Privacy Policy

What HIDEA AI accesses. If you sign in with Google, we access the openid, email, and profile scopes: your Google account identifier, email address, name, and profile photo if Google sends one. Sign-in does not grant access to Gmail or Calendar. If you separately choose Connect Google in the desktop app, one consent requests https://mail.google.com/ and https://www.googleapis.com/auth/calendar. Mail access is used to list, search, open, send, and reply to messages, and to star, archive, or trash them when you do that in the app. Calendar access is used to list, create, update, and delete events. The same connection can also detect interview invites. With the agent team on, our own code, with no model, runs a fixed search for mail that looks like an interview invite over the last 60 days, and scans your upcoming calendar events, to find interviews. The Manager reads mail exchanged with the contacts of the jobs you created or confirmed: addresses at the company's own email domain and interviewers already on the job's rounds. For a job found from an invite, that domain can also be the sender's when it begins with the company's name; the job's first message shows the sender's address before you confirm the job. Mail from hiring platforms, such as scheduling or applicant tracking services, is read when it looks like an interview invite, or when it is also sent to one of the contacts of a job you created or confirmed; the employer is taken only from its subject or the name the platform sends it under, and platform addresses never become a job's contacts. The Manager also checks your calendar for free time. The rest of your inbox is not read, and reading never marks mail as read. We never receive your Google password. Access tokens stay on our servers.

How HIDEA AI uses it. Sign-in data is used only to create and authenticate your account. Gmail and Calendar data are used to show and manage the mail and events you ask for in the app, and to detect interview invites and ask you to confirm them. With the agent team on, our own code, with no model, uses the invite search and calendar scan described above to find interviews. Before preparing for a newly found interview, the app asks you once, unless you chose Always allow for that kind of action. For the jobs you created or confirmed, the Manager uses the mail and calendar events described above to summarize mail, draft replies and calendar events, find free time, and plan prep. A reply or an email is sent, and a calendar event is created or moved, only after you approve it, or for the kinds of action you set to Always allow (from an approval card or the Permissions list on the Agents page). Mail to anyone who is not one of the job's contacts always asks. You can switch any kind of action back to "Asks first" at any time. Every action is reported in the job's room. Calendar changes can be undone. Sent mail cannot be unsent. We do not sell Google user data, use it for advertising, or use it to train generalized models. HIDEA AI does not use Google APIs for AI-generated non-consensual intimate imagery (NCII). The Services do not generate or alter images of people.

How HIDEA AI stores it. Sign-in data is stored with your account. While Google stays connected, we store a refresh token encrypted on our servers and the Google email on that connection. Short-lived access tokens stay in memory and are not written to our database. For a detected invite we store the title, time, company, a sanitized text excerpt, and an id. With the agent team on, we also store each detected interview's details (company, role, time, interviewers, and meeting link), the job room's messages, including notes about new mail (sender, subject, and a short snippet), drafts, approval cards, and action reports, and each job's contact addresses and company email domains. We also store the ids of the mail and calendar events involved (where each interview came from, the mail routed to a room, the mail we sent and its thread, and the events we created), and the previous start and end of an event we moved.

Who HIDEA AI shares it with. We do not share Gmail or Calendar contents with other users, advertisers, or data brokers. If you confirm an invite, that interview context can be sent to the model provider you already use for interview prep. With the agent team off, declining an invite does not send it to a model provider. With the agent team on, the text of job-related mail and calendar events is sent to the model provider that powers the agent team (the same provider used for interview prep) when the Manager reads or replies to mail or checks your calendar, to summarize mail, draft replies and calendar events, find free time, and plan prep. The titles and guests of calendar events that look related to a job (the company's name as a whole word in the title, or a job contact or someone at the company's email domain among the guests) can reach the model; for other events, only their busy times reach it, not their titles or guests. To show sender pictures in Mail, our servers look up each sender's avatar: Gravatar receives a one-way SHA-256 hash of the sender's email address (never the address itself), and Google's site-icon service receives the sender's company domain (for example stripe.com; free-mail domains such as gmail.com are never looked up). No message content, subject, or your own address is sent, and your device never contacts these services directly.

How long HIDEA AI keeps it. Sign-in data is kept until you delete your account, except records we must keep for legal or financial reasons. The Google connection and the ids we keep so we do not show the same invite twice are kept only while the connection exists. Invite details we stored and the agent team data described above stay with your account after you disconnect Google, and are removed when you delete your account.

How you delete it. Disconnect Google on the Profile page of the desktop app, or delete your account. Disconnect revokes the refresh token at Google when Google allows it, stops all Gmail and Calendar access, and deletes the connection and the ids we stored so we do not show the same invite twice. It does not delete the invite details or the agent team data described above; deleting your account does.

