribe link in the message. Service, security, account, application, and other transactional communications may still be sent where necessary. Push notifications can be managed through app or device settings.

16.2 EEA, UK, and Swiss Rights

Where the GDPR, UK GDPR, or comparable law applies, you may have rights of access, rectification, erasure, restriction, portability, and objection, and the right to withdraw consent without affecting prior lawful processing. You may also have the right to complain to your local data-protection authority. We will respond to applicable requests without undue delay and within the period required by applicable law.

17. Children’s Privacy

HealthcareHire.ai is intended for adults and is not directed to children under 18. We do not knowingly collect personal information from children under 18 through the Services. If we learn that we have collected personal information from a child under 18 without appropriate authorization or another lawful basis, we will take appropriate steps to delete or otherwise address that information in accordance with applicable law. If you believe a child has provided personal information to us, contact us using the information in Section 20.

18. Third-Party Services and Links

The Services may link to or integrate with third-party websites, job boards, identity providers, social platforms, mapping services, screening providers, or other services. Their privacy practices are governed by their own notices. We encourage you to review those notices before providing information directly to a third party.

19. Changes to This Privacy Policy

We may update this Policy to reflect changes in HealthcareHire.ai, technology, legal requirements, or our practices. We will update the effective date and provide additional notice of material changes where required by law. Where applicable law requires notice, choice, or consent before a material change takes effect, we will provide it. Your continued use of the Services after an updated Policy takes effect does not replace any consent required by applicable law.

20. Contact Us

HealthcareHire.ai is a product of Health Tech Academy, LLC.

Health Tech Academy, LLC

1101 S Capital of Texas Hwy, Building J, Suite 205, Austin, TX 78749

Email: info@healthtechacademy.org

Product URL: app.healthcarehire.ai

For privacy requests or appeals, please use the email above and include enough information for us to identify your account and the nature of your request or appeal. For an appeal, please include “Privacy Appeal” in the subject line and identify the request or decision you are appealing. Do not send highly sensitive information by ordinary email unless requested through a secure process.