Privacy Policy

This Privacy Policy applies to personal information collected through:

• https://www.thefasthire.com
• FastHire web application
• FastHire mobile applications (if applicable)
• Customer portals
• Recruiter portals
• Candidate interactions
• Customer support
• Sales inquiries
• Marketing communications
• Product demonstrations
• Customer success activities
• API integrations
• Third-party platform integrations
• Recruitment automation workflows

This Privacy Policy applies regardless of whether you interact with FastHire directly or through one of our customers.

Our Services may integrate with third-party services such as Applicant Tracking Systems (ATS), calendar platforms, email providers, communication platforms, professional networking platforms, job boards, HR software, CRM systems, productivity tools, and other business applications. The collection and processing of data through these integrations are governed by this Privacy Policy in conjunction with the applicable agreements between FastHire and its customers.

"Account" — An account created to access FastHire Services.

"AI Services" — Artificial intelligence, machine learning, large language models (LLMs), natural language processing (NLP), automation technologies, and related tools used by FastHire to assist users in performing recruitment-related activities.

"Candidate" — Any individual whose professional information, resume, employment history, profile, or application is processed through the Services.

"Customer" — Any company, organization, recruitment agency, employer, or business that subscribes to or uses FastHire Services.

"Customer Data" — All information uploaded, imported, entered, synchronized, transmitted, or otherwise provided by a Customer to FastHire.

"Personal Information" — Any information that identifies, relates to, describes, or can reasonably be linked to an identifiable individual. Depending on applicable law, Personal Information may also include personal data, personally identifiable information (PII), or similar legally protected information.

"Processing" — Any operation performed on information, including collection, recording, organization, storage, analysis, retrieval, consultation, use, sharing, disclosure, transmission, updating, combination, restriction, deletion, and destruction.

"Recruiter" — An individual authorized by a Customer to use the FastHire platform for recruitment purposes.

"Services" — All websites, applications, APIs, software, AI capabilities, automation tools, integrations, customer support services, and related offerings provided by FastHire.

"Third-Party Services" — External services, software, integrations, platforms, APIs, websites, cloud providers, analytics providers, communication providers, AI providers, payment processors, professional networking platforms, job portals, and other technologies that interact with FastHire.

"User" — Any individual accessing or using the Services, including Customers, Recruiters, Hiring Managers, Candidates, Website Visitors, and Authorized Users.

The information we collect depends on how you interact with FastHire, the Services you use, and the permissions granted by you or our Customers. We collect information directly from users, automatically through our Services, from Customer-authorized integrations, and from lawful third-party sources.

When you create an account, contact us, request a demonstration, purchase our Services, or otherwise interact with FastHire, you may provide information including:

• Identity Information: full name, job title, employer, company name, business email address, business phone number, username, profile photograph (optional)
• Company Information (for business customers): company name, industry, company size, hiring requirements, business location, company website, recruitment preferences, subscription information, administrative contacts
• Account Information: login credentials, password (encrypted), authentication information, multi-factor authentication preferences, user permissions, workspace settings
• Billing Information: where applicable, payment-related information necessary to process subscriptions, invoices, renewals, and billing. Payment transactions are processed by authorized third-party payment providers, and FastHire does not store complete payment card details.
• Communications: information contained in emails, customer support requests, product feedback, surveys, chat conversations, feature requests, meeting notes, webinar registrations

Customers may upload, import, synchronize, or otherwise process Candidate information using the Services. Depending on how FastHire is used, Candidate information may include:

• Personal Details: full name, email address, phone number, location, country, time zone, languages
• Professional Information: resume or CV, employment history, job titles, current and previous employers, skills, certifications, licenses, technical competencies, professional memberships, portfolio links, public professional profiles, publications, awards
• Education: schools, universities, degrees, certifications, graduation dates, academic qualifications
• Recruitment Information: job applications, interview schedules, availability, recruiter notes, hiring stage, AI-generated summaries, candidate evaluations, screening outcomes, communication history, interview feedback, offer status
• Employment Preferences (where available): salary expectations, employment preferences, preferred locations, notice period, work authorization, visa information, employment type preferences
• Documents: resume, CV, cover letter, portfolio, certificates, supporting documents, other recruitment-related files

