Policies

Beta Software Disclaimer

HireFace is currently in beta. This means the product is live and functional, but is still under active development. By using HireFace during the beta period, you acknowledge and accept the following:

What beta means

• The product is not final: Features, pricing, workflows, and policies may change at any time without prior notice.
• Bugs may exist: Despite our best efforts, you may encounter errors, unexpected behaviour, or temporary service interruptions.
• Data risk: While we take data safety seriously, beta software carries a higher risk of data loss or corruption than production-grade software. We recommend not relying solely on HireFace to store candidate recordings you cannot afford to lose.
• Features may be added, changed, or removed: Any feature available today — including pricing, free trial terms, video storage duration, or AI question generation — may be modified as the product matures.

What we commit to during beta

• We will always be reachable via the live chat bubble on any hireface.in page if something goes wrong.
• If a platform error causes a credit to be wrongly consumed, we will restore it — contact us within 7 days of the incident.
• We will not silently delete paid credits or change paid credit terms without at least 14 days notice to active users.
• We will communicate major changes (pricing, feature removal) via email to registered accounts before they take effect.

Limitation of liability during beta

HireFace is provided "as is" during the beta period. We are not liable for any losses — including lost candidate data, failed placements, or missed hiring deadlines — arising from platform errors, downtime, or changes made during the beta phase. Use of the platform during beta is at your own risk.

Recruiting Agency User Agreement & Credit Policy

By logging into your account, purchasing credit bundles, creating interview packs, or generating candidate links, you agree to these terms in full.

1. Pre-paid credit ledger & billing

• Upfront purchase: The platform operates on a pre-paid credit framework. One (1) credit equals one (1) successfully completed and submitted candidate video interview.
• Invitation lock: When you generate and send an interview link to a candidate, one credit is temporarily locked from your available balance.
• Automatic rebalancing: If a candidate declines or their invite link expires without a submission, the locked credit automatically returns to your account balance.
• Credit consumed on submission: A credit is consumed the moment a candidate clicks Submit and their video is received by our servers — regardless of the video's content, quality, length, or whether you find the response useful. We do not assess video quality and cannot issue credit refunds based on candidate performance or behaviour.
• No cash refunds: All credit bundle purchases are final and non-refundable in cash. Unused credits remain in your account ledger for future job openings and do not expire.

2. Data ownership & regulatory compliance

• Data controller: You act as the sole Data Controller for all candidate information and video recordings collected via your account.
• Anti-bias commitment: The platform provides structured, identical question flows to standardise screening. You acknowledge that you are solely responsible for how your clients evaluate these videos and warrant that your hiring criteria comply with local labour and anti-discrimination laws.

3. Data retention & purge policy

Review and share recordings before your retention window closes — purged recordings cannot be recovered. Videos cannot be downloaded from the platform; they are available to stream via secure share links only. HireFace is not responsible for any loss resulting from recordings expiring before you access them. Purchasing credits upgrades your retention from 30 to 90 days for all future submissions.

Recruiter-initiated deletion: You may permanently delete an individual candidate's video recording at any time from your dashboard. This is irreversible. The candidate's profile, submission record, and interview questions remain visible after deletion; only the video file is removed. No credit is refunded on recruiter-initiated deletion.

Share link expiry: Share links generated for hiring managers expire after 7 days. This applies to links sent in submission notification emails and to batch review links generated from the dashboard. After expiry, the hiring manager will no longer be able to access the link. You can generate a new share link at any time from your dashboard for as long as the underlying video is within its retention window.

4. Data sharing restrictions

• No commercial sale: We never sell or lease candidate video data to third parties.
• Authorised access only: Video data is shared exclusively with you and our verified infrastructure sub-processors solely to deliver the service.
• No download: Videos are technically protected from download — the platform streams recordings only and provides no download option. You agree not to attempt to circumvent this restriction, screen-record, capture, publish, or distribute candidate videos outside your direct hiring workflows.

