Privacy Policy

BooleanDev Ltd operates ScreenlyHire, which provides interviewing software to employers and recruiting organizations. In this policy, ‘ScreenlyHire’, ‘we’, and ‘us’ mean BooleanDev Ltd. This policy describes personal information handled through our website and service. Contact privacy@screenlyhire.com with the subject ‘Privacy Officer’ for questions about this policy or your personal information.

We are responsible for information we handle for our own service administration, account security, billing, and inquiries. For candidate interviews, the hiring organization usually determines why information is collected, who reviews it, and how it is used for recruitment; ScreenlyHire processes that information to provide its service. The hiring organization’s notice also applies. These roles do not remove either organization’s legal obligations. PIPEDA applies to our handling of personal information to the extent provided by that federal law; other applicable privacy laws may also govern a particular organization or activity.

Account and business information: names, email addresses, optional or required account telephone numbers, organization details, roles, authentication identifiers, and subscription or transaction records supplied by you, your organization, or our authentication and billing providers. Payment details entered into a provider’s payment interface are processed by that provider; ScreenlyHire uses subscription and payment-status information to administer access.

Recruitment information: candidate contact details, job and application details, interview invitations, recorded audio and video, answers, interview timing and submission metadata, reviewer notes, scores, and any transcripts or summaries produced by enabled features. Sources include candidates, the hiring organization, its authorized reviewers, and integrations it authorizes. Recordings can incidentally reveal sensitive characteristics or information visible in the background; share only what is relevant to the interview.

Service and inquiry information: messages you send us, sales inquiry fields, account and security events, access and activity logs, browser or device information, network identifiers where logged, upload metadata, and diagnostic information needed to operate and troubleshoot the service. The specific information varies with the feature you use. Avoid sending government identification, financial account details, health records, or another person’s private information in interview answers or ordinary support messages unless specifically required through an appropriate lawful process.

We use account and business information to authenticate users, administer workspaces and permissions, manage subscriptions, provide support, respond to inquiries, and communicate about the service. We use operational information to maintain availability, investigate errors and misuse, secure accounts and media, and document activity. We also handle information where necessary to meet legal obligations and establish or defend legal claims.

On the hiring organization’s instructions, we deliver invitations, collect and store responses, enable authorized review and scorecards, coordinate interview workflows, and supply requested reporting or enabled transcription and summary features. These activities support the organization’s recruitment process and can influence its hiring decisions. The hiring organization must explain any additional purpose before using your information for it.

A visit to the site, an interview invitation, or acceptance of service terms is not permission for unrelated advertising or model training. This policy does not authorize selling identifiable candidate profiles, using interview recordings in advertisements, or training general-purpose AI models on identifiable interview content. Any proposed new use must first be assessed, specifically disclosed, and supported by consent or another lawful exception as required.

Before recording, review the interview notice and the hiring organization’s privacy information. The notice must explain what is recorded, why, who can receive it, relevant processing including AI, and significant consequences. Camera and microphone permission allows a browser to use your device; the separate interview consent addresses collection and use. Depending on the workflow, responses upload during the interview before final submission, so closing the page does not necessarily remove uploaded responses.

You may decline recording and contact the hiring organization about an alternative or accommodation. The recorded workflow cannot proceed without the permissions and consent it needs; the employer determines available alternatives subject to its legal duties. You can ask to withdraw consent for future processing by contacting the hiring organization or us. We will explain any legal or contractual restrictions and consequences, including whether the requested feature can still be provided. Withdrawal does not automatically undo lawful prior processing or require destruction of records that must be preserved.

We do not treat consent to optional uses as a condition of an unrelated service. Sensitive information and uses outside reasonable expectations require appropriate express consent unless law permits otherwise. Customers working with young candidates must use an age-appropriate consent process and obtain a parent’s or guardian’s authorization where required; this service is not directed to children under 13.

ScreenlyHire currently uses no third-party AI providers. We do not send candidate recordings, transcripts, or other interview information to third-party AI providers for processing or model training. If we introduce an AI or transcription provider, we will first update the relevant notices to identify the provider, information shared, purposes, processing locations, retention, and material risks, and obtain any consent required before that processing begins.

If AI assistance is introduced, its output may be inaccurate, incomplete, or biased and could affect an assessment if relied on without review. Hiring teams must check it against the original material and make their own decisions. Facial analysis, emotion detection, appearance scoring, and automatic rejection are prohibited uses of ScreenlyHire. Candidates may contact the hiring organization to question inaccurate information or request human review; we will assist with information within our responsibility. This is not a guarantee of a particular hiring outcome.

Interview information is available to the hiring organization and reviewers it authorizes. Its administrators manage access and may export records or connect third-party tools. Ask that organization about its recipients and independent retention practices. We use service providers as needed for hosting, media storage and delivery, authentication, billing, email, and support. They receive the information needed for the relevant service, subject to applicable safeguards and contractual restrictions.

