1. Introduction

Welcome to HireXL ATS ("we", "our", "us"), an Applicant Tracking System developed and operated by Savanna HR, headquartered in Gurgaon, Haryana, India. HireXL ATS is designed to streamline recruitment processes and enable communication with candidates through integrated platforms.

We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

This policy applies to all users of HireXL ATS, including recruiters, hiring managers, administrators, and candidates whose data is processed through our platform.

3. Legal Basis

We process personal data based on consent, contractual necessity, legitimate interest, and legal obligation, depending on the purpose of processing.

This processing is conducted in accordance with the Digital Personal Data Protection Act, 2023 (DPDP Act) of India and any rules framed thereunder.

4. How We Use Your Information

• Authenticate users via Facebook Login
• Manage end-to-end recruitment workflows including sourcing, screening, scheduling, and offers
• Send candidate notifications such as interview updates, shortlist status, and offer communication
• Enable WhatsApp-based candidate engagement through approved templates
• Generate recruitment analytics and reports for hiring managers
• Improve platform performance, security, and user experience
• Ensure compliance with legal, regulatory, and platform requirements

5. Cookies and Tracking Technologies

• Maintain user sessions and authentication state
• Remember user preferences and settings
• Collect usage analytics to improve platform performance

You can manage cookie preferences through your browser settings. Disabling cookies may affect certain platform functionalities.

6. Data Sharing and Disclosure

• Meta (Facebook/WhatsApp) for API-based authentication and messaging services
• Service providers for hosting, analytics, cloud infrastructure, and email delivery under data processing agreements
• Your employer or client organization when recruitment data is shared with the hiring organization using HireXL ATS
• Legal authorities when required by law, court order, or governmental regulation

All third-party service providers are contractually obligated to maintain the confidentiality and security of your data.

7. Data Retention

• Active account data is retained for the duration of active use of HireXL ATS
• Candidate data is retained for up to 24 months after the last interaction or application activity, unless a longer retention period is legally required or requested by the hiring organization
• Deleted account data is permanently deleted within 90 days of a deletion request, except where retention is required for legal compliance
• WhatsApp and email communication logs are retained for 12 months for audit and compliance purposes

Users and candidates may request deletion of their data at any time by contacting us at facebook@savannahr.com.

8. Data Security

• Encryption of data in transit (TLS/SSL) and at rest
• Role-based access control mechanisms
• Regular security audits and vulnerability assessments
• Secure cloud infrastructure with industry-standard certifications
• Employee access restricted on a need-to-know basis

However, no system is completely secure. While we strive to protect your data, we cannot guarantee absolute security against all threats.

9. Your Rights

• Access a copy of the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your personal data, subject to legal retention requirements
• Withdraw consent for data processing at any time
• Request your data in a structured, machine-readable format
• Remove HireXL ATS access via your Facebook account settings at any time
• Lodge a complaint with us or with the Data Protection Board of India

To exercise any of these rights, contact us at facebook@savannahr.com or hello@savannahr.com.

10. Third-Party Services

• Facebook Login (Meta Platforms, Inc.) for user authentication
• WhatsApp Business API (Meta Platforms, Inc.) for candidate communication

These services are governed by their respective privacy policies. We encourage you to review Meta's Privacy Policy and WhatsApp's Privacy Policy on their respective websites.

11. Children's Privacy

HireXL ATS is a business-to-business recruitment platform. Our services are not intended for individuals under the age of 18. We do not knowingly collect personal data from minors. If we become aware that we have collected data from a minor, we will take steps to delete it promptly.

12. International Data Transfers

Your data may be processed on servers located outside India, including cloud infrastructure in the US, EU, or Singapore. In such cases, we ensure that appropriate safeguards are in place, including contractual protections with service providers, to maintain the security and privacy of your data.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or platform features. Updates will be posted on this page with a revised "Last Updated" date. Material changes will be communicated through in-app notifications or email.

14. Data Deletion Instructions

If you would like to delete your data associated with Facebook or WhatsApp integration:

1. Log in to your ATS account
2. Navigate to Settings → Integrations → Meta/WhatsApp
3. Click Disconnect & Delete Data

ORSend a request to: facebook@savannahr.comYou will receive a confirmation once your data has been deleted.

15. Contact Us

Email: facebook@savannahr.com / hello@savannahr.com

Company: Savanna HR (operating HireXL ATS)

Grievance Officer: Swati, Founder & CEO

Website: hirexl.ai | savannahr.com

Office: Savanna HR, Gurgaon, Haryana, India