When users interact with our Services, we automatically collect certain technical and usage information, including:

• Device Information: browser type, operating system, device type, device identifiers, screen resolution, language preferences
• Network Information: IP address, internet service provider, general geographic location, network diagnostics
• Usage Information: login history, session duration, pages viewed, features accessed, clickstream data, user interactions, API usage, error logs, performance metrics

Cookies and Similar Technologies — FastHire uses cookies and similar technologies to authenticate users, maintain secure sessions, remember preferences, improve website functionality, measure website performance, understand user behavior, analyze platform usage through Google Analytics, and enhance security. Additional information regarding cookies is provided in our Cookie Policy.

To provide recruitment automation services, FastHire may receive or collect professional information from lawful third-party sources, including:

• Professional networking platforms
• Job boards and recruitment marketplaces
• Publicly available professional profiles
• Customer-authorized Applicant Tracking Systems (ATS)
• HR information systems
• Customer-imported candidate databases
• Resume databases
• Calendar providers
• Email providers
• Communication platforms
• Customer-authorized integrations
• Public business websites
• Public professional portfolios
• Other lawful publicly available sources

The information obtained from these sources may include professional contact information, employment history, education, qualifications, publicly available skills, certifications, professional profiles, and other employment-related information relevant to recruitment.

FastHire collects and processes such information only where permitted by applicable law, under our agreements with Customers, or in accordance with the applicable terms governing the relevant third-party platform or data source.

Customers remain responsible for ensuring they have the appropriate legal basis, permissions, and authority to import, synchronize, or process Candidate information through the FastHire platform.

As users interact with the platform, FastHire may generate additional information to support recruitment workflows, including:

• AI-generated candidate summaries
• Candidate matching insights
• Recruitment analytics
• Workflow activity logs
• Scheduling metadata
• Platform performance metrics
• System audit logs
• Automation history
• User preferences
• Configuration settings

These generated insights are used solely to provide and improve the Services for the applicable Customer and are not used to train publicly available artificial intelligence models.

FastHire processes personal information only for legitimate business purposes and in accordance with applicable privacy and data protection laws. Depending on the nature of the Services used, we may process information for one or more of the following purposes.

We use information to operate, maintain, support, improve, and deliver the FastHire platform and its related services. This includes creating and managing user accounts, authenticating users, providing access to FastHire Services, managing subscriptions, delivering customer support, maintaining customer workspaces, synchronizing connected integrations, facilitating recruitment workflows, managing user permissions, and providing analytics and reporting.

FastHire provides AI-powered recruitment automation. Information may be processed to:

• Source candidates
• Build candidate pipelines
• Match candidates with job requirements
• Parse resumes and CVs
• Extract employment-related information
• Enrich candidate profiles using lawful sources
• Organize candidate databases
• Recommend suitable candidates
• Eliminate duplicate profiles
• Rank candidates against customer-defined hiring criteria
• Manage recruitment workflows
• Schedule interviews
• Coordinate recruiter communications
• Track recruitment activities

FastHire provides technology that assists recruitment teams. FastHire does not make hiring decisions on behalf of Customers.

FastHire incorporates artificial intelligence ("AI") and machine learning technologies to improve recruitment efficiency. AI capabilities may be used to assist with resume parsing, candidate matching, skills extraction, candidate profile summarization, job matching, candidate ranking, email drafting, communication assistance, interview scheduling, candidate search, talent sourcing, workflow automation, and administrative task automation.

AI-generated outputs are intended to assist recruiters and hiring teams. Customers remain solely responsible for evaluating candidates and making employment-related decisions. FastHire does not guarantee that AI-generated recommendations are complete, accurate, unbiased, or suitable for any specific hiring decision.

