Privacy & AI policy

Who we are

BasaHR (“BasaHR”, “we”, “us”) provides software that helps companies run a structured, fair, evidence-based hiring process. When a company uses BasaHR to hire, that company decides how candidate information is handled — it is the controller of that data, and BasaHR acts as its processor. For your own account and our own service data, BasaHR is the controller.

Information we collect

• Account information — your name, email address, and sign-in credentials, plus the workspace (company) you belong to and your role in it.
• Hiring content — job descriptions, scoring criteria, assessments, interview notes, and scorecards created in your workspace.
• Candidate information — details submitted by or about applicants: name, contact details, CV/résumé, answers to screening questions, assessment responses, and interview feedback.
• Usage information — basic technical logs and aggregate usage needed to run, secure, and improve the service.

How we use information

• To provide the hiring workflow you and your workspace use.
• To generate AI outputs you request — job drafts, application ranking, assessments, grading, and interview summaries.
• To send service and hiring-related emails on your behalf.
• To keep the service secure, prevent abuse, and meet legal duties.

We do not sell your data, and we do not use candidate data for advertising.

How we use AI

Several BasaHR features are powered by AI: drafting job posts and criteria, ranking applications, generating and grading assessments, and summarising interview scorecards. Here is exactly how that works.

• A person always decides. AI ranks, scores, drafts, and summarises — it never makes the hiring decision. Advancing or rejecting a candidate is always a human choice. BasaHR does not make solely automated decisions that produce legal or similarly significant effects on a candidate.
• Every AI score is explained. AI output includes a plain-language, point-by-point reason so you can check, question, or override it.
• We use a third-party AI provider. To generate these outputs we send the relevant content (for example, a CV and your criteria) to a specialist AI provider (Anthropic, maker of the Claude models) that processes it on our behalf.
• Your data is not used to train AI models.Our AI provider does not use content sent through BasaHR’s API access to train or improve its models. The information is processed only to produce the result you asked for and is not retained by the provider for training.

Who we share information with

We share information only with service providers who help us run BasaHR, under contracts that require them to protect it and use it only for us:

• Hosting & database — cloud infrastructure and managed database providers that host the application and store your data.
• File storage — secure object storage for uploaded files such as CVs.
• Email delivery — an email provider that sends transactional and hiring emails.
• AI processing — the AI provider described above, which processes content to generate the outputs you request.

We may also disclose information if required by law, or to protect the rights, safety, and security of people and our service.

Keeping data separate & secure

Each workspace’s data is isolated at the database level, so one company can never see another’s candidates or hiring content. Data is encrypted in transit, access is restricted, and every significant hiring action is recorded in an audit trail to support review and appeals.

How long we keep data

We keep information for as long as your workspace needs it to run its hiring, and as required for legal and record-keeping purposes. A workspace can delete candidate records, and closing your account removes the associated data, subject to limited retention where the law requires it.

Your rights

Depending on where you live, you may have the right to access, correct, delete, or export your personal information, and to object to or restrict certain processing. Because employers control candidate data, candidate requests are usually handled by the company you applied to — we will help that company respond. To make a request about your own account, contact us using the details below.

International processing

BasaHR is available to teams around the world, and our providers may process data in different countries. Where we transfer information across borders, we rely on appropriate safeguards to protect it.

For employers using BasaHR

If you use BasaHR to hire, you are responsible for handling candidate data lawfully — including giving candidates any notice they are due, having a valid basis to process their information, and responding to their requests. BasaHR gives you the tools (explainable AI, audit trail, deletion) to do this well.

Children

BasaHR is intended for use by businesses and working-age applicants. It is not directed at children, and we do not knowingly collect their data.

Changes to this policy

We may update this policy as the product and the law evolve. When we make material changes we will update the date above and, where appropriate, notify you.

Contact us

Questions about privacy or how we use AI? Email privacy@basahr.com. See also our Terms of Service.