Privacy Policy
This explains what SynergicHire collects about hiring teams, candidates and visitors, why, who handles it, how long it is kept, and what you can ask of us. The short version: we collect your work, not you; candidates’ information belongs to the company hiring them; and a person, never software, makes every hiring decision.
1. Who we are, and our two roles
SynergicHire is operated by MiaRay Ventures Private Limited, 45/1 Kandasamy Street, Pallipattu, Chennai 600113, Tamil Nadu, India (“we”, “us”). We act in two different roles, and which one applies depends on whose information it is:
- We are the controller of information about the people who use SynergicHire to hire (recruiters, interviewers and admins in a customer’s workspace), about visitors to this website, and about anyone who writes to us.
- We are a processor of information about candidates and applicants. A company that uses SynergicHire to hire (“the hiring company”) decides whose information is collected and why, and we handle it only on its instructions, under our Data Processing Agreement. If you are a candidate, the hiring company’s own privacy notice applies too, and it is the first place to take a request about your data.
2. What we collect
People in a hiring team
- Your work email address, the workspace (company) you belong to, and your role in it.
- How you sign in: a one-time email link, or a sign-in provider we offer on the sign-in page.
- What you do that the record depends on: plans you approve, scores, feedback, notes and decisions you sign, invites you send and changes you make. These go in the workspace’s audit log with your name.
- Billing: the plan, its status and the credits bought and used. Card and payment details go to Dodo Payments, our merchant of record, and never reach us.
Candidates and applicants (on the hiring company’s behalf)
- When you apply: your name, email, and, if you give them, phone, location, links and a note; your resume, and what is read from it; the version of the AI notice you were shown.
- In an AI screen: the transcript of the conversation, anything you draw on a whiteboard or write in a code workspace, and test runs. If you speak, the transcript of what you said; the audio itself only if the hiring company keeps audio, which you are told before you consent and again before the microphone opens. The practice question before the screen is sent to the AI model for its reply and is not kept.
- In a coding round: your code as it changes, every prompt and response with the AI assistant, completions you accepted or dismissed, agent steps you allowed or cancelled, runs, test results, terminal commands, your plan and review, and a whiteboard. Focus changes and pastes from outside the editor, unless the hiring company switched these off.
- Afterwards: the AI assessment, the hiring team’s notes, feedback and scorecards, and the decision with the name of the person who made it.
We do not record or analyse your face, expressions or emotion, record your screen outside the editor, or put your personal details in any link.
Visitors and people who contact us
- What you send through the contact form or by email: your name, email, company and message.
- The network address a request comes from, used briefly to stop abuse. The limits that count requests store a keyed, one-way hash of it, never the address.
- A bot check from Cloudflare Turnstile on the contact, sign-up and apply forms.
3. How we use it, and on what basis
- To provide the service to the hiring company and its team: running screens and coding rounds, reading applications, producing assessments, keeping the record. For team members this is our contract with the workspace; for candidates it is the hiring company’s instructions.
- To keep it secure and working: preventing abuse, fixing faults, and keeping audit logs. This is our legitimate interest in a safe, reliable service.
- To bill for it, through Dodo Payments. This is our contract with the workspace.
- To answer you when you write to us. This is your request, and our legitimate interest in replying.
- To meet legal obligations, such as tax records and lawful requests from authorities.
We do not sell personal information, use it for advertising, or use candidates’ information for any purpose of our own.
4. AI, and decisions made by people
SynergicHire uses AI models to read resumes against a role, to run the screening conversation, to assist candidates in the coding round, and to assess the work. The AI assesses; a person decides. No candidate is advanced or rejected by software: every outcome is recorded against a named person at the hiring company, and a decline needs their written reason.
Every score the AI gives must cite something the candidate said or built, or it is not shown. Candidates are told the screener is an AI before the first question. A candidate can ask the hiring company for their report and the reasoning behind its scores.
The models are provided by Anthropic and OpenAI through their commercial APIs, under terms that do not allow them to train their models on what we send.
6. Where it is stored and processed
The database and file storage are hosted by Supabase in Tokyo, Japan. The application runs on Vercel, and the AI models, code sandboxes and email are run by providers in the United States. Our team may also reach it from outside the country it came from, so information is transferred across borders.
Where the law of the place it comes from requires a safeguard for that transfer, such as the European Commission’s Standard Contractual Clauses or the UK’s addendum to them, we rely on it, as set out in the Data Processing Agreement.
7. How long it is kept
- Candidate information is kept for as long as the hiring company decides. It can set a retention period, after which recordings of screens and rounds and declined applications are erased automatically; the assessment, the decision and who made it are kept as the record that a person decided. The hiring company can erase a candidate entirely on request.
- Voice recordings, when the hiring company keeps audio, are stored by OpenAI so that we can copy them into our storage, and OpenAI keeps its copy for 30 days. Deleting a recording in SynergicHire removes our copy; OpenAI’s lapses at the end of those 30 days.
- Team members’ information is kept while the workspace exists. When a seat is removed, what that person signed keeps their email address as the signature.
- Workspaces that are deleted lose their resumes and recordings at once; a record that the deletion happened is kept.
- Emails we send are logged by Resend for 30 days. Messages you send us are kept in our inbox for as long as we need them to deal with what you asked.
- Billing records are kept as long as tax and accounting law requires.
8. How we protect it
Encryption in transit and at rest; each workspace’s data kept apart from every other’s and checked on every request; access by role within a workspace; sign-in by one-time link or single sign-on; signed invite links that work only for the candidate they were sent to; secrets kept on the server; code run in isolated, network-restricted sandboxes that are torn down afterwards; rate limits and bot checks on public forms; and an audit log of what people do. The DPA’s Annex 2 lists these measures in full.
9. Your rights
Depending on where you live, including under the EU and UK GDPR, India’s Digital Personal Data Protection Act 2023, and US state laws such as California’s, you can ask to:
- access the information held about you, and get a copy of it;
- correct it, or complete it;
- have it erased;
- restrict or object to how it is used, or withdraw a consent you gave;
- have a grievance about it addressed, and nominate someone to act for you if you cannot;
- complain to your data protection authority.
Candidates: the hiring company decides what happens to your information, so ask them first. If you write to us instead, we will pass your request to them and help them answer it.
Everyone else: write to synergichire@raymish.com. We answer within 30 days, and will ask you to confirm who you are before we act on a request.
11. Children
SynergicHire is for hiring adults. It is not directed at children, and we do not knowingly collect information about anyone under 18.
12. Changes to this policy
We will post any change here with a new effective date, and tell workspace admins by email before a change that matters takes effect.
13. Contact, and grievances
For anything about privacy, including a grievance, write to our Grievance Officer at synergichire@raymish.com, or by post to the address in section 1. You can also use the contact form.