FastHire believes that artificial intelligence should support—not replace—human decision making. Accordingly:

• AI recommendations should be considered advisory.
• Human review should be performed before making employment decisions.
• Customers remain responsible for compliance with employment and anti-discrimination laws.
• Recruiters should independently verify AI-generated recommendations.
• Hiring decisions remain exclusively under the control of Customers.

FastHire does not independently determine whether a candidate should be interviewed, shortlisted, hired, rejected, promoted, or otherwise evaluated for employment.

To provide AI-powered functionality, FastHire may use one or more trusted artificial intelligence service providers. These providers may include OpenAI, Anthropic (Claude), Amazon Web Services (AWS), Amazon Bedrock, other enterprise AI infrastructure providers, and future AI providers integrated into the Services.

These providers process information solely for the purpose of providing requested AI functionality. FastHire carefully selects service providers that maintain appropriate privacy and security safeguards. Where applicable, FastHire enters into contractual agreements designed to protect Customer Data.

Customer Data Is Not Used to Train Public AI Models — FastHire does not use Customer Data or Candidate Data to train publicly available artificial intelligence models. Information processed through the Services is used only to provide the requested functionality to the applicable Customer. Where third-party AI providers are used, FastHire endeavors to use enterprise offerings or contractual arrangements designed to prevent Customer Data from being used for generalized model training, where such options are available.

To improve recruitment efficiency, FastHire may enrich Candidate profiles using information obtained from lawful sources. Such enrichment may include public employment history, public skills, professional certifications, education, public portfolio links, public professional profiles, publicly available employment information, and other employment-related information relevant to recruitment.

FastHire does not intentionally collect information that is unrelated to professional recruitment activities.

FastHire may collect professional information from professional networking platforms, job boards, public professional websites, public business websites, customer-authorized ATS integrations, customer-imported databases, public resumes, customer-authorized recruitment platforms, public employment directories, and other lawful professional information sources.

Customers are responsible for ensuring they have the necessary rights, permissions, notices, and legal basis required to import or process Candidate information through FastHire.

FastHire is not affiliated with, endorsed by, or sponsored by any third-party platform unless expressly stated.

FastHire may use information to communicate with users regarding account notifications, security alerts, login verification, subscription updates, billing, product updates, feature announcements, customer support, service availability, scheduled maintenance, incident notifications, legal notices, and compliance communications.

Where required by law, marketing communications will be sent only with appropriate consent or another lawful basis. Users may unsubscribe from marketing communications at any time.

FastHire uses operational and analytical information to improve platform performance, monitor uptime, diagnose issues, improve AI performance, measure feature adoption, detect abuse, improve user experience, enhance platform reliability, and develop new features. Where practical, analytical information may be aggregated or de-identified.

We process information to detect fraud, prevent unauthorized access, investigate suspicious activity, protect user accounts, monitor platform security, prevent abuse, detect malicious activity, enforce our agreements, and maintain system integrity. Security monitoring may include automated systems designed to identify suspicious or unauthorized behavior.

We may process personal information where necessary to comply with applicable laws, respond to lawful governmental requests, comply with court orders, enforce contractual rights, defend legal claims, resolve disputes, meet tax obligations, meet accounting requirements, and protect the rights, safety, and property of FastHire, Customers, Candidates, Users, or the public.

FastHire recognizes that Customer Data belongs to the Customer. Except as described in our agreements or required by law: Customers retain ownership of Customer Data; Candidates do not transfer ownership of their information to FastHire; FastHire does not claim ownership of resumes, candidate databases, recruitment records, interview notes, communications, or other Customer-provided content; and Customers may export their information, subject to applicable agreements and technical limitations.

FastHire receives only the limited rights necessary to host, process, transmit, analyze, and display Customer Data for the purpose of providing the Services.

Depending on the circumstances: Customers typically act as the Data Controller (or equivalent legal role under applicable law) for Candidate Data and other Customer Data. FastHire generally acts as the Data Processor (or equivalent legal role) when processing such information on behalf of Customers.

When FastHire acts as a Data Processor, we process Customer Data only in accordance with Customer instructions, as necessary to provide the Services, as required by applicable law, and in accordance with our contractual obligations.

