Privacy Policy

Effective date: June 25, 2026  ·  Last updated: July 3, 2026

HRTool.ai is operated by RecruiterPM LLC, a Florida privately held company with its principal place of business at 7000 W. Palmetto Park Road, Suite 210, Boca Raton, FL 33433 ("HRTool.ai," "we," "us"). HRTool.ai is a subsidiary of RecruiterPM and provides hiring assessments, tests, surveys, and live video interviews to employers ("Customers") across the United States.

This Privacy Policy explains what personal information we collect, how we use and protect it, the roles we play, and the rights available to you.

1. Who this policy covers and our roles

• Customers (employers and their users): We act as a controller/business of Customer account information and as a processor/service provider of the candidate data Customers collect through the Service.
• Candidates (test-takers): For candidate assessment data, the Customer is the controller and decides why and how the data is used. HRTool.ai processes that data on the Customer's documented instructions to deliver, score, and analyze assessments. Candidates with questions about a specific hiring process should also contact the employer that invited them.

2. Information we collect

• Account information: name, work email, company, role, and authentication data (passwords are hashed; we use email-based two-factor authentication).
• Candidate identification: name, email, and phone provided by the candidate or the Customer.
• Assessment responses: answers to multiple-choice, situational, behavioral, Likert, ranking, typing, survey, audio, and video questions, along with scores and timing.
• Proctoring and integrity data: browser-based monitoring events (e.g., tab/focus changes), device type and operating system, and — where the assessment uses webcam proctoring and the candidate consents — periodic webcam still images.
• Audio and video recordings: where an assessment includes recorded answers and the candidate consents.
• Live interview data: where a Customer conducts a live video interview through the Service, meeting recordings (including screen share), live transcripts, AI-generated interviewer suggestions and answer analyses, interviewer notes, and (if used) live coding-exercise responses. Recording occurs only after all participants consent.
• AI-derived data: transcripts of recorded answers and AI-generated, job-relevant summaries/scores of answer content.
• Consent records: which notices were shown, whether the candidate agreed, and timestamps.
• Payment metadata: subscription and usage billing information processed by our payment provider (we do not store full card numbers).
• Usage and technical data: log data, IP address, and basic analytics needed to operate and secure the Service.

Cookies and similar technologies

We use a small number of cookies and similar technologies. A strictly-necessary cookie (named hrt_session) keeps you signed in; the Service cannot function without it, so it is set without requiring consent. We also use your browser's local storage for interface preferences. We do not use advertising, marketing, or cross-site tracking cookies, and we do not sell or "share" personal information for behavioral advertising. On your first visit you can Accept all or choose Necessary only via our cookie banner, reopen those choices anytime from the "Cookie preferences" link in the site footer, and control cookies through your browser settings.

3. How we use information

We use personal information to: provide and secure the Service; deliver, score, and analyze assessments and surveys; verify assessment integrity; generate AI transcripts and job-relevant analysis as decision support; process subscriptions and metered usage; provide support; and comply with legal obligations. We do not use candidate data to build advertising profiles, we do not sell personal information, and we do not use Customer content or candidate data to train AI models — ours or anyone else's; our AI providers are contractually prohibited from training on this data.

4. Artificial intelligence, fairness, and automated processing

AI analysis is decision support only — a human makes every final hiring decision. Our AI is designed and constrained to evaluate the job-relevant content of an answer and not voice, accent, tone, appearance, demeanor, emotion, gender, age, race, ethnicity, religion, disability, or any other protected characteristic. These constraints are enforced in the model instructions and are designed to support independent bias auditing; supporting records are available to Customers.

This design is intended to support compliance with Title VII of the Civil Rights Act and EEOC guidance, the Americans with Disabilities Act (ADA), NYC Local Law 144 (automated employment decision tools), the Illinois Artificial Intelligence Video Interview Act (AIVIA, 820 ILCS 42), the Illinois Human Rights Act as amended by HB 3773 (effective January 1, 2026), the California Fair Employment and Housing Act regulations on automated-decision systems, the California CCPA regulations on automated decisionmaking technology (ADMT), the Colorado AI Act, and applicable provisions of the EU AI Act. Customers remain responsible for their own hiring decisions and for any notices or bias-audit publication their jurisdiction requires; HRTool.ai provides the controls and supporting records.