5. Liability & pipeline disclaimer

• As-is provision: The platform is provided strictly on an "as-is" and "as-available" basis without warranties of any kind.
• No completion guarantees: While the pre-paid credit model protects your budget from ghosted invites, we do not guarantee candidate completion rates, video quality, or candidate qualifications.
• Hiring outcomes: We are not responsible for final hiring decisions, client rejections, or how your corporate clients evaluate submitted video profiles.
• Revenue freeze immunity: We are not liable for any drops in placement rates, frozen pipelines, or delayed commission payouts experienced by your agency as a result of using this platform.

6. Free trial

• Trial expiry: Once the 14-day period elapses or credits reach zero, your account is frozen. No new job postings, interview invites, or reports can be created until you purchase a credit pack.
• Existing data: Your trial data remains visible after expiry. You can still view submitted candidate videos until you purchase credits.
• First purchase reset: Upon your first credit purchase, all trial data — including job postings, interview links, and candidate recordings — is permanently and automatically deleted. This gives you a clean slate for your live clients. You will be clearly warned of this before completing payment.
• No extension: Trial periods cannot be extended, paused, or transferred.
• One trial per person: Free trial credits are available once per email address. Up to 5 accounts can be created per network (IP address) per 24-hour period to accommodate small office teams. Creating multiple accounts to obtain additional free trial credits is a violation of the Acceptable Use Policy and may result in permanent account suspension.
• Returning accounts: If you delete your account and re-register with the same email address, your new account will be created with 0 trial credits. Free trial credits are not reinstated for returning accounts.

7. Active role limits and archiving

• Trial accounts (free credits, never purchased) may have a maximum of 3 active roles at any time.
• Paid accounts (at least one credit purchase) may have a maximum of 20 active roles at any time.
• Archiving a role marks it as closed. All group links and direct invite links for that role immediately stop accepting new submissions, regardless of their original expiry date. No new rounds or invites can be created for an archived role.
• Restoring a role makes it active again. Invite links that have not yet passed their original expiry date will come back live. There is no limit on the number of archived roles.
• Submitted videos and reports for archived roles remain fully accessible at all times.

8. Account deletion

You may delete your account at any time from the Settings page. Account deletion is immediate and permanent.

• What is deleted: All job descriptions, interview rounds, candidate video recordings, group links, QR codes, campaigns, your company logo, and your account profile are permanently and irreversibly deleted from our servers.
• Shared links: Any group links or QR codes you have shared on social media, WhatsApp, or other platforms will stop working immediately upon deletion. Candidates who attempt to access those links will receive an error.
• Credits: Any remaining credits at the time of deletion are permanently forfeited. Credits are not refunded, transferred, or held for re-registration.
• Re-registration cooldown: After account deletion, you cannot create a new account from the same network for 24 hours.
• Dormant accounts: Accounts that have been inactive for more than 30 days with no submitted interviews and no paid credits may be automatically deleted by our system to protect data and reduce unnecessary storage. You will not be notified before automated deletion of dormant accounts.

8. Governing law

These terms are governed by the laws of India. Any disputes shall be resolved exclusively in the courts of Mumbai, Maharashtra.

Candidate Video Interview & Privacy Consent

Please read carefully before activating your camera. By accepting the terms at the start of your interview session, you agree to the following.

1. Standardised video evaluation

• The service: You agree to complete an automated video screening interview. You will provide your name and record unedited video responses to a structured set of questions. Depending on the mode selected by the recruiter, questions may be identical for all candidates (Fixed mode) or generated specifically for you based on your uploaded resume (Personalized mode).
• Active recording only: The application requires temporary permission to access your webcam and microphone. Recording occurs strictly while you are actively answering an interview question on screen.
• Resume upload (Personalized mode only): If the recruiter has enabled Personalized mode, you will be asked to upload a PDF resume before recording begins. This document is processed solely to generate your tailored interview questions and is not stored, indexed, or shared beyond that step. If your resume does not match the role, you will be notified immediately and no recording takes place — and no credit is charged to the recruiter.