For certain information that FastHire collects directly (such as website visitor information, billing information, or account administration), FastHire may act as the Data Controller.

Where required under applicable law, including the GDPR and UK GDPR, FastHire processes personal information based on one or more of the following legal grounds:

• Performance of a contract with you or our Customer.
• Compliance with legal obligations.
• Our legitimate interests, provided those interests are not overridden by your rights and freedoms.
• Your consent, where required by law.
• Protection of vital interests.
• Establishment, exercise, or defense of legal claims.

The specific legal basis will depend on the nature of the information being processed and the purpose for which it is collected.

FastHire does not sell Customer Data or Candidate Data. We disclose Personal Information only where necessary to provide the Services, comply with legal obligations, protect legitimate business interests, or as otherwise described in this Privacy Policy. Where possible, disclosures are limited to the minimum amount of information necessary for the applicable purpose.

Where an individual interacts with FastHire through an employer, staffing agency, recruitment firm, or other Customer organization, information may be made available to that Customer. Examples include candidate profiles, resumes, employment history, recruiter notes, AI-generated summaries, interview scheduling information, candidate communications, recruitment workflow activity, hiring status, candidate evaluations, and reports and analytics generated for that Customer.

FastHire processes such information on behalf of the Customer in accordance with applicable agreements.

FastHire engages carefully selected third-party service providers to support the delivery of our Services. These providers may assist with cloud infrastructure, data hosting, artificial intelligence services, authentication, email delivery, calendar synchronization, communications, customer support, analytics, error monitoring, payment processing, security monitoring, infrastructure management, and backup and disaster recovery.

Each provider is contractually required, where applicable, to process information only for authorized purposes and to implement appropriate safeguards.

FastHire may share limited information with trusted AI service providers solely for the purpose of delivering AI-powered functionality requested by Customers. Depending on the feature being used, this may include portions of resume content, job descriptions, candidate information, recruiter prompts, interview scheduling information, recruitment-related documents, and Customer instructions.

FastHire uses commercially reasonable efforts to ensure that Customer Data processed through supported enterprise AI services is not used to train publicly available artificial intelligence models.

Customers may choose to connect FastHire with third-party platforms. These integrations may include Applicant Tracking Systems (ATS), Human Resource Information Systems (HRIS), calendar platforms, email platforms, communication platforms, video interview platforms, customer relationship management systems, identity providers, productivity applications, and other recruitment technologies.

FastHire processes information exchanged through these integrations only as authorized by the Customer. The Customer remains responsible for configuring integration permissions appropriately.

We may disclose information where required to comply with applicable laws, respond to lawful requests from courts or governmental authorities, enforce contractual rights, protect our legal interests, prevent fraud, investigate security incidents, protect users or the public, and exercise or defend legal claims. Where legally permitted, we may notify affected Customers before responding to governmental requests.

If FastHire undergoes a merger, acquisition, investment, corporate restructuring, reorganization, sale of assets, bankruptcy, or change of control, Customer Data may be transferred as part of that transaction, subject to applicable confidentiality obligations and legal requirements.

FastHire serves Customers located in multiple countries. Accordingly, Personal Information may be transferred to or processed in jurisdictions outside the country where it was originally collected — including locations where FastHire operates, cloud providers operate, AI providers operate, infrastructure providers operate, support personnel are located, or authorized subprocessors perform services.

Where required by applicable law, FastHire implements appropriate safeguards for international transfers, which may include contractual commitments, Standard Contractual Clauses (where applicable), technical and organizational safeguards, and other legally recognized transfer mechanisms.

FastHire primarily hosts Customer Data using Amazon Web Services (AWS) and may utilize other trusted cloud infrastructure providers where necessary to deliver the Services. Storage locations may vary depending on customer location, infrastructure availability, disaster recovery requirements, regulatory obligations, and operational requirements.

FastHire maintains commercially reasonable administrative, technical, and organizational safeguards to protect Customer Data regardless of storage location.

