Privacy Policy

1. Who we are

QuillHire (“we”, “us”, “our”) provides AI phone screening and Google Meet interview tools for hiring teams. This Privacy Policy explains how we handle personal data when you use quillhire.com, app.quillhire.com, and related services (the “Service”).

For privacy questions, contact us at privacy@quillhire.com.

2. Scope

This policy covers data we process as a service provider for company accounts (recruiters and hiring teams) and, where applicable, data about candidates that those accounts upload or generate through screening.

If your organization uses QuillHire, your employer or the hiring company may be the data controller for candidate data, and QuillHire typically acts as a processor or service provider on their instructions.

3. Information we collect

We may collect the following categories of information:

• Account details: name or company name, work email, contact number, password or Google Sign-In identifiers, plan and billing status.
• Workspace content: job descriptions, screening questions, candidate names, phone numbers, emails, resumes or resume summaries, referral metadata, and notes you add.
• Screening artifacts: call and Meet transcripts, recordings or recording references, scores, evaluations, integrity signals, and related AI outputs.
• Usage and device data: approximate location or currency preference, IP address, browser type, pages viewed, and product analytics events needed to operate and improve the Service.
• Payment data: plan purchases and payment status via our payment processor (we do not store full card numbers on QuillHire servers).
• Communications: messages you send to support or sales.

4. How we use information

• Provide, secure, and improve AI phone screens, Meet interviews, dashboards, billing, and support.
• Authenticate users (including Google Sign-In) and enforce workspace access controls.
• Generate transcripts, scores, and recommendations that your team reviews.
• Send service emails (verification, billing receipts, security notices). Marketing emails, if any, will include an unsubscribe option.
• Detect abuse, prevent fraud, and comply with law.
• Analyze product usage in aggregate to improve reliability and features.

5. AI processing

QuillHire uses third-party AI and telecom providers to place calls, join Meet interviews, transcribe audio, and evaluate answers. Content you submit (for example resumes, job criteria, and conversation audio/transcripts) may be sent to those providers solely to deliver the Service.

We do not sell candidate profiles. AI outputs are decision-support tools for your hiring team; they are not a substitute for human judgment or a guaranteed hiring outcome.

6. Legal bases (where applicable)

Depending on your location and role, we process data on bases such as: performance of a contract with your company; legitimate interests in operating a secure hiring product; consent where required (for example certain cookies or optional communications); and legal obligations.

7. Sharing of information

We may share data with:

• Service providers that host infrastructure, send email, process payments, place phone calls, provide speech/AI models, or schedule Google Meet events, under contractual confidentiality and security obligations.
• Your organization’s authorized workspace members who can access candidates and screening results.
• Authorities when required by law or to protect rights, safety, and security.
• A buyer or successor if we are involved in a merger, acquisition, or asset sale, with notice where required.

8. International transfers

QuillHire is built for Indian hiring teams, but infrastructure or subprocessors may process data in other countries. Where we transfer personal data internationally, we take steps designed to provide appropriate safeguards consistent with applicable law.

9. Retention

We retain account and workspace data for as long as your account is active and as needed to provide the Service, resolve disputes, and meet legal requirements. Candidate records, transcripts, and recordings may be deleted by workspace admins or upon account closure, subject to backup and legal retention windows.

If you need a specific retention schedule for compliance, contact privacy@quillhire.com.

10. Security

We use administrative, technical, and organizational measures appropriate to the nature of hiring data, including access controls, encrypted transport (HTTPS), and workspace scoping. No method of transmission or storage is perfectly secure. See also our Security page for a product-level overview.

11. Your choices and rights

Depending on applicable law (including Indian data protection rules and, where relevant, laws of other jurisdictions), you may have rights to access, correct, delete, or restrict processing of personal data, or to object to certain processing.

Candidates should typically contact the hiring company that screened them. Company admins can manage candidate records in the product. Account holders can update profile details in the app or email privacy@quillhire.com.

12. Cookies and analytics

We use cookies and similar technologies that are necessary for the Service, and analytics (including Google Analytics on the marketing site) to understand traffic and improve pages. You can control cookies through your browser settings. Blocking some cookies may affect site functionality.

13. Children

The Service is not directed to children under 18. We do not knowingly collect personal data from children for QuillHire accounts.

14. Changes

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the effective date. Material changes may also be communicated by email or in-product notice where appropriate.

15. Contact

QuillHire privacy inquiries: privacy@quillhire.com. General support: support@quillhire.com. Website: https://quillhire.com. App: https://app.quillhire.com.