2. Strict anti-AI & authenticity warranty

• Live responses only: You warrant that your video submission represents your live, real-time, unassisted responses.
• Banned tools: You are strictly prohibited from using real-time generative AI tools, deepfake filters, automated voice-cloning software, teleprompters, or pre-recorded video feeds during the session.
• Invalidation: Any detected use of artificial manipulation, plagiarism, or cheating will result in immediate invalidation of your submission and reporting to the recruiting agency.

3. Data sharing & exclusive access

• No commercial sale: We do not sell, rent, or distribute your video or personal data to advertisers or third parties.
• Targeted recipient: Your completed video recording, name, and contact details are shared with the Recruiting Agency that generated your interview link and their specific hiring client for the role you applied for. It is not shared with any other party.

4. Data life cycle & your rights

• Providing this data is completely voluntary but required to complete this digital application flow.
• You can withdraw at any time before submitting — simply close the page without clicking Submit.
• Early deletion: To request deletion of your recording, reply directly to the interview invitation email you received. Your request will be passed to the recruiting agency, who can delete your video immediately from their dashboard.
• No download: The recruiter can watch your video but cannot download it. The platform is technically configured to stream recordings only.
• Your video is never shared with any party outside the recruiting agency and their specific hiring client for this role.

5. Liability & system disclaimer

• As-is platform: The recording interface is provided on an "as-is" basis and we do not guarantee compatibility with all mobile devices, operating systems, or browsers.
• No job guarantees: Completing this video recording does not guarantee employment, a live interview, or any response or feedback from the hiring agency or their clients.
• Submission responsibility: You are solely responsible for ensuring you have a stable internet connection. We are not liable for incomplete, failed, or delayed submissions caused by local network issues.
• Hiring evaluation: We are a software provider only. We exercise no control over, and carry no liability for, how the recruiting agency or hiring manager evaluates your video responses.

Data Processing Agreement (DPA)

This Data Processing Agreement forms part of your agreement with HireFace and applies where you use HireFace to collect and process personal data of candidates based in the United Kingdom or European Economic Area. It is entered into between you ("Controller") and HireFace ("Processor"), and is intended to satisfy the requirements of Article 28 of the UK GDPR and EU GDPR.

1. Roles and subject matter

You are the Data Controller — you determine why and how candidate personal data is collected. HireFace is the Data Processor — we process that data solely on your behalf and on your instructions to provide the video interview service.

Personal data processed includes: candidate name, email address or phone number, video recordings, resume content (Personalized mode only), and interview metadata (timestamps, submission status).

2. Processor obligations

HireFace commits to the following:

• Instructions only: We process personal data solely on your documented instructions, which are defined by your use of the platform features (sending invites, viewing recordings, deleting data).
• Confidentiality: All personnel and contractors with access to personal data are bound by confidentiality obligations.
• Security: We implement appropriate technical and organisational measures including encrypted data transfer (HTTPS/TLS), access controls, and data storage on enterprise-grade infrastructure.
• Data subject rights: We will assist you in responding to requests from candidates exercising their rights (access, rectification, erasure, restriction) by providing the tools and information available to us. Deletion can be triggered from your dashboard at any time.
• Breach notification: We will notify you without undue delay after becoming aware of a personal data breach affecting candidate data, providing sufficient information for you to meet your own notification obligations.
• Deletion on termination: Upon account deletion, all personal data is permanently purged from our systems. Video data is also automatically deleted after 30 days (trial) or 90 days (paid) as described in the Data Retention policy above.
• Audit: We will provide information reasonably necessary to demonstrate compliance with this DPA upon written request to privacy@hireface.in.

3. Controller obligations

• You confirm you have a lawful basis for processing candidate data (typically candidate consent, obtained via the consent screen presented to candidates before their interview begins).
• You are responsible for informing candidates that their data will be processed using HireFace as a sub-processor.
• You must not instruct HireFace to process personal data in a way that would breach applicable data protection law.