FastHire retains Personal Information only for as long as necessary to provide the Services, fulfill contractual obligations, comply with legal obligations, resolve disputes, enforce agreements, and protect legitimate business interests. Retention periods may vary depending on the nature of the information, Customer instructions, applicable laws, regulatory requirements, and operational needs.

Upon termination of Services, FastHire may delete or anonymize Customer Data following applicable contractual terms and legal obligations, unless continued retention is required by law. Customers may request deletion or export of their data, subject to applicable agreements and legal requirements.

FastHire maintains a comprehensive information security program designed to protect the confidentiality, integrity, and availability of Customer Data. Our security program includes administrative, technical, and organizational safeguards appropriate to the nature of the information we process. These safeguards may include:

• Encryption of data in transit using industry-standard protocols
• Encryption of stored data where appropriate
• Access controls based on least-privilege principles
• Authentication and authorization mechanisms
• Role-based access management
• Infrastructure monitoring
• Audit logging
• Security event monitoring
• Regular backups
• Disaster recovery procedures
• Vulnerability management
• Security testing
• Secure software development practices
• Employee confidentiality obligations
• Security awareness training

While FastHire employs commercially reasonable security measures, no method of transmission or storage can be guaranteed to be completely secure. Users should also take appropriate steps to protect their credentials and devices.

FastHire recognizes that Customer Data often contains confidential business information. Employees, contractors, and authorized personnel with access to Customer Data are subject to confidentiality obligations appropriate to their roles. Access to Customer Data is limited to individuals with a legitimate business need to perform authorized functions.

Subscription payments and other authorized transactions may be processed through third-party payment service providers selected by FastHire or by the Customer, depending on the applicable region or payment method. FastHire does not intentionally store complete payment card information on its systems. Payment providers are responsible for processing payment information in accordance with their own privacy and security practices.

FastHire uses cookies and similar technologies to improve functionality, security, and user experience. Cookies may be used to maintain authenticated sessions, remember user preferences, improve website performance, measure feature usage, enhance platform security, analyze website traffic, understand user behavior, and diagnose technical issues.

FastHire also uses Google Analytics to understand aggregate usage patterns and improve the Services. Users may configure browser settings to manage cookies; however, disabling certain cookies may affect the functionality of the Services. Additional information is available in our Cookie Policy.

The Services may contain links to or integrate with third-party websites, applications, or services. FastHire is not responsible for the privacy practices, content, security, or policies of third-party services. Users should review the privacy policies of any third-party services they choose to access.

FastHire may engage trusted subprocessors to assist in delivering the Services. A current list of significant subprocessors may be made available upon request or published separately by FastHire. FastHire remains responsible for ensuring that subprocessors engaged on our behalf provide appropriate protections for Personal Information in accordance with applicable agreements and law.

FastHire respects the privacy rights of individuals and is committed to providing reasonable access to Personal Information in accordance with applicable data protection laws. Depending on your location and applicable law, you may have one or more of the rights described below. These rights may be subject to legal limitations, contractual obligations, identity verification requirements, or other applicable exceptions.

You may request confirmation regarding whether FastHire processes your Personal Information and request access to the Personal Information that we hold about you. Where legally required, we will provide a copy of your Personal Information in an appropriate format.

You may request that inaccurate, incomplete, or outdated Personal Information be corrected or updated. FastHire may require verification before making requested changes.

You may request deletion of your Personal Information where the information is no longer necessary for the purposes for which it was collected; you withdraw consent where consent is the legal basis for processing; processing is no longer lawful; or applicable law provides a right to erasure.

FastHire may retain certain information where required to comply with legal obligations, resolve disputes, prevent fraud, protect legitimate interests, or enforce agreements. Where FastHire acts as a processor on behalf of a Customer, deletion requests may be referred to the applicable Customer.

Where permitted by applicable law, you may request that FastHire temporarily restrict the processing of your Personal Information under certain circumstances.

Where processing is based on legitimate interests, you may object to such processing where permitted by applicable law. FastHire will evaluate such requests in accordance with applicable legal requirements.

Where applicable, you may request a copy of certain Personal Information in a structured, commonly used, and machine-readable format.

Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

If you believe that your Personal Information has been processed in violation of applicable law, you may lodge a complaint with the relevant supervisory or regulatory authority in your jurisdiction. Where appropriate, we encourage you to contact FastHire first so that we have an opportunity to address your concerns.

FastHire provides technology to employers and recruitment organizations. In many cases, FastHire processes Candidate information solely on behalf of Customers.

If you are a Candidate and wish to access your information, correct inaccurate information, delete your information, object to processing, restrict processing, or exercise another applicable privacy right, you should generally contact the employer, recruiter, or organization that collected your information, as they are typically the Data Controller responsible for determining how your information is processed.

Where FastHire receives a request directly from a Candidate relating to Customer-controlled data, we may refer the request to the relevant Customer or assist the Customer in responding where appropriate.

Where the GDPR or UK GDPR applies, FastHire processes Personal Information in accordance with the principles of lawfulness, fairness, and transparency; purpose limitation; data minimization; accuracy; storage limitation; integrity and confidentiality; and accountability.

Where required, FastHire implements appropriate safeguards for international data transfers and honors applicable rights under the GDPR and UK GDPR.

For individuals located in Australia, FastHire seeks to handle Personal Information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), where applicable. Australian users may contact FastHire to request access to or correction of their Personal Information, or to raise concerns regarding the handling of their information.

FastHire is established in India and processes Personal Information in accordance with applicable Indian laws, including the Digital Personal Data Protection Act, 2023 (where applicable). Individuals may contact FastHire to exercise applicable rights or request further information regarding the processing of their Personal Information.

Privacy rights available to U.S. residents may vary depending on applicable state laws. Where required by applicable law, FastHire will honor valid requests relating to access, correction, deletion, portability, or other rights provided by relevant U.S. privacy legislation.

FastHire is intended for use by businesses, employers, recruiters, staffing agencies, and individuals seeking employment opportunities. The Services are not directed toward children under the age required by applicable law to provide valid consent for the processing of Personal Information.

FastHire does not knowingly collect Personal Information directly from children through its Services. If FastHire becomes aware that Personal Information relating to a child has been collected in a manner inconsistent with applicable law, we will take reasonable steps to delete such information where appropriate.

FastHire may update this Privacy Policy from time to time to reflect changes to our Services, new technologies, changes in applicable laws or regulations, business developments, security improvements, or other operational or legal reasons.

When material changes are made, FastHire will update the "Last Updated" date at the beginning of this Privacy Policy. Where required by applicable law, we may provide additional notice or obtain consent before such changes become effective.

Your continued use of the Services after the effective date of an updated Privacy Policy constitutes your acknowledgment of the revised Privacy Policy, except where applicable law requires otherwise.

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

FastHire Manpower Solution

Email: help@thefasthire.com

Website: https://www.thefasthire.com

We will make commercially reasonable efforts to respond to privacy-related requests within the timeframes required by applicable law.

This Privacy Policy shall be governed by and construed in accordance with the laws of India, without regard to its conflict of law principles. Any disputes arising out of or relating to this Privacy Policy or the processing of Personal Information by FastHire shall be subject to the exclusive jurisdiction of the competent courts in India, unless otherwise required by applicable law.

This Privacy Policy forms an integral part of the legal framework governing the use of FastHire's website and Services. Where a separate written agreement exists between FastHire and a Customer, including but not limited to a Subscription Agreement, Master Services Agreement (MSA), or Data Processing Agreement (DPA), the terms of that agreement shall prevail to the extent of any conflict relating to the processing of Customer Data.

If any provision of this Privacy Policy is determined to be invalid, unlawful, or unenforceable, the remaining provisions shall continue in full force and effect.

Organization: FastHire Manpower Solution

Website: https://www.thefasthire.com

Privacy Contact: help@thefasthire.com

Applicable Services:

• FastHire Website
• FastHire SaaS Platform
• AI Recruitment Platform
• APIs
• Mobile Applications (if applicable)
• Customer Portals
• Candidate Services
• Recruiter Services