Privacy Policy

1. Who We Are

WiHire.ai is a consent-first AI hiring platform operated by PIXONIQ LLC, a Michigan limited liability company headquartered in Troy, Michigan, USA ("Company," "we," "us," "our"). Our AI guide Zeyla™ (U.S. Trademark Application Serial No. 99761935) assists users throughout the platform within the consent boundaries each user defines. Our consent-gated AI architecture is the subject of pending U.S. Patent Application 64/033,113.

By using WiHire.ai, you acknowledge that you have read, understood, and agree to the data practices described in this Privacy Policy.

2. Information We Collect

Information you provide directly

• Registration data: full name, email address, career level, and role type (candidate or recruiter)
• Candidate profile: skills, work history, salary expectations, location preferences, and work-style preferences
• Recruiter profile: name, work email, company name, Employer Identification Number (EIN) for identity verification, and recruiter type
• Survey responses: voluntary feedback on job search frustrations and platform features
• Communications: messages submitted to Zeyla™ or to our support team via email

Information collected automatically

• Usage data: pages visited, features used, and consent decisions with timestamps
• Device and technical data: browser type, operating system, and IP address — used solely for fraud prevention and platform security, not for profiling or advertising
• Consent records: every consent grant and withdrawal, recorded in a write-protected, append-only audit log with timestamps

Information we do not intentionally collect

• Racial or ethnic origin, religion, sexual orientation, gender identity, disability status, or other sensitive personal characteristics
• Data for advertising, retargeting, or behavioural profiling purposes
• Your resume, identity, or contact information without your explicit, per-match consent

Do Not Track

Some browsers transmit "Do Not Track" signals. WiHire.ai does not currently respond to Do Not Track browser signals as there is no established industry standard for doing so. We do not engage in cross-site tracking of any kind.

3. How We Use Your Information

We use personal data only for the following purposes:

• AI matching: scoring candidate profiles against roles across six dimensions — skills, seniority, domain, salary, location, and work style — to generate anonymised match scores
• Resume generation: Zeyla™ generates tailored resume content for specific matched roles, only after the candidate provides explicit per-match consent
• Transactional communications: invitation confirmations, platform updates, and responses to enquiries, delivered via Resend from zeyla@wihire.ai
• Platform improvement: anonymised, aggregated analytics used to improve AI accuracy and prioritise features — no individual-level profiling
• Legal and compliance obligations: fraud prevention, EIN verification, and compliance with applicable legal obligations

We will not use your personal data for purposes materially different from those listed above without first providing notice and, where required by applicable law, obtaining your consent.

4. Consent-Gated Data Sharing

The following describes how candidate data is — and is not — shared with recruiters on our platform:

• Recruiters receive only anonymised AI match scores — no candidate name, resume, or contact information — until the candidate grants explicit, per-match consent
• Candidate identity and resume are shared with a specific recruiter only upon that candidate's affirmative, per-match consent
• Upon withdrawal of consent, candidate data will be re-anonymised in the recruiter's view within a commercially reasonable time, not to exceed seventy-two (72) hours
• All consent actions are recorded in a write-protected, append-only audit log with timestamps
• A candidate's current or former employer is not granted access to that candidate's profile under any circumstance

This architecture is the subject of pending U.S. Patent Application 64/033,113 and may not be reproduced without written authorisation from PIXONIQ LLC.

5. Third-Party Service Providers

We engage the following third-party processors to operate the platform. Each is bound by data processing agreements consistent with applicable law:

• Supabase: database hosting and user authentication — data stored in US-region servers
• Resend: transactional email delivery only — email content and recipient addresses are shared solely for delivery purposes
• Cloudflare: DNS management, web hosting (Cloudflare Pages), and email routing

We do not engage advertising networks, social media pixel trackers, or third-party analytics services that share individual-level data with external parties. As of the effective date of this policy, we do not sell, rent, or trade personal data. In the event of a merger, acquisition, or sale of all or substantially all of our assets, your personal data may be transferred to the successor entity, subject to the same protections described in this policy. We will provide notice of any such transfer.

