HireDay, Inc. (“HireDay,” “we,” “us,” or “our”) operates the HireDay employee onboarding platform. This Privacy Policy explains what information we collect, how we use it, and your rights regarding it. By using HireDay, you agree to the practices described here.
1. Information We Collect
Account and organization data. When your organization signs up, we collect the name, work email address, and company name of the administrator who creates the account.
New hire and employee data. HR administrators enter information about new hires into the platform — typically name, work email, hire date, job title, and department. This data is provided by your organization, not collected directly from new hires.
Usage data. We collect logs of how users interact with the platform: pages visited, tasks checked off, timestamps, and browser/device information. We use this to operate and improve the service.
Communications. If you contact us by email, we retain those messages to respond and improve our support.
Lead and interest data. If you submit your email on our marketing site to request early access, we store that address and any other information you provide to follow up with you.
2. How We Use Your Information
- To provide, operate, and maintain the HireDay platform
- To send onboarding task reminders and progress notifications
- To respond to support requests and questions
- To follow up with people who have requested early access or a demo
- To monitor and improve platform performance and reliability
- To detect and prevent fraud, abuse, or security incidents
We do not sell your personal data. We do not use your data to train machine learning models.
3. Data Isolation and Multi-Tenancy
Each organization on HireDay operates in a fully isolated workspace. Your employee data, templates, and onboarding records are never shared with or visible to other organizations on the platform.
4. Identity and Authentication
HireDay supports SSO authentication via Okta. When users log in through Okta, we receive only the information your Okta configuration chooses to share — typically name and email. We do not store Okta passwords.
5. Data Sharing
We share data only in these limited circumstances:
- Service providers. We use third-party vendors that process data on our behalf under data processing agreements. They are named individually, with what each one can see, on our Sub-processors page.
- Legal requirements. We may disclose data if required by law, subpoena, or to protect the rights and safety of HireDay, our users, or the public.
- Business transfers. If HireDay is acquired or merges with another company, your data may transfer as part of that transaction. We will notify you before that happens.
6. Data Retention
We retain your organization’s data for as long as your account is open.
Cancelling a paid subscription does not delete anything. Your account moves to the free plan and your templates, people and checklist history stay exactly as they were.
Closing your account does. Email us at hello@hireday.io and we will delete your organization’s data within 90 days of that request, unless we are required by law to retain it longer. We will confirm when it is done. If you want a copy first, export it before you ask — or tell us, and we will wait until you have it.
An account left unused is not deleted on a timer today. If that changes, we will say so here before it takes effect.
7. Where Your Data Is Stored
HireDay runs on Amazon Web Services in the US East (N. Virginia) region, us-east-1. Your organization’s data — employee names, email addresses, start dates, checklists, and any files attached to a task — is stored there, and database backups are retained in the same region.
If you or your employees are located outside the United States, using HireDay means that data is transferred to and processed in the United States. Our subprocessor list names the third parties that process data on our behalf.
8. Security
We use industry-standard measures to protect your data, including encryption in transit (TLS) and at rest. Access to production systems is restricted to authorized personnel. We review our security practices regularly.
No system is perfectly secure. If you discover a vulnerability, please contact us at security@hireday.io.
9. Your Rights
Depending on your location, you may have the right to access, correct, export, or delete your personal data. To exercise any of these rights, email us at hello@hireday.io. We will respond within 30 days.
10. Cookies
We use essential cookies to keep you logged in and remember your preferences (such as your color theme choice). We do not use third-party advertising cookies or tracking pixels.
11. Children’s Privacy
HireDay is a workplace tool intended for adults. We do not knowingly collect data from anyone under 16. If you believe a minor’s data has been submitted in error, contact us and we will delete it promptly.
12. Changes to This Policy
We may update this policy as the product evolves. We’ll post the updated version here and, for material changes, notify account administrators by email at least 14 days before the change takes effect.
13. Contact Us
Questions about this policy or your data? Reach us at:
HireDay, Inc.
hello@hireday.io