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Privacy Policy

Last updated: 19 June 2026

1. Introduction

HireSales.ai respects your privacy and is committed to protecting the personal information of candidates, employers, recruiters, partners, website visitors and users of our services.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you use our website, platform, recruitment services, AI candidate-matching tools, or any connected services operated by HireSales.ai.

For the purposes of this Privacy Policy, “HireSales.ai”, “we”, “us” and “our” refers to:

Legal entity: [Insert legal company name]
Website: https://www.hiresales.ai
Email: brandonr@hiresales.ai
Address: Cape Town, South Africa

2. Personal information we collect

We may collect and process the following types of personal information.

Candidate information

This may include:

  • Full name

  • Contact details

  • Location

  • CV, résumé or professional profile

  • Work history

  • Education history

  • Skills and experience

  • Salary expectations

  • Preferred work type

  • Languages

  • Interview notes

  • Assessment notes

  • Call transcripts or screening notes

  • Candidate videos or audio recordings, where provided

  • References or employment-related information

  • Any other information a candidate provides to us during the recruitment process

Employer, recruiter and client information

This may include:

  • Name

  • Company name

  • Job title

  • Work email address

  • Phone number

  • Job requirements

  • Hiring preferences

  • Communication records

  • Platform usage information

Website and platform information

When you use our website or platform, we may collect:

  • IP address

  • Browser type

  • Device information

  • Pages visited

  • Login and usage activity

  • Cookies or similar tracking information

  • Technical logs used for security, analytics and service improvement

AI and matching information

When you use our AI matching tools, we may process:

  • Job specifications

  • Search prompts

  • Candidate profiles

  • CV content

  • Transcript content

  • Matching results

  • Scoring outputs

  • Recommendations

  • Search history or usage logs

3. How we collect personal information

We collect personal information when:

  • Candidates submit CVs, profiles, videos or screening information

  • Employers or recruiters submit job requirements

  • Users create accounts or interact with our platform

  • Users communicate with us by email, phone, forms or messaging platforms

  • We conduct screening, interviews or candidate assessments

  • We receive information from recruitment partners or referral partners

  • Users interact with our AI tools or connected GPT/action services

  • Our systems generate technical logs during normal use

We may also collect publicly available professional information where relevant to recruitment, hiring, candidate assessment or business development.

4. How we use personal information

We use personal information to:

  • Match candidates with job opportunities

  • Assess candidate suitability for sales-related roles

  • Create candidate profiles and shortlists

  • Share candidate information with relevant employers or recruitment partners

  • Manage recruitment processes

  • Communicate with candidates, clients and partners

  • Improve our platform, AI matching tools and recruitment services

  • Maintain security and prevent misuse

  • Comply with legal, regulatory and contractual obligations

  • Analyse hiring trends, candidate quality and platform performance

  • Provide support and respond to enquiries

We do not sell personal information.

5. AI candidate matching

HireSales.ai uses AI-assisted tools to help search, compare, summarise and match candidate profiles against job requirements.

AI outputs may include:

  • Candidate match scores

  • Candidate recommendations

  • Evidence-based summaries

  • Strengths and concerns

  • Interview focus areas

  • Search and ranking results

AI tools are used to support recruitment decisions, but they should not be treated as the only basis for a final hiring decision. Employers and recruiters should review candidate information, conduct interviews and apply their own judgement before making hiring decisions.

We aim to ensure that AI recommendations are based on relevant work-related information such as skills, experience, role fit, evidence of sales performance and job requirements.

6. GPT actions and external API use

HireSales.ai may use connected AI tools, including custom GPT actions, to interact with our own secure candidate-matching API.

When a user asks the GPT to search, match or review candidates, relevant information may be sent to our API, such as:

  • The job specification

  • Search criteria

  • Candidate profile information

  • Matching parameters

  • Candidate names or IDs

  • Indexing or database status requests

This information is used only to perform the requested recruitment or matching task.

Users may be asked by ChatGPT to approve the use of external actions before data is sent to the HireSales.ai API.

7. Legal basis for processing

We process personal information where one or more of the following applies:

  • The person has given consent

  • Processing is necessary to provide recruitment or platform services

  • Processing is necessary to perform or prepare for a contract

  • Processing is necessary for legitimate business interests

  • Processing is required by law

  • Processing is necessary to protect the rights or interests of a candidate, employer, client or our business

8. Sharing personal information

We may share personal information with:

  • Employers or clients considering candidates for roles

  • Recruitment partners working with HireSales.ai

  • Service providers who help us operate our platform, systems and tools

  • Cloud hosting, database, email, analytics or communication providers

  • AI service providers used to support candidate matching or profile analysis

  • Legal, accounting, security or professional advisers

  • Regulators, authorities or courts where required by law

We only share personal information where it is relevant, lawful and reasonably necessary for the purposes described in this Privacy Policy.

9. Candidate information shared with employers

If you are a candidate, your CV, profile, screening notes, video, audio, transcript, assessment information or other recruitment-related information may be shared with potential employers or recruitment partners when we believe there may be a suitable job opportunity.

We aim to share candidate information only with relevant parties involved in a genuine hiring or recruitment process.

10. Storage and security

We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, disclosure, alteration or destruction.

These measures may include:

  • Access controls

  • Authentication

  • Secure cloud storage

  • API authentication

  • Logging and monitoring

  • Limited access to candidate and client information

  • Internal data handling controls

No system can be guaranteed to be completely secure, but we take privacy and security seriously and work to reduce risk.

11. International transfers

Some of our service providers, systems or AI tools may be located outside South Africa. This means personal information may be processed in other countries.

Where we transfer or process personal information outside South Africa, we aim to take reasonable steps to ensure that appropriate privacy and security safeguards are in place.

12. Data retention

We keep personal information only for as long as reasonably necessary for recruitment, business, legal, operational or legitimate record-keeping purposes.

Candidate information may be retained so that we can:

  • Match candidates to future roles

  • Maintain recruitment records

  • Support clients and candidates

  • Improve matching accuracy

  • Comply with legal or contractual obligations

A candidate may request that we update or delete their information, subject to legal, contractual or legitimate business requirements.

13. Your rights

Depending on applicable law, you may have the right to:

  • Ask what personal information we hold about you

  • Request access to your personal information

  • Correct or update inaccurate information

  • Object to certain processing

  • Withdraw consent where processing is based on consent

  • Request deletion of your personal information

  • Ask us to restrict certain processing

  • Lodge a complaint with the relevant regulator

To exercise these rights, contact us at:

Email: [Insert privacy contact email]

14. Cookies and analytics

Our website may use cookies or similar technologies to improve website functionality, analyse usage, remember preferences and support security.

You can control or disable cookies through your browser settings. Some features of the website or platform may not work properly if cookies are disabled.

15. Direct marketing

We may contact clients, employers, recruiters, candidates or business contacts about relevant services, job opportunities, platform updates or recruitment-related information.

You can opt out of marketing communications at any time by using the unsubscribe option where available or by contacting us directly.

16. Children’s information

Our services are intended for employers, recruiters and working-age candidates. We do not knowingly collect personal information from children without appropriate consent or a lawful basis.

17. Third-party links and services

Our website or platform may contain links to third-party websites, tools or services. We are not responsible for the privacy practices, content or security of third-party websites or services.

Users should review the privacy policies of any third-party services they use.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised “Last updated” date.

Continued use of our website, platform or services after an update means you accept the updated Privacy Policy.

19. Contact us

For privacy questions, access requests, corrections or deletion requests, contact:

HireSales.ai
Email: brandonr@hiresales.ai
Website: https://www.hiresales.ai
Address: Cape Town, South Africa

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