Legal

Candidate privacy notice

For people who applied for a job and whose application was assessed using HireOSS. The company you applied to decides what happens to your application. HireOSS is the tool they use.

Last updated: 28 October 2026

01Who holds your data

The employer you applied to is responsible for your application. In data protection terms, it is the controller.
Kermit Tech AS provides the software and acts only on that employer’s instructions. We are its processor.
The employer’s own privacy notice explains why it processes your application and on what legal basis.
If the employer cannot help, you can contact us at contactus@hireoss.io.

02What is held

The documents you sent, such as a CV, a cover letter or submitted work.
Records of interviews or presentations, where the employer added them.
Assessments generated from those, including scores and the reasoning behind each one.
Your contact details and your progress through the employer’s process.
We do not ask for sensitive information, such as health, religion or ethnic origin. If your documents contain it, it is processed only as part of your application.

03How AI is used, and what it does not do

Your application is assessed by AI against criteria the employer defines. Each score points to the part of your application it came from.
The assessment is a suggestion. A person at the employer reviews it and makes the decision, and the platform never rejects anyone automatically.
AI assessments can be wrong, so each one shows its reasoning as well as a score.
You have the right not to be subject to a decision based solely on automated processing. You can ask the employer for a person to review your assessment.
Your application is never used to train AI models.

05Where it is processed

Your documents are stored in the EEA, in Sweden.
To assess your application, its text is sent to an AI service in the United States, under the safeguards described on our sub-processors page.

06How long it is kept

The text of your documents and any interview record is deleted 180 days after the employer records a hiring decision. The employer can choose a different period.
The files you uploaded are deleted automatically 180 days after upload.
The scores and the short quotes they rest on are kept as the record of the decision, until the employer deletes your record or closes its account.
If the employer wants to keep your application for future roles, it must ask for your consent.
Backups that may still contain the data are deleted within 90 days.

07Who else sees it

Staff at the employer who work on that role.
The service providers that help run the platform. They are listed on our sub-processors page.
Your application is never shared with other employers that use HireOSS.

08Your rights

To see what is held about you, and to get a copy.
To have mistakes corrected.
To have your data deleted.
To object to how it is used, or to have its use restricted.
To ask for a person to review an automated assessment.
Send your request to the employer. If you send it to us, we pass it on to the employer and help it answer.
You will get an answer within one month. For complex requests this can be extended by two further months, and you will be told why.

09If you are unhappy

Contact the employer first, since it decides what happens to your data.
You can complain to the data protection authority in your country.
In Norway that is Datatilsynet.