Data Protection Policy
Last revised: October 29, 2026
At our company, Zenhire AI Technologies Corporation, 8 The Green, Suite 300 Dover, Delaware 19901 (»Zenhire« or (»we«), we respect your privacy, however, in order to inform you on the manner of and reasons why your personal data (»Data«) is collected and further processed, for how long will your Data be retained and on other relevant characteristics of your Data’s processing, all in relation to your accessing and further use of all processes and operations relating to ZenHire within the scope of the ISMS (»services«), including ZenHire Platform (»the Platform«) and work recruitment process you are undergoing through. Therefore, you are required to provide us with some of your Data.
With this document (»Data Protection Policy«), in accordance with Article 13 of REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL OF 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation; »GDPR«), we regulate the information of data subjects, including when and how we process your Data in our company, for which purpose, how we store and protect it, as we want to assure you that we treat your Data transparently and securely. You can also find out about your rights in relation to the Data we hold about you and how to exercise those rights.
In addition, we reserve the right to make changes and / or updates to this Data Protection Policy. Where changes are such as obliging us to notify you, we will notify you directly. Otherwise, we ask you to monitor the contents of this Data Protection Policy from time to time to ensure that you are familiar with and agree to its contents.
Data controller
The data controller is us Zenhire AI Technologies Corporation, 8 The Green, Suite 300 Dover, Delaware 19901, e-mail: dpo@zenhire.ai
For camera monitoring and identity checks during an assessment, the employer you applied to is the controller, and ZenHire processes that data on the employer's behalf. See those sections below.
What data do we collect, for what purpose and on what legal basis?
According to Article 4(1) GDPR, Data is any information which is related to an identified or identifiable natural person. It is therefore information that identifies you as a specific or identifiable individual.
The Platform utilizes advanced AI algorithms to process Data specifically for evaluating the suitability of candidates for job positions they have applied for. This process involves a detailed analysis of a candidate's skills, qualifications, and other relevant attributes. The AI algorithms are designed to impartially assess these factors, to support a fair and efficient selection process. The data processing is tailored to match the specific requirements of each job position, allowing for a nuanced understanding of how well a candidate's abilities align with the job's demands. Additionally, this AI-driven approach helps in identifying potential areas of strength and improvement for each candidate, contributing to a more informed hiring decision. The Data is handled with strict adherence to privacy and data protection standards, ensuring that candidates' personal information is treated with the utmost confidentiality and security.
AI also helps employers write scoring guides. A scoring guide says, for one skill, what each score from 1 to 5 means for the job. AI drafts it from the skill's name and description and, when the guide is written for one job, from the job title, the industry, the experience the job asks for and the names of the job's other skills. It never uses information about you or any other candidate. A draft is used only after a person at the employer or at ZenHire has saved it, and they can edit it before saving or at any time afterwards. Recruiters see the guide while they score you, and it may appear next to your score in the employer's report about you. You can ask how you were evaluated by writing to dpo@zenhire.ai.
Scores given by AI alone, and automatic decisions. On some tests, certain skills are scored by AI only, for example English pronunciation, fluency and vocabulary in spoken answers, or other skills the test is set up to have scored by AI. A person cannot change those scores. When every skill on a test is scored by AI, your result can become final without a person reviewing it. Employers can also set rules that, once all your scores for a step are in, automatically move you to the next step or end your application based on those scores, including scores given by AI. If a decision about you was made this way, you can ask for a person to review it, give your point of view and contest it, by contacting the employer or by writing to dpo@zenhire.ai.
In this particular case, your Data includes any data relating to you and your use of our services, including the Platform based on which you are identified or can be identified, when accessing to and using our Platform for work recruitment purposes, i.e., when participating in the work recruitment processes conducted through the Platform, as follows:
Booking a demo on our https://zenhire.ai/ website
If you wish, you can book a demo on our website https://zenhire.ai/ (»Website«), to see how you can use our Platform.
In this case, in order to provide you with a demo, we collect and process these following types of Data from you for the following purposes:
Name. Your personal name, middle name and surname.
We collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of providing you with a demo on our Website and for the purpose of any communication in connection with the provided demo.
Email address. Your personal or business email address.
We collect this Data for the purpose of performing a contract with you and/or for the performance of any (pre)contractual obligation, for the purpose of providing you with a demo on our the Website and for the purpose of any communication in connection with the provided demo. In addition, we collect and process this Data for the purposes of managing communication with your regarding usage of our services, notifying you of changes to this Data Protection Policy, other necessary actions in connection with the management of our relationship with you;
For the purposes of sending newsletters and other communications regarding information about new features on the Website and/or our Platform, newsletters and surveys about the operation and use of the Website and/or our Platform, we collect and process the Data for the purpose of exercising our legitimate interest in keeping you, as a user, informed of any updates and changes to our Website and/or Platform;
If you sign up for our marketing and other newsletters, we collect the Data on the basis of your consent.
