HireMind AI (“HireMind”, “we”, “us”) is an AI-assisted hiring platform operated by Tevrix AI. Recruiters use it to post jobs, screen applicants and run AI voice interviews; candidates use it to apply and take interviews. This policy explains what personal data we handle, why, and the choices you have. Questions: panshul@tevrixai.com.
1. Who is responsible for your data
For recruiter and account data (section 2, “Recruiters and account holders”) and for technical data, Tevrix AI is the controller under the EU/UK General Data Protection Regulation (GDPR). For candidate data (applications, interviews, scores), the recruiter or company that opened the job decides why and how it is used and is the controller; Tevrix AI acts as its processor, handling that data on the recruiter’s instructions under a data processing agreement (available on request at panshul@tevrixai.com). If you are a candidate, the recruiter’s own privacy notice also applies to you, and you can direct requests about your application to them or to us.
2. Data we collect
Recruiters and account holders
- Account details: name, email address, sign-in method (email/password, Google or LinkedIn sign-in), company name.
- Content you create: job postings, interview questions, scheduling choices, notes and hiring decisions.
- Billing and usage: credit balance and usage; payments are processed by Stripe, and we do not store card numbers.
- Optional integrations you connect, such as Google Calendar (see section 5).
Candidates
- Application details: name, email, resume, answers to application questions, and links such as GitHub.
- Interview data: audio and transcripts of AI voice interviews, coding submissions, and proctoring signals where the recruiter enables them.
- Scores and reports generated about the interview.
Technical data
- Device, browser and log data needed to operate and secure the service.
We receive data directly from you, from the recruiter who invited you, and, if you provide a GitHub link, from your public GitHub profile. Providing application and interview data is voluntary, but we cannot run an application or interview without it.
3. How we use data, and our legal bases
Where the GDPR applies, we rely on the following legal bases:
- Contract (Art. 6(1)(b)): to provide the service to account holders — screening, running interviews, scoring, reporting, scheduling and billing.
- Legitimate interests (Art. 6(1)(f)): to secure the platform, prevent abuse and fix problems; and, for candidates, to help recruiters evaluate applications fairly and efficiently. We balance these interests against your rights and you can object (section 8).
- Consent (Art. 6(1)(a)): for optional features, such as connecting Google Calendar, and where you accept the interview consent notice before an AI interview. You can withdraw consent at any time; this does not affect processing done before withdrawal.
- Legal obligation (Art. 6(1)(c)): to meet tax, accounting and other legal duties.
We also use data to send transactional emails such as interview invitations, reminders and reports. We do not send marketing emails without a valid legal basis, and we do not sell personal data.
4. AI processing and automated decisions
AI features process candidate and recruiter content to produce transcripts, translations, scores and summaries. These outputs support, and do not replace, a human hiring decision: HireMind does not automatically reject candidates, and unclear or failed results are routed to manual review. Under GDPR Art. 22 you have the right not to be subject to a decision based solely on automated processing that significantly affects you. If you are a candidate, you can ask for human review of any AI-generated assessment, request an explanation of how it was produced, and contest it by contacting the recruiter or us at panshul@tevrixai.com.
We do not intentionally collect special-category data (such as health, ethnicity, religion or political opinion), and we ask that you do not volunteer it in an interview or application. Interviews conducted in a language other than English may be machine-translated into English for scoring, and the original transcript is kept unchanged.
5. Google user data (Google Calendar)
Recruiters can optionally connect their Google Calendar. If you do, HireMind asks for one Google permission (scope): https://www.googleapis.com/auth/calendar.events.
What we access, and why
- Create, update and delete interview events on your primary calendar when you schedule, reschedule or cancel an interview in HireMind. An event contains the interview title, the role, the candidate’s name and email as an attendee, you as an attendee, the time, and the interview link (or a Google Meet link).
- Read the HireMind interview event that we created, before changing it, so a reschedule updates the right event.
What we do not do
- We do not sell Google user data or use it for advertising.
- We do not use Google user data to develop, improve or train generalised AI or machine-learning models.
- We do not share Google user data with third parties, except service providers that host the platform on our behalf, or where required by law.
- Humans do not read your calendar data, except with your consent, to investigate abuse or a security issue, or where required by law.
Storage and protection
Access and refresh tokens are encrypted at rest and are only used by our servers to call the Google Calendar API for your account. They are never sent to your browser. We do not read your availability or your other events.
Disconnecting and deletion
You can disconnect at any time in Settings → Google Calendar → Disconnect. We then revoke our access with Google and delete the stored tokens. You can also remove HireMind’s access from your Google Account at myaccount.google.com/permissions. Events already created remain on your calendar, because they belong to you; you can delete them there.
Google API Services User Data Policy
HireMind’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
6. Who we share data with
We use service providers to run HireMind, under contracts that limit their use of your data. They fall into these categories: cloud hosting and database (Google Cloud, Supabase), AI and speech processing (Google Gemini / Vertex AI, Deepgram, and our self-hosted voice-interview engine), real-time media (LiveKit), email delivery (Resend), payments (Stripe), and error monitoring. A recruiter who receives a candidate’s application can see that candidate’s application, interview and score. We may disclose data if required by law or to protect rights and safety.
7. Retention
We keep account data while your account is active, and candidate application and interview data (including transcripts, scores and reports) for as long as the recruiter needs it for the hiring purpose or as the recruiter instructs, and no longer than necessary. Calendar tokens are deleted when you disconnect. After an account is closed or a valid deletion request is received, we delete or anonymise personal data unless we must keep it for legal reasons (for example, billing records).
8. Your rights
If the GDPR or UK GDPR applies to you, you have the right to:
- access the personal data we hold about you and receive a copy;
- have inaccurate data corrected;
- have your data erased (“right to be forgotten”) in the circumstances the law provides;
- restrict our processing;
- receive your data in a portable format (data portability);
- object to processing based on legitimate interests;
- withdraw consent at any time; and
- not be subject to a decision based solely on automated processing (section 4).
Residents of other regions, including India, may have similar rights under local law. Candidates who want their application data removed can ask the recruiter or contact us. To exercise any right, email panshul@tevrixai.com. We may need to verify your identity, and we respond within one month (30 days). If you are unhappy with our response, you have the right to lodge a complaint with your local data protection supervisory authority, for example the authority in your EU country of residence, place of work or place of the alleged infringement, or the UK Information Commissioner’s Office. We would appreciate the chance to resolve your concern first.
9. Security
We use encryption in transit (HTTPS), access controls, row-level database security, and encryption of third-party integration tokens at rest. No system is perfectly secure; we will notify affected users and regulators of a breach as the law requires, including notifying the relevant supervisory authority within 72 hours where the GDPR applies.
10. Children
HireMind is not intended for anyone under 18, and we do not knowingly collect their data.
11. International transfers
Our providers may process data in countries other than your own, including outside the European Economic Area and the UK. Where required, we rely on appropriate safeguards for those transfers, such as an adequacy decision or the European Commission’s Standard Contractual Clauses (and the UK addendum), and you can contact us to ask for more information about them.
12. Changes
We will post changes on this page and update the date above. If a change materially affects how we use Google user data, we will ask for your consent again.
13. Contact
HireMind AI (Tevrix AI) — panshul@tevrixai.com