HIDEA AI values your privacy and is committed to protecting your information. The application name is HIDEA AI. This Privacy Policy explains how HIDEA AI ("HIDEA AI," "we," "us," or "our") collects, uses, discloses, and protects information when you use HIDEA AI, including our landing website, account and authentication web flows, desktop application, and related services (collectively, the "Services"). You can read this page without an account.

The information we collect depends on which Services you use and how you interact with them.

Account and authentication information. If you create an account, we may collect information such as your email address, password, account identifier, verification status, and authentication-related data. If you sign in with Google, we request the openid, email, and profile scopes and receive your Google account identifier, email address, name, and profile photo if Google sends one. We use that only to create and authenticate your account. We never receive your Google password, and sign-in does not grant access to Gmail or Calendar. If you sign in with GitHub, we receive the email and basic profile GitHub provides for the same purpose, and never your GitHub password.

Subscription and billing information. If you purchase or manage a subscription or prepaid plan, we may collect and store subscription, entitlement, credit balance, billing status, billing provider, and related transaction metadata. Card payments are processed by Stripe rather than stored as card numbers by us. Cryptocurrency payments are processed by our crypto payment provider (Cryptomus); we receive payment status and order metadata needed to grant entitlements.

Usage and technical information. We may collect information about how you use the Services, such as session and credit usage, model selections, onboarding interactions, account activity, device or application information, and session-related information needed to operate and secure the platform, including error diagnostics.

Content and feature inputs. Depending on the feature, we may process interview-related inputs you choose to submit — including messages and prompts, live transcription text, screenshots or screen regions you explicitly capture, uploaded context such as a resume or job description, and AI-generated responses — in order to provide the Services and account functionality.

We do not record your screen continuously. Screenshots are captured only when you press a capture shortcut. Audio is processed for live transcription rather than stored as a recording.

Your candidate profile and résumés. The Profile page of the desktop app holds a candidate profile that you fill in yourself: Identity (name, email, phone, street address, city, state, country, ZIP or postal code, LinkedIn, and GitHub), Experience, Education, and Work & logistics (citizenship, work authorization in the US, the UK, and the EU, visa sponsorship, public trust, security clearance, whether you are 18 or older, background check, relocation, work mode, travel, and notice period). You can also upload up to 10 résumés (PDF, DOCX, TXT, MD, or RTF). We store the profile and the résumés with your account. Filling in the profile is optional: you can leave any Identity or Work & logistics question, including citizenship and security clearance, unanswered. Fill my profile from this résumé uses an AI model to propose Identity, Experience, and Education entries from a résumé you choose; nothing is saved until you pick what to keep.

Optional disclosures. The profile also has Disclosures: Hispanic or Latino, race or ethnicity, disability, and veteran status. They are optional, and each has a Prefer not to say answer. We keep them only for job application forms. The agent team never reads them, they are never sent to an AI model, and they are never shared with other users, advertisers, or data brokers.

How the agent team and interviews use them. With the agent team on, it reads your profile (everything except the Disclosures) and the job's résumé, so it can prepare and reply to recruiters. Interviews the team sets up use the text of your profile, without your phone number, street address, and Disclosures, and the job's résumé. When the team works, and in the interviews it sets up, that content is sent through our backend to the AI providers listed under Third-Party Services and Providers. We check mail the team drafts, and calendar invites it sends to other people, for your phone number, street address, citizenship, visa sponsorship, public trust, and security clearance. When the check finds one, that mail or invite waits for your approval, even when you set that kind of action to Always allow. The check looks for the details in your profile and the usual words for them, so it can miss one written another way.

Deleting them. Deleting your account removes your candidate profile, résumés, and Disclosures. Disconnecting Google does not remove them.

Optional Google Gmail and Calendar connection. Connect Google in the desktop app is separate from signing in, and the rest of the Services work without it. If you connect, we request https://mail.google.com/ and https://www.googleapis.com/auth/calendar on one consent screen. What we access, store, share, and delete from those scopes, including what the agent team's Manager does with them, is described under Google user data below. We do not ask for your Google password.

