How ProofHire handles voice and candidate data

What we collect

We collect the information needed to run a prescreen, including candidate email, interview questions, transcript text, optional resume data, and review notes.

When a candidate records answers, we may process audio in order to transcribe it. Depending on the candidate's selection, we either keep both the audio and transcript, or delete the stored audio after transcription and keep only the transcript.

How we use the data

We use this data to deliver the prescreen workflow, provide interview review tools to the hiring team, send interview links and completion notices, and generate optional AI assistance such as summaries or highlights.

We do not use candidate voice or transcript data to train a general-purpose model by default.

Voice-specific handling

Voice responses are personal data. We do not position ProofHire as a voiceprint or identity-verification product. The product is designed for candidate review, not biometric identification.

If transcript-only mode is selected, audio may still be processed briefly to create the transcript, but the stored audio is removed after processing.

Storage, retention, and deletion

We keep data only as long as needed to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements. Hiring teams are responsible for configuring their own candidate retention practices.

You may request deletion of candidate data by contacting support. We will review and process valid requests in line with applicable law and customer obligations.

Service providers and transfers

We use infrastructure and processing providers to host data, store files, deliver email, and generate transcripts or optional AI features. This can involve cross-border transfers, including processing in the United States.

We require our vendors to protect the data they process for us with appropriate contractual and security controls.

Your choices

Candidates can review the consent notice before recording and can choose whether the hiring team may retain the original audio or only the transcript text. You can also contact support to request access, correction, or deletion where applicable.