Privacy Policy

Last updated: January 2025

            Summary: VividHR collects and processes personal data (including video recordings) for recruitment purposes. We comply with South African POPIA requirements and take data protection seriously.
        

1. Introduction

VividHR ("we", "our", or "us") is a video-first candidate evaluation platform designed for employers in South Africa. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the Protection of Personal Information Act (POPIA) and other applicable data protection laws.

2. Information We Collect

2.1 From Employers (Our Customers)

Company name, address, and contact details
Names and email addresses of recruiters and administrators
Billing and payment information
Job descriptions and interview questions

2.2 From Candidates (Via Employers)

Full name and contact information (including WhatsApp number)
Curriculum Vitae (CV) or resume documents
Video recordings submitted via WhatsApp
AI-generated behavioural and psychological insights derived from video analysis

2.3 Automatically Collected Information

Device information and browser type
IP addresses and general location data
Usage patterns and platform interactions

3. How We Use Your Information

We process personal information for the following purposes:

Service Delivery: To enable employers to evaluate candidates through video introductions and AI-generated insights
Communication: To send WhatsApp invitations to candidates and notifications to employers
AI Analysis: To generate behavioural and psychological reports from video submissions
Platform Improvement: To enhance our services and develop new features
Legal Compliance: To meet our obligations under South African law

4. Legal Basis for Processing

Under POPIA, we process personal information based on:

Consent: Candidates provide consent when submitting their video after receiving clear information about how it will be used
Contract: Processing necessary to provide our services to employer customers
Legitimate Interest: Improving our platform and preventing fraud

5. AI Processing & Automated Decision-Making

            Important: Our AI analysis provides indicative insights only and is not intended to make automated hiring decisions. All final hiring decisions remain with human recruiters.
        

Video recordings are analysed using artificial intelligence to generate behavioural and psychological insights. This analysis:

Evaluates communication style, confidence, and presentation
Provides scores and qualitative assessments across multiple dimensions
Is designed as a decision-support tool, not a replacement for human judgment
Does not constitute clinical psychological diagnosis

6. Data Sharing

We may share personal information with:

Employer Customers: Candidates' data is shared with the employer who invited them
Service Providers: Cloud hosting (Google Firebase), AI processing providers, WhatsApp (Meta) for messaging
Legal Authorities: When required by law or to protect our legal rights

We do not sell personal information to third parties.

7. International Data Transfers

Some of our service providers are located outside South Africa. When transferring data internationally, we ensure appropriate safeguards are in place, including:

Standard contractual clauses
Adequacy decisions where applicable
Binding corporate rules of service providers

8. Data Retention

We retain personal information for the following periods:

Employer Account Data: Duration of the business relationship plus 5 years
Candidate Videos & Reports: 2 years from submission, unless the employer requests earlier deletion
CV Documents: 2 years from upload
Usage Logs: 1 year

9. Your Rights Under POPIA

You have the right to:

Access: Request a copy of your personal information
Correction: Request correction of inaccurate information
Deletion: Request deletion of your personal information
Object: Object to processing based on legitimate interest
Withdraw Consent: Withdraw consent at any time (without affecting prior processing)
Complain: Lodge a complaint with the Information Regulator

To exercise these rights, contact us at: [email protected]

10. Security Measures

We implement appropriate technical and organisational measures to protect personal information, including:

Encryption in transit (TLS) and at rest
Access controls and authentication
Regular security assessments
Employee training on data protection
Incident response procedures

11. Cookies & Tracking

Our platform uses essential cookies for authentication and session management. We do not use advertising or tracking cookies.

12. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect information from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via email or platform notification.

14. Contact Us

For privacy-related enquiries:

Information Officer: [Name]
Email: [email protected]
Address: [Your Business Address], South Africa

Information Regulator (South Africa):
Website: www.justice.gov.za/inforeg