We may use information we collect to:

• provide, operate, maintain, and improve the Services
• create and manage accounts and authenticate users
• process subscriptions, entitlements, credits, and billing workflows
• provide desktop download and onboarding flows
• send account-related notices such as verification, password reset, security, and billing communications
• monitor usage, analyze trends, and improve product performance
• protect the security and integrity of the Services and enforce our terms
• comply with legal obligations and resolve disputes
• if you fill in your candidate profile or upload résumés, store them with your account and, with the agent team on, let the team use them, never the Disclosures, to prepare and reply to recruiters
• if you connect Google, show and manage the Gmail and Calendar data you ask for, and detect interview invites from your Calendar and Gmail and ask you to confirm them before we treat them as an interview to prepare for
• if you connect Google and the agent team is on, find interviews from your Calendar and invite-like mail with our own code (no model), let the Manager read mail from the contacts of jobs you created or confirmed and check your calendar for free time, to summarize mail, draft replies and calendar events, find free time, and plan prep, and send mail or change your calendar only after you approve it or for the kinds of action you set to Always allow

HIDEA AI's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide the user-facing features described in this policy. We do not sell Google user data, use it for advertising, or use it to train generalized models. Humans do not read it except when you ask us to, when we need to for security or abuse, or when the law requires it.

HIDEA AI does not use Google APIs for AI-generated non-consensual intimate imagery (NCII). The Services do not generate or alter images of people. Google user data is not used to create, edit, or distribute intimate imagery.

Sign-in (openid, email, profile). When you choose Google sign-in, we access your Google account identifier, email address, name, and profile photo if Google sends one. We use them only to create and authenticate your HIDEA AI account. We store them with that account. We do not use sign-in data to read your mailbox or calendar. We delete them when you delete your account, except records we must keep for legal or financial reasons.

Gmail (https://mail.google.com/). We request this scope only after you choose Connect Google. You can read, search, and open messages, send and reply, and star, archive, or trash messages from the app. We also read a narrow set of messages that look like interview invites when invite detection runs. We strip HTML, scripts, and images from mail before that invite text is used. With the agent team on, our own code, with no model, runs a fixed search for mail that looks like an interview invite over the last 60 days, to find interviews. The Manager reads mail exchanged with the contacts of the jobs you created or confirmed: addresses at the company's own email domain and interviewers already on the job's rounds. For a job found from an invite, that domain can also be the sender's when it begins with the company's name; the job's first message shows the sender's address before you confirm the job. Mail from hiring platforms, such as scheduling or applicant tracking services, is read when it looks like an interview invite, or when it is also sent to one of the contacts of a job you created or confirmed; the employer is taken only from its subject or the name the platform sends it under, and platform addresses never become a job's contacts. The rest of your inbox is not read, and reading never marks mail as read. The Manager sends a reply or an email only after you approve it, or for the kinds of action you set to Always allow. Mail to anyone who is not one of the job's contacts always asks. Sent mail cannot be unsent.

Calendar (https://www.googleapis.com/auth/calendar). We request this scope on the same connection. You can list, create, update, and delete events from the app. We also read upcoming events to detect interview invites. With the agent team on, our own code, with no model, scans your upcoming calendar events (the next 60 days) to find interviews, and the Manager checks your calendar for free time. The titles and guests of events that look related to a job (the company's name as a whole word in the title, or a job contact or someone at the company's email domain among the guests) can reach the model provider; for other events, only their busy times reach it, not their titles or guests. The Manager creates or moves a calendar event only after you approve it, or for the kinds of action you set to Always allow. Every calendar change is reported in the job's room and can be undone.

Agent team approvals. With the agent team on, the app asks you once before preparing for a newly found interview, unless you chose Always allow for that kind of action. A reply, an email, or a calendar change happens only after you approve it, or for the kinds of action you set to Always allow, from an approval card or the Permissions list on the Agents page. You can switch any kind of action back to "Asks first" at any time. Every action is reported in the job's room.

What we store. While you stay connected, we store a refresh token encrypted on our servers and the Google email address on the connection. Short-lived access tokens stay in memory and are not written to our database. For a detected invite we store the title, time, company, a sanitized text excerpt, and an id so we do not show the same invite twice. We strip HTML, scripts, and images from mail before that text is used. With the agent team on, we also store each detected interview's details (company, role, time, interviewers, and meeting link), the job room's messages, including notes about new mail (sender, subject, and a short snippet), drafts, approval cards, and action reports, and each job's contact addresses and company email domains. We also store the ids of the mail and calendar events involved (where each interview came from, the mail routed to a room, the mail we sent and its thread, and the events we created), and the previous start and end of an event we moved. The invite details and the agent team data stay with your account after you disconnect Google, and are removed when you delete your account.

What we share. We do not share Gmail or Calendar contents with other users, advertisers, or data brokers. If you confirm an invite, that interview context can be sent to the model provider you already use for interview prep. With the agent team off, declining an invite does not add it to your interview plan and does not send it to a model provider. With the agent team on, the text of job-related mail and calendar events is sent to the model provider that powers the agent team (the same provider used for interview prep) when the Manager reads or replies to mail or checks your calendar, to summarize mail, draft replies and calendar events, find free time, and plan prep. The titles and guests of calendar events that look related to a job (the company's name as a whole word in the title, or a job contact or someone at the company's email domain among the guests) can reach the model; for other events, only their busy times reach it, not their titles or guests. For sender pictures in Mail, our servers send Gravatar a SHA-256 hash of a sender's address and send Google's site-icon service the sender's company domain; nothing else from your mail leaves our servers for this.