6. Data Retention

• Waitlist registrations: retained for up to twenty-four (24) months from date of registration, or until a deletion request is fulfilled, whichever is earlier
• Active user profiles: retained for the duration of account activity and deleted within thirty (30) days following a valid account closure request
• Consent audit records: retained for seven (7) years to satisfy applicable legal, regulatory, and record-keeping obligations. These records are maintained in a write-protected, append-only format and are not subject to deletion requests to the extent required by law
• AI-generated resume content: retained only for the duration of an active, consented match — deleted within seventy-two (72) hours of consent withdrawal

7. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal data:

• Right of access: request a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate or incomplete data
• Right to erasure: request deletion of your account and personal data, subject to our legal retention obligations
• Right to data portability: receive your data in a structured, machine-readable format
• Right to withdraw consent: withdraw any previously granted consent at any time, without affecting the lawfulness of processing carried out prior to withdrawal
• Right to object to AI profiling: request that your profile not be used for automated AI matching decisions
• Right to lodge a complaint: if you are located in the EU or UK, you have the right to lodge a complaint with your local data protection supervisory authority. For US residents, certain state laws may provide additional rights — contact us to enquire

California Residents (CCPA/CPRA)

California residents have the right to know what personal information is collected, disclosed, or sold; the right to delete personal information; the right to opt out of the sale of personal information (we do not sell personal information); and the right to non-discrimination for exercising these rights. To submit a California privacy request, email hello@wihire.ai with subject "CCPA Request."

To exercise any right, email hello@wihire.ai with the subject line "Privacy Request." We will respond within thirty (30) days, or within the timeframe required by applicable law if shorter.

8. AI in Employment — Legal Disclosures

EEOC Compliance

The U.S. Equal Employment Opportunity Commission has confirmed that Title VII, the ADEA, and the ADA apply to AI-based candidate selection tools. WiHire.ai's six-dimension scoring constitutes a selection procedure under the Uniform Guidelines on Employee Selection Procedures (UGESP, 41 CFR Part 60-3). This model has not been independently validated against actual job performance outcomes. PIXONIQ LLC makes no representation that its scoring model is free from disparate impact on any protected class under applicable law.

Right to Human Review and Appeal

You have the right to request human review of any AI-based match decision and to appeal any decision you believe is discriminatory or erroneous. Email hello@wihire.ai with subject "Human Review Request" or "AI Decision Appeal." We respond within thirty (30) days.

Colorado AI Act (SB 24-205, effective February 1, 2026)

Colorado residents have the right to opt out of AI-based profiling, to receive an explanation of AI decisions affecting them, to request human review, and to appeal AI decisions. To exercise these rights, email hello@wihire.ai with subject "Colorado AI Rights Request."

Independent Bias Audit Status

As of the effective date of this policy, WiHire.ai has not undergone an independent third-party bias audit of its AI scoring model. We are committed to bias assessments as the platform scales. Recruiters using the platform to fill roles in New York City must independently comply with NYC Local Law 144, which requires annual independent bias audits of automated employment decision tools.

Right to File a Regulatory Complaint

Nothing in this Privacy Policy limits your right to file a complaint with the EEOC (www.eeoc.gov), the U.S. Department of Labor (www.dol.gov), your state's civil rights or labor agency, or any applicable data protection supervisory authority.

9. Security Measures

We implement industry-standard technical and organisational measures to protect personal data, including:

• Encryption of data in transit using current industry-standard protocols
• Encryption of data at rest using current industry-standard algorithms
• TOTP two-factor authentication, mandatory for all recruiter accounts
• Row-level security controls enforced at the database layer
• Regular encrypted backups stored in geographically distributed locations
• EIN-based identity verification for recruiter accounts to prevent unauthorised access

No security system is impenetrable. We cannot guarantee absolute security of your data. In the event of a personal data breach, we will notify affected users and applicable supervisory authorities within the timeframes required by the laws of their respective jurisdictions.

10. Children's Privacy (COPPA)

WiHire.ai is intended solely for users aged eighteen (18) and over. We do not knowingly collect personal data from children under the age of 13, in compliance with the Children's Online Privacy Protection Act (COPPA), or from minors under the age of 18 as required by applicable law in other jurisdictions. If you believe we have inadvertently collected data from a minor, contact us immediately at hello@wihire.ai and we will promptly delete such data.

11. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. For material changes — defined as changes that substantially affect your rights or our data practices — we will provide notice to registered users by email at least fourteen (14) days before the changes take effect. The effective date at the top of this page reflects the most current version. Non-material changes (such as corrections to formatting or contact details) may take effect upon posting.

Continued use of the platform following the effective date of a material update constitutes your acceptance of the revised policy. If you do not agree to the updated policy, you should discontinue use of the platform and submit a data deletion request.

12. Governing Law and Jurisdiction

This Privacy Policy is governed by the laws of the State of Michigan and the applicable federal laws of the United States of America, without regard to conflict-of-law principles. Any dispute arising under or relating to this policy shall be subject to the exclusive jurisdiction of the state and federal courts located in Oakland County, Michigan, and you hereby consent to personal jurisdiction in those courts.

If you are located outside the United States, you acknowledge that your personal data will be processed in the United States, which may not provide the same level of data protection as your home jurisdiction. By using the platform, you consent to this transfer. EU and UK users retain all rights afforded under GDPR and UK GDPR respectively.