Privacy Policy

01Who we are

SupportBot provides two products: Support, an AI chatbot that answers a business's customers from that business's own content, and Hire, a hiring suite with careers pages, AI screening, tests, interviews and offers.

This policy explains what personal data we handle, why, and the choices you have.

02Our role and the role of our customers

We handle personal data in two different roles:

• For our own accounts (people who sign up for SupportBot), we decide how the data is used. We are the controller.
• For our customers' data (a company's website visitors, chat conversations, job applicants and their CVs), the company decides how it is used. The company is the controller and we process the data on its behalf.

If you applied for a job through a company's careers page, that company is responsible for your application. You can also read the company's own privacy page, linked at the bottom of its careers page.

03Data we collect

Account holders (businesses and their teams)

• Name, email address, password (stored only as a secure hash) and profile photo if you add one.
• Company details, such as company name, logo, website, locations and benefits.
• Content you add: documents, web pages, questions and answers, jobs, tests and email templates.
• Team members you invite and the roles you give them.

Website visitors who use a Support chatbot

• The messages they write and the bot's answers.
• Contact details only if they choose to give them, for example to be contacted by the team.

Job candidates

• Account details, CV, profile, work history, skills and answers to screening questions.
• Test answers, scores and, when a company turns on proctoring, integrity signals such as tab switches and camera snapshots.
• Spoken AI interview answers. The audio is turned into text and then deleted unless the company chooses to keep it.
• Interview times, notes and scorecards written by the hiring team, and offer details.

Collected automatically

• Basic technical data such as IP address, browser type and pages visited, used for security and to keep the service working.
• Cookies described in the Cookies section below.

04How we use data

• To provide the products: answering chats, publishing jobs, running tests and interviews, and sending offers.
• To send messages you expect, such as sign-in codes, application updates, interview invitations and reminders.
• To keep accounts secure, prevent abuse and fix problems.
• To answer you when you contact us.
• To meet legal obligations.

05How we use AI

• Support answers come only from the content the business provides, and show the source.
• Hiring scores are advice only. AI reads CVs, tests and interviews and explains its scores. People on the hiring team make every decision. We do not make hiring decisions automatically.
• When screening CVs, the AI is not given names, photos or age, to reduce bias.
• Your data is never used to train shared AI models. Each workspace is kept separate.

To run these features, the needed text is sent to the AI providers listed below, under their business terms.

06Who we share data with

We do not sell personal data. We share it only with service providers that help us run SupportBot:

Within Hire, a candidate's application is shared only with the company they applied to, and inside that company only with team members whose role allows it.

07How we protect data

• Data is encrypted in transit (HTTPS) and at rest. Sensitive candidate details get an extra layer of encryption.
• Each company's workspace is isolated, and access is limited by team roles.
• CVs and other files are stored privately and opened only through short-lived links.
• Important actions such as exports and deletions are recorded in an audit log.

08How long we keep data

• Account data is kept while the account is open.
• Companies choose how long to keep applications from rejected candidates. After that time, the data is removed or anonymised.
• Proctoring snapshots are deleted after the period the company sets (60 days by default).
• AI interview audio is deleted once it becomes text, unless the company chooses to keep it.
• When a candidate deletes their account, their personal details are removed; anonymous statistics may remain.

09Your rights and choices

Depending on where you live, you may have the right to:

• See the personal data we hold about you, and get a copy of it.
• Correct data that is wrong.
• Delete your data or your account.
• Object to or limit some uses of your data.

Candidates can download their data or delete their account at any time from Account → Privacy in the candidate portal. For data a company holds about you, you can also contact that company. For anything else, contact us.

10Cookies

We use only the cookies and browser storage needed to run the service. We do not use advertising cookies.

11International transfers

Our providers may store or process data in other countries. When that happens, we rely on their contractual and security commitments to protect the data to the standard described in this policy.

12Children

SupportBot is not meant for children under 16, and we do not knowingly collect their personal data.

13Changes to this policy

We may update this policy as the products change. We will change the date at the top, and for important changes we will tell account holders by email or in the app.

14Contact us

Questions or requests about privacy? Use the contact form on our home page and choose “Privacy or data request”. We reply by email.