Our service integrates Clerk for accounts and billing, MailerSend for email delivery, and cloud infrastructure providers for application hosting, storage, and media delivery. Contact us for information about the providers handling data for your workspace. A provider’s own privacy policy may also apply to services it supplies directly to you. We currently use no third-party AI providers.

Information may be disclosed to professional advisers or public authorities when law permits or requires, including to respond to valid legal process, investigate misuse, or protect legal rights. In a proposed or completed business transaction, information may be transferred only under applicable legal conditions and safeguards, with notice where required. A business transaction is not unrestricted permission to trade candidate data.

ScreenlyHire hosts service data and backups in the United States. Personal information, including candidate interview information stored through the service, is therefore transferred to and stored outside Canada. U.S. courts, law enforcement, and other authorities may have lawful access under U.S. law. Ontario governing-law terms do not prevent that access. We remain accountable for personal information transferred for processing as required by applicable law and must use contractual or other means to provide comparable protection.

This hosting location does not mean that every service provider’s personnel, support activities, or independent processing occurs only in the United States. Contact privacy@screenlyhire.com for information about processing arrangements relevant to your workspace before submitting sensitive information.

Interview retention depends on the applicable workspace plan, configured policy, and legitimate recruitment or legal preservation needs. Ask the hiring organization about your interview’s retention period, or contact us for the policy applicable to your workspace. Information should be kept only as long as reasonably necessary for its identified purposes and applicable legal requirements. A plan’s storage allowance does not itself justify retaining personal information for the entire allowance.

Account, billing, support, security, and consent records may need different retention periods to provide the service, meet legal obligations, or resolve disputes. Information subject to an access request, dispute, or preservation obligation must be retained as legally required. When no longer needed, information must be securely deleted or rendered non-identifying. Deleted active records may remain in restricted backups until those backups expire under the applicable schedule. Copies lawfully exported by a hiring organization are subject to its own obligations.

You may request deletion by contacting the hiring organization or us. We will assess what can be deleted and explain lawful exceptions; Canadian privacy law does not create an unconditional right to immediate deletion of every record. Employers must preserve legally required job-posting and interview-notification records separately where needed; those duties do not automatically require retaining every candidate video for the same period.

The application includes organization-scoped access controls, user roles, audit events, and time-limited media access mechanisms. Safeguards must be appropriate to the sensitivity of interview information and include operational, technical, and contractual measures. Internet transmission and storage cannot be guaranteed completely secure. Protect your credentials and interview links and notify us of suspected misuse.

We will assess suspected privacy incidents, take appropriate containment steps, and cooperate with affected Customers. Where PIPEDA requires it, we will report a breach posing a real risk of significant harm to the Office of the Privacy Commissioner of Canada and notify affected individuals as soon as feasible. We will keep required breach records, including the minimum 24-month period applicable under PIPEDA’s breach regulations. Other applicable reporting duties are not displaced by these commitments.

The website and authentication service use cookies or similar browser storage to maintain sessions, support security, and remember necessary workflow state. Browser settings can restrict or remove them, although sign-in and interview functions may then stop working. Any optional analytics, advertising, or other tracking that requires consent must be explained before use and remain disabled until that consent is obtained. Contact us for information about cookies and similar technologies relevant to the service you use.

We use contact information to answer your requests and provide necessary account, interview, billing, and security messages. Promotional email or SMS must have a valid basis under Canada’s anti-spam legislation where it applies, identify the sender, and provide an unsubscribe method. You can unsubscribe from marketing using that method or by contacting us; applicable requests will be implemented within 10 business days. Necessary service messages may continue where law permits. Participation in an interview does not sign you up for marketing.

Contact privacy@screenlyhire.com with the subject ‘Privacy Officer’ to request access to personal information within our responsibility, information about its use and disclosure, correction, withdrawal of consent, or an assessment of a deletion request. Include enough information to locate the relevant account or interview, but do not send identity documents or full recordings by ordinary email. We may verify identity using proportionate measures before releasing information.

For an employer-controlled interview, you may contact that employer directly; we will help identify the appropriate organization and assist as required rather than treat this as a blanket exclusion of our responsibility. Under PIPEDA, access requests generally receive a response within 30 days, at free or minimal cost. If a lawful extension is needed, we will give the required notice, reasons, and information about complaint rights. If access or correction is restricted, we will explain the basis as law permits, provide separable information where required, and explain how to challenge the response. You may request an accessible format.

You may raise a concern with us or complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca, or another competent regulator. You do not have to waive legal rights or agree to arbitration to raise a privacy concern. We will investigate complaints and make appropriate corrections where warranted.

This policy takes effect on the date shown above. Material changes will be brought to affected people’s attention using an appropriate notice. Before using existing personal information for a new purpose, we will provide the required explanation and obtain any required fresh consent. Simply posting a revised policy does not authorize a materially different use. You can request information about a previous version by contacting us.