1. Who this policy applies to
TheBetterHire is a business-to-business product. Our direct customers are recruiters, hiring teams, and the organizations that employ them (the "Customer"). The Customer may invite candidates to AI-led or human-conducted interviews on our platform, and information about those candidates flows through our systems.
This policy covers both the Customer's account holders and the candidates whose data is processed in connection with their hiring workflow.
2. What we collect
From account holders (recruiters and hiring teams)
- Account information: name, email, password (stored hashed), organization name, and role.
- Authentication tokens: OAuth tokens issued when connecting Claude.ai, ChatGPT, calendar providers, or other integrations.
- Billing information: handled by our payment processor; we receive metadata such as subscription status and the last four digits of a payment method.
- Usage and diagnostic data: tool calls, error logs, and performance metrics needed to operate and improve the service.
From candidates
- Identifiers provided by the Customer or by the candidate when joining: name, email, phone number.
- Resume content: the text or document files supplied by the Customer or candidate.
- Interview recordings and transcripts: audio and (for video interviews) video recordings, plus full transcripts with speaker attribution and timestamps.
- AI-generated assessments derived from the interview: per-skill competency scores, hire / maybe / no-hire recommendations, evidence excerpts with citation timestamps, action plans, candidate briefs, cross-interview debriefs, and side-by-side comparisons.
- Speech and communication metrics derived from the interview audio: pace (words per minute), fluency, pause patterns, and filler-word frequency.
- Engagement metadata: invitation delivery status, interview attendance, and event timestamps.
Identifiers, links, and tokens we issue
In responses to API and connector calls we return system-generated identifiers (UUIDs for interviews, candidates, job roles, webhooks, and download tokens) so the Customer can reference records in subsequent calls. We also issue short-lived signed URLs for retrieving interview audio and PDF reports, and a one-time HMAC-SHA256 secret when a webhook subscription is created. These artifacts are produced by our systems on the Customer's behalf and are not collected from the candidate.
From integrations
When the Customer connects TheBetterHire to a third-party platform (for example, Claude.ai or ChatGPT via our MCP server, Google Calendar, or a video conferencing service), data flowing into and out of that platform may pass through our systems to perform the requested action.
3. How we use it
- To operate the platform: schedule interviews, record and transcribe meetings, and generate competency scorecards, debrief reports, and candidate comparisons.
- To authenticate users and authorize requests across our APIs and integrations.
- To process payments and manage subscriptions.
- To send transactional and service-related emails (interview invitations, scheduling notifications, security alerts).
- To improve our models and product, using aggregated and anonymized signals where possible. We do not use Customer or candidate content to train third-party AI models without the Customer's instruction.
- To meet legal and regulatory obligations.
Google user data (Limited Use disclosure)
TheBetterHire's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: we access Google Calendar data (via the calendar.events scope) solely to create and manage interview events on the connected calendar at the Customer's request. We do not use raw or derived Google user data to create, train, or improve machine learning or artificial intelligence models — foundational, generalized, or otherwise. We do not transfer or sell Google user data to third parties, and no humans read this data except with the Customer's explicit consent, for security purposes, to comply with applicable law, or as part of aggregated and anonymized internal operations.
4. Who we share it with
We use the following categories of sub-processors to deliver the service. We share only the data each provider needs to perform their function on our behalf, and we require that they keep it confidential and use it only for the contracted purpose.
- AI analysis providers — large language model APIs that score interview transcripts, generate debriefs, and perform resume-to-JD matching.
- Audio transcription providers — convert recorded audio into text.
- Voice agent providers — power the AI voice interviewer for screening and brain interviews.
- Video conferencing and meeting bot providers — provide video rooms and join external meetings to record on the Customer's behalf.
- Cloud hosting, storage, and CDN providers — host application servers and store recordings.
- Email delivery providers — send invitation and notification emails.
- Payment processor — handles subscription billing.
- Connector platforms — where the Customer chooses to access TheBetterHire through a third-party AI assistant (such as Claude.ai or ChatGPT), the platform processes the Customer's prompts and may collect functional metadata about the connection (for example, which tools are called and how often). The Customer's prompts and our tool responses transit that platform on the way to and from our servers.
We will provide the current list of named sub-processors on request to enterprise Customers. We do not sell personal data, and we do not share it with advertisers.
We may disclose data when required by law, in response to a valid legal process, or where necessary to investigate fraud or protect the safety of users.
5. Where data is stored
Production application servers, primary databases, and audio and video recordings are hosted on Amazon Web Services in the United States (region us-east-1). Some sub-processors (for example, email and AI providers) may process data in other regions; in those cases, we rely on standard contractual mechanisms for cross-border transfers.
6. How long we keep it
- Account data — while you maintain an active account, plus up to 90 days after account closure for routine deletion.
- Interview recordings, transcripts, and analyses — retained until the Customer deletes them. The Customer can delete individual interviews at any time via the dashboard or the public API (
DELETE /api/public/v1/interviews/{id}). - Billing and tax records — retained for the period required by applicable law (typically up to 7 years).
- Backups — encrypted backups are retained for up to 30 days before being purged.
7. Security
We use TLS for data in transit, encryption at rest for backups, access controls scoped to the principle of least privilege, and audit logging for sensitive operations. No system is perfectly secure; in the event of a breach affecting personal data, we will notify affected parties as required by law.
8. Children
TheBetterHire is a workplace product and is not directed to individuals under 16. We do not knowingly collect personal information from children. If we learn we have collected such information, we will delete it.
9. Changes to this policy
We may update this policy from time to time. Material changes will be communicated by updating the "Last updated" date and, where appropriate, by emailing account holders. Continued use after the effective date constitutes acceptance of the updated policy.
10. Contact us
DSB Technologies LLC
Delaware, United States
Email: support@thebetterhire.ai
11. Governing law
This policy is governed by the laws of the State of Delaware, United States, without regard to its conflicts-of-law principles.