Privacy Policy

Last Updated: December 20, 2024

At VividHR, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our video-first candidate evaluation platform.

1. Information We Collect

We collect information that you provide directly to us, including:

• Account Information: Name, email address, company name, phone number
• Candidate Information: Names, contact details, CVs, and video submissions
• Payment Information: Billing details processed securely through our payment provider
• Usage Data: Information about how you interact with our platform

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process candidate video assessments using AI analysis
• Send WhatsApp notifications and reminders
• Process payments and manage subscriptions
• Communicate with you about your account and our services
• Comply with legal obligations

3. Video and AI Processing

Candidate video submissions are:

• Stored securely in encrypted cloud storage
• Processed using AI technology (Claude by Anthropic) for behavioral analysis
• Accessible only to authorized users within your organization
• Retained according to your selected storage plan
• Automatically deleted after the retention period expires

4. Data Sharing and Disclosure

We do not sell your personal information. We may share information with:

• Service Providers: Cloud hosting (Firebase), AI processing (Anthropic), payment processing (Stripe), and messaging (Twilio)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, sale, or acquisition

5. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit and at rest
• Regular security audits and updates
• Access controls and authentication
• Secure cloud infrastructure (Google Cloud Platform)

6. Your Rights

Under South African law (POPIA), you have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your data
• Object to processing of your data
• Data portability

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Candidate videos are retained according to your selected plan (30-90 days) and then automatically deleted.

8. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use third-party tracking or advertising cookies.

9. Children's Privacy

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

10. International Data Transfers

Your data may be processed in servers located outside South Africa. We ensure appropriate safeguards are in place for such transfers.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through our platform.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

• Email: [email protected]
• Address: VividHR (Pty) Ltd, South Africa

POPIA Compliance: VividHR is committed to compliance with the Protection of Personal Information Act (POPIA). We are registered with the Information Regulator of South Africa.