4. Sub-processors

HireFace uses the following sub-processors to deliver the service. All are bound by data protection obligations consistent with this DPA:

• Cloudflare, Inc. — Infrastructure, video storage (R2), serverless compute, CDN. Data stored in the European Union (EU jurisdiction). Privacy Policy
• Google LLC — Authentication (Google OAuth login for recruiter accounts). Privacy Policy
• Crisp IM SARL — Customer support chat widget (recruiter-facing only). Privacy Policy
• Dodo Payments — Payment processing for credit purchases. Candidate data is not shared with Dodo Payments. Privacy Policy

We will notify you of any intended changes to this sub-processor list by updating this page with at least 14 days notice, giving you the opportunity to object.

5. Data transfers

Candidate personal data and video recordings are stored within the European Union on Cloudflare's infrastructure. Where any data transfer outside the UK or EEA is necessary (for example, authentication via Google OAuth), such transfers are subject to appropriate safeguards including Standard Contractual Clauses.

6. Contact

For data protection enquiries, subject access requests, or breach reports, contact: privacy@hireface.in

Refund Policy

How credits work

• One credit is locked when an interview link is sent to a candidate.
• If the candidate does not submit a recording before the link expires, the locked credit is automatically returned to your balance — you are not charged for incomplete interviews.
• A credit is consumed only when a candidate successfully submits their video recording.

No cash refunds

Once credits are purchased they cannot be refunded to cash, including but not limited to:

• Unused credits remaining in your account
• Credits purchased in error or excess
• Account closure or voluntary termination
• Account suspension or termination due to a policy breach
• Dissatisfaction with candidate responses or hiring outcomes
• Technical issues not caused by a verified platform fault

Why credits never expire

As a trade-off for the no-refund policy, purchased credits never expire and remain in your account indefinitely, regardless of account activity. Use them on your next opening.

Platform fault disputes

If you believe a credit was consumed due to a verified fault on our side — for example, credits were deducted but the interview link was never generated — contact us via live chat within 7 days of the incident with your account email and a description of the issue. We will investigate and respond as soon as possible. A verified platform fault may result in credit restoration, not a cash refund.

Payment processing

Payments are processed securely by Dodo Payments. HireFace does not store card details. Disputes with your card issuer or payment provider do not override this refund policy.

Acceptable Use Policy

HireFace is designed exclusively for legitimate recruitment use by professional recruiting consultants. The following uses are prohibited and may result in immediate account suspension.

You must not use HireFace to:

• Collect video responses from candidates who have not given informed, explicit consent
• Use candidate recordings for any purpose other than evaluating candidates for a specific client hiring role
• Share candidate videos with any party unrelated to the specific hiring process for which they were collected
• Discriminate against candidates on the basis of protected characteristics, including race, gender, religion, caste, nationality, disability, age, or sexual orientation
• Impersonate another person, company, recruiter, or organisation
• Harass, intimidate, demean, or pressure candidates in any way
• Upload, solicit, or distribute any illegal, obscene, or harmful content
• Use automated scripts, bots, or scrapers to access the platform or send bulk invitations
• Attempt to reverse-engineer, decompile, or attack the platform or its infrastructure
• Resell, white-label, or sublicense access to the platform without written permission from HireFace
• Create multiple accounts to circumvent credit limits, suspensions, or bans — only one account per email address and one new account per network per 24 hours is permitted

Candidate rights you must respect

Before sending a candidate an interview link, you must inform them:

• That their video response will be recorded and shared with the hiring client
• That recordings are automatically purged (within 90 days)
• That they can withdraw consent and choose not to submit their recording
• Who the hiring client is, so they can make an informed decision

Enforcement

Violations of this policy may result in:

• Immediate suspension of your account without notice
• Permanent termination of your account without refund of remaining credits
• Reporting of serious violations to relevant authorities or regulatory bodies

Reporting a violation

If you believe someone is misusing HireFace — including a recruiter misusing a candidate's recording — contact us via the live chat bubble on any hireface.in page. Candidate complaints are treated with priority and we respond as soon as possible.