Disconnect and deletion. Disconnect on the Profile page of the desktop app revokes the refresh token at Google when Google allows it, and deletes the connection and the ids we stored to avoid showing the same invite twice. It does not delete the invite details or the agent team data listed under What we store; deleting your account does. Deleting your account also removes the Google connection. We stop accessing Gmail and Calendar as soon as the connection is gone.

Our website and account flows may use cookies and session technologies to keep you signed in, authenticate requests, protect accounts, and maintain account sessions across visits. These technologies may include secure authentication cookies and related session identifiers.

The desktop application stores authentication tokens, configuration, and related session data in the local application data directory on your device rather than in browser cookies.

The website does not set advertising or analytics cookies. You can see what it stores in your browser, and change your choice, at any time: Cookie preferences.

The desktop application may request access to your device's microphone and screen recording (or equivalent OS permissions) in order to provide core product functionality, such as live captions from system audio and the microphone, and capturing a screen region when you choose to do so.

Application configuration, preferences, and logs may be written to your local application data directory. Clearing local data removes those preferences without necessarily deleting your account. Some locally stored data may also be included in device or cloud backup systems you control.

We may use analytics and measurement tools to understand how users discover, onboard into, and use our Services. Analytics providers, if used, may process technical and usage data under their own privacy policies.

On our website we use Plausible Analytics, self-hosted on our own servers. It sets no cookies and does not build a profile of you. It loads only if you allow analytics in Cookie preferences, and it counts page views and a few actions such as starting a download, creating an account or starting checkout. It does not receive your name, email address or account details.

If you tick “Send me product tips and offers” when you sign up, or turn it on later in Account > Profile, we send product tips and offers to your account email address. We do not send them otherwise. Every such email has an unsubscribe link and your postal sender details, and you can turn it off at any time in your account settings. Account messages, such as email confirmation and password reset, are not marketing and are always sent. We keep your choice, and when and where you made it, with your account.

We may use third-party providers to support authentication, billing, hosting, AI-powered functionality, and related product operations. Depending on the Service you use, those providers may include Google (sign-in, and if you connect it, Gmail and Calendar), GitHub, Stripe, Cryptomus, OpenAI, Anthropic, and other infrastructure or service partners acting on our behalf.

Interview turns are sent through our backend to the model provider selected for that interview type so they can generate responses. When the agent team works, the candidate profile and résumé content it reads are also sent through our backend to the AI providers listed above; the Disclosures never are. When you use Fill my profile from this résumé, the text of that résumé is sent through our backend to OpenAI so it can propose entries; filling from an earlier profile sends that profile's text the same way. Those providers process content under their own terms.

We encourage you to review the privacy policies of relevant third parties, including Google, GitHub, Stripe, Cryptomus, OpenAI, and Anthropic.

We may share information with service providers and partners that help us operate the Services, process subscriptions, authenticate users, deliver product features, and secure the platform. We may also share information when required by law, to enforce our rights, to protect users or the Services, or in connection with a business transaction such as a merger, financing, acquisition, or sale of assets.

We retain information for as long as reasonably necessary to provide the Services, maintain accounts, fulfill subscriptions, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods may vary depending on the type of information and the product surface involved.

Some content may remain stored locally on your device or within device backup systems you control until you delete it. Account and billing records associated with the platform may be retained for operational, security, legal, and financial recordkeeping purposes.

Depending on the Services you use and where you are located, you may have the right to access, update, or delete certain information about you. You may also manage certain account information directly through the desktop app Settings. If you would like to request deletion of your account or have questions about your information, please contact us using the details below. You can disconnect Google at any time on the Profile page of the desktop app; that stops further Gmail and Calendar access. With the agent team on, you can switch any kind of action back to "Asks first" at any time. Deleting your account removes your saved setups, interview history, agent team job data, candidate profile, résumés, Disclosures, and Google connection associated with the account, subject to records we must retain for legal or financial purposes.

We use reasonable administrative, technical, and organizational safeguards designed to protect information under our control. However, no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

Our Services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you believe we may have collected information from a child under 13, please contact us so we can investigate and take appropriate action.

We may update this Privacy Policy from time to time to reflect changes in our Services, practices, legal obligations, or operational needs. We may notify you of material changes through the Services, by email, or by updating the effective date above.

If you have questions about this Privacy Policy or our privacy practices, please contact us at privacy@hidea.ai.