Who we are
HireForm is a resume formatting automation service for staffing and recruiting firms, operated by HireForm LLC, a New Jersey limited liability company.
What we collect
- Account information: firm name, administrator name and email address, and password (stored as a one-way hash — we cannot read your password).
- Configuration data: your logo, brand colors, font preferences, and the email domains you authorize to use the service.
- Submission metadata: sender email address, submission timestamp, file type, processing status, and token usage. We do not store the content of resumes or formatted output files.
- Billing information: collected and stored exclusively by Stripe. HireForm never stores payment card numbers or banking information.
- Demo usage data: if you use our free demo, we collect your name, email address, and firm name for follow-up purposes.
What we do not collect or store
- The text content of resumes submitted for formatting — this is processed by our AI provider and not retained by HireForm.
- The formatted PDF or DOCX output files — these are delivered by email and not stored on our servers.
- Payment card or banking details — these are handled exclusively by Stripe.
How we use your data
- To operate the service: process submissions, enforce tier limits, and deliver formatted output.
- To manage your account: authentication, billing, and support.
- To follow up on demo inquiries: if you used the free demo, we may contact you about the paid service. You can opt out at any time by replying 'unsubscribe' to any email.
- To improve the service: aggregated, non-identifiable submission metadata may be used to improve processing quality.
How we protect your data
- All data is encrypted in transit using TLS 1.2 or higher.
- All data stored in our database is encrypted at rest using AES-256 (Supabase).
- Access to production systems is restricted to authorized personnel with multi-factor authentication enforced.
- Resume text processed by our AI provider (Anthropic) is subject to Anthropic's data retention and security policies. Anthropic is SOC2 Type II certified.
Data retention
- Account and configuration data is retained while your account is active and for 90 days after cancellation, after which it is permanently deleted.
- Submission metadata is retained for 12 months and then permanently deleted.
- Demo lead data is retained for 24 months and then permanently deleted.
Your rights
- Access: you may request a copy of the personal data we hold about you.
- Correction: you may update your account information at any time through the account settings.
- Deletion: you may request deletion of your account and associated data by emailing privacy@hireform.ai. We will respond within 30 days.
- Portability: you may request an export of your submission history data.
Geographic availability
HireForm is currently available to businesses based in the United States and Canada. Canadian businesses are subject to Canada's Personal Information Protection and Electronic Documents Act (PIPEDA); your data may be processed and stored in the United States as described in this policy. Businesses in the United Kingdom, European Union, Australia, and other regions may join our waitlist at hireform.ai/signup. We will notify you when service is available in your region.
Changes to this policy
We will notify active clients by email at least 14 days before any material changes to this policy take effect.