Before an assessment or live interview that uses AI-analyzed recorded answers, a candidate may decline AI analysis and have a person review their answers against the same rubric instead. Declining does not affect the candidate's ability to complete the assessment and does not penalize their application; the choice is recorded with the candidate's consent record, and no AI transcription, analysis, or scoring is run for that submission by any means. Candidates may also request a human review of, or further explanation about, any AI-assisted evaluation by contacting the employer or support@hrtool.ai.

5. Biometric information notice (Illinois BIPA and similar laws)

Where webcam proctoring is enabled and consented to, webcam still images may constitute biometric information under the Illinois Biometric Information Privacy Act (740 ILCS 14) and similar state laws. We collect these images solely to verify assessment integrity. We do not sell, lease, or trade them, do not share them with third parties for commercial purposes, and do not use them to create a facial-recognition or biometric template. Webcam images are permanently destroyed within three (3) years of collection or when the assessment/hiring purpose is satisfied, whichever occurs first, or sooner on valid request.

6. Recorded audio and video; live interviews; Illinois AIVIA (820 ILCS 42)

For assessments that include recorded answers, and for live video interviews conducted through the Service, candidates receive notice and provide explicit consent before recording; live interviews are recorded only after all participants consent. Consistent with the Illinois Artificial Intelligence Video Interview Act (820 ILCS 42), candidates are told that AI may be used to analyze recorded answers or interviews and what is evaluated, recordings are shared only with persons whose expertise or technology is needed to evaluate the candidate, and upon a candidate's request we will delete the candidate's recordings and transcripts — including live interview recordings — and instruct recipients to do so within thirty (30) days. A candidate may also decline AI analysis of their recorded answers or live interview before it begins and receive equivalent human review instead.

7. How we share information

We share information with subprocessors and service providers under contract, only as needed to run the Service. Our current subprocessors are: Hostinger (cloud hosting), Backblaze (encrypted media storage), OpenAI (AI transcription), Anthropic (AI analysis), Stripe (payment processing), Cloudflare (DNS), and our transactional email provider. We will notify Customers at least thirty (30) days before adding or replacing a subprocessor that processes candidate data; the current list and our Data Processing Addendum are available at support@hrtool.ai. We also disclose information when required by law or to protect rights and safety, and where legally permitted we will notify the affected Customer before disclosing their candidate data in response to a subpoena or similar legal demand. We do not sell personal information, and we do not "share" it for cross-context behavioral advertising.

8. Data retention and deletion

We retain personal information only as long as needed for the purposes above and to meet legal obligations, then delete or de-identify it. Retention highlights: webcam/biometric images — destroyed within three (3) years or sooner on request; recorded audio/video (including live interview recordings and transcripts) — deleted within thirty (30) days of a valid candidate request, and live interview recordings are additionally subject to a Customer-configurable auto-delete schedule; other candidate assessment data — retained per the Customer's instructions and configured retention settings. Customers can request export or deletion of data in their workspace.

9. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, port, or limit the processing of your personal information, and to opt out of sale/sharing and certain profiling. These rights are provided under laws including the Florida Digital Bill of Rights, the California Consumer Privacy Act (as amended by the CPRA), and the comprehensive privacy laws of other U.S. states (including Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Maryland, Minnesota, Tennessee, Indiana, Kentucky, and Rhode Island), and (where applicable) the EU/UK GDPR.

To exercise a right, email support@hrtool.ai with the subject line "Privacy Request," or use our Do Not Sell or Share page. You may use an authorized agent, subject to verification. We will not discriminate against you for exercising your rights. Because we often process candidate data on a Customer's behalf, we may refer your request to the relevant employer and assist them in responding.

10. Accessibility and accommodations (ADA)

We aim to make assessments accessible and support reasonable accommodations. Candidates who need an accommodation (for example, additional time or an alternative format) should contact the inviting employer or support@hrtool.ai, and we will work with the employer to assist.

11. Security

We protect information using encryption in transit, encryption of sensitive secrets and stored media, role-based access controls, tenant isolation, two-factor authentication, and audit logging. No method of transmission or storage is perfectly secure, but we work to protect your information and to notify affected parties and authorities of breaches as required by law.

12. Children

The Service is for workplace hiring and is not directed to children. We do not knowingly collect information from anyone under 16.

13. Changes to this policy

We may update this policy and will revise the "Last updated" date. Material changes will be communicated as required by law.

14. Contact

RecruiterPM LLC, Attn: HRTool.ai — Privacy
7000 W. Palmetto Park Road, Suite 210, Boca Raton, FL 33433
Email: support@hrtool.ai