Privacy Policy

VividHR is a South African recruitment technology platform. We are a Responsible Party as defined under the Protection of Personal Information Act 4 of 2013 (POPIA). Our Information Officer can be contacted at privacy@vividhr.ai.

Account holders: Name, email address, company name, and billing information when you register and purchase credits.

Candidates (uploaded by account holders): Name, contact details, CV documents, video interview recordings, and audio transcripts. This data is uploaded by our customers on behalf of their candidates.

Usage data: Log data, feature usage, credit consumption, and session information collected automatically when you use the platform.

We process personal information to:

• Provide, maintain, and improve the VividHR platform
• Process AI-assisted recruitment analysis (CV matching, video assessment, HR guidance)
• Manage accounts, credits, and billing
• Send transactional emails (verification, notifications)
• Comply with legal obligations under POPIA, LRA, and other applicable legislation

We process personal information on the following grounds under POPIA:

• Consent: Account holders consent to terms and data processing at registration. Candidate data is uploaded by customers who are responsible for obtaining candidate consent.
• Legitimate interest: To operate and improve the platform, detect fraud, and ensure security.
• Contractual necessity: To deliver the services you have subscribed to.

We do not sell personal information. We share data only with:

• AI model providers (Anthropic) to process content for analysis features. These providers operate under data processing agreements and do not use your data to train their models.
• Infrastructure providers (Google Firebase/Cloud) for hosting, storage, and authentication.
• Payment processors for billing transactions.
• Law enforcement or regulators when required by law.

Account data is retained for the duration of your subscription and for 12 months after account closure, unless you request earlier deletion.

Candidate data (CVs, video recordings, transcripts) is retained for up to 24 months from the date of upload, or until you delete it, whichever comes first.

Credit ledger and billing records are retained for 5 years as required by South African financial regulations.

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, and disclosure. These include encryption at rest and in transit, access controls, and regular security reviews.

In the event of a data breach that poses a risk to data subjects, we will notify the Information Regulator and affected parties as required by POPIA.

You have the right to:

• Access personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information (subject to legal retention requirements)
• Object to processing of your information
• Lodge a complaint with the Information Regulator of South Africa

To exercise these rights, contact us at privacy@vividhr.ai.

We use session cookies for authentication and functional cookies to maintain your preferences. We do not use third-party advertising cookies. Analytics data is collected in aggregate and does not identify individual users.

VividHR is not intended for use by persons under the age of 18. We do not knowingly collect personal information from minors.

We may update this Privacy Policy from time to time. We will notify account holders of material changes by email. Continued use of the platform after changes constitutes acceptance of the updated policy.

For privacy enquiries, contact our Information Officer at privacy@vividhr.ai.

To lodge a complaint with the Information Regulator of South Africa: inforeg.org.za