Company. Company name you work for.
We may collect this Data on the basis of your consent, for the purpose of your identification.
Webinar registrations
When you register for a ZenHire webinar we collect your name, email address and company and, if you choose to give them, your role, team size, region, a work email address and whether you want a free hiring process consult. We use this data to register you, send your joining link and reminders and, if you give a work email address, to send the recording and the guide and to arrange the consult you asked for. We send the recording and arrange the consult only through work email addresses, so we can confirm the company we prepare them for. Legal basis: performing our agreement with you (your registration) and your consent (the consult and newsletters).
Service providers: Twilio SendGrid (email delivery), Slack (internal notification to our team), Meta Platforms (Meta Pixel and Conversions API: when you register, we share the registration event and hashed identifiers such as your email address and name, plus your IP address and browser details, with Meta to measure our ads), Google Analytics and Google Tag Manager, and Microsoft Clarity (usage analytics).
Retention: we keep webinar registration data for up to 24 months after the webinar, unless you ask us to delete it earlier.
Your rights: you can ask for access, correction or deletion at dpo@zenhire.ai. If you are in the Philippines, you also have the rights of a data subject under the Data Privacy Act of 2012.
Camera monitoring during assessments (camera proctoring)
Some employers who use ZenHire choose to turn on camera monitoring for a test. When it is on, you are told before anything is recorded and you choose whether to continue.
What we collect. While you take the test, ZenHire takes still photos through your camera, at a regular interval and also when it notices no face or more than one person in view. Each photo is stored with the time it was taken and its place in the test.
What it does and doesn't do. It only checks whether a face is visible and how many. It does not recognise or identify you, does not compare photos against any document or other image, and builds no face template or biometric profile. No audio is recorded. The photos and the "no face" / "multiple faces" observations are shown to people at the employer who can already see your test results; they don't change your score automatically.
If other people are in view. A "multiple faces" photo can include someone near you who isn't applying. Take the test somewhere private where only you are in view.
Why (purpose and basis). To help the employer trust who took the test and keep assessments fair. We rely on your consent, given through the notice before the test.
Where it's stored. Encrypted, access-controlled storage in the EU (Frankfurt), reached only through authenticated ZenHire links.
How long. No longer than 2 years from when they're taken, then deleted.
Your rights. Ask to see or delete your photos, or exercise other rights, via the employer or dpo@zenhire.ai.
Identity checks
Some employers who use ZenHire ask candidates to confirm their identity during an assessment. If you are asked to do this:
- What is collected. A photo of the portrait printed on your ID document, cut out on your own device, and a selfie cropped to your head and shoulders. The rest of your ID document never leaves your device, so your name, ID number, address and date of birth are not collected.
- Why. To check that the person taking the assessment is the person on the ID. The two photos are compared, and the employer receives the result. A person on the employer's hiring team reviews any result that needs a closer look. No one is rejected automatically because of this check.
- Legal basis. Your explicit consent, given on screen before any photo is taken. You can say no. Your application continues, and the employer sees that you chose not to complete the check.
- Who is responsible. The employer is responsible for your data (the controller). ZenHire processes it on the employer's behalf.
- Who can see the photos. The employer's hiring team for that job, and ZenHire support staff when they need to fix a problem.
- Who processes them. Amazon Web Services stores and compares the photos for ZenHire (Amazon S3 and Amazon Rekognition, in the EU, Frankfurt). AWS keeps no database of faces and does not use the photos to improve its services.
- No one else is captured. Only your own ID document and your own selfie.
- Your rights. To withdraw your consent, ask what data is held about you, or ask for it to be deleted, contact the recruiter for the job. Requests that reach ZenHire are passed to the employer.
- How long it is kept. See the retention schedule below.
Retention schedule: identity checks
| What | Kept for | Then |
|---|---|---|
| The ID portrait and the selfie | 30 days from upload | deleted automatically |
| A photo replaced by a retake | about 1 day | erased |
| The match score and photo measurements, in AWS's run records | 90 days | deleted (the period is fixed by AWS) |
| The comparison program's logs (ids, outcome, reason; no photos, no scores) | 90 days | deleted |
| Messages on the processing queue | up to 4 days, or up to 14 days if they could not be processed | deleted |
| The result of the check (for example "Verified" or "Needs review") | as long as the application record | deleted with the application |
| Your consent record (what you agreed to, which notice version, when) | as long as the application record | deleted with the application |
Notice version 1.1.0, 13 Oct 2026.
Third-party service providers: Cloudflare Turnstile (bot detection)
To prevent automated abuse on our signup and other public forms, ZenHire uses Cloudflare Turnstile in invisible mode. Turnstile processes limited technical request metadata (such as browser and device characteristics, IP address, and certain request headers) to evaluate whether the request is human-generated. Cloudflare acts as our service provider for this purpose, and the processing it performs is described in the Cloudflare Turnstile Privacy Addendum, which is incorporated into this Data Protection Policy by reference.