Privacy Policy | Hello Radius

Hello Radius is committed to protecting your privacy and ensuring that any data is collected and processed according to applicable national laws and regulations and the EU General Data Protection Regulation (the “GDPR”).

In this Privacy Policy, we inform you about how we collect, use, disclose and process your Personal Data when you use the Services and our Platform (as defined in our Terms & Conditions.

By using the Platform and the Services, you acknowledge that you have read and understood this Privacy Policy.

Hello Radius reserves the right to modify this Privacy Policy at any time.

We may periodically make and update changes to this policy. If we make changes that are material we will provide you with appropriate notice before such changes take effect. If you have an account with us, these changes will be communicated to you via email or displayed on relevant pages on your account

As a User or Visitor, you are responsible for checking the relevant pages for any amendments and updates

Definitions

In addition to the definitions in our Terms & Conditions, the following terms used in this Privacy Policy are defined below:

“Business Day” means a day, other than a Saturday or a Sunday on which banks are open for business in Cyprus.

“Hello Radius” or “we”, “us”, “our” refers to HELLO RADIUS LIMITED, a limited liability company registered under the laws of the Republic of Cyprus under registration number HE 425388 which is the provider of the Services on the Platform.

“Personal Data” means all data relating to a natural person who can be identified from such data (e.g., name, address and/or identification number), in accordance with GDPR and other applicable law.

“Processing” means, in accordance with GDPR and other applicable law, operation(s) performed on Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

“Third Party” means any external organisation or service provider not owned or controlled by Hello Radius, including but not limited to job advertising platforms, recruitment platforms, payroll software providers and other systems with which Hello Radius integrates for the purpose of providing or enhancing its Services

Collection of Data

The data we collect includes data entered, published and made available by a User/Visitor when accessing the Platform and using the Services, including:

When an Employer account is created, we collect Personal Data, such as the User’s first and last name, email address and password (safely stored and encrypted, so not visible to Hello Radius, and only used for authentication purposes on the Platform).
When a job listing is created and submitted, we may collect additional personal data found within the job description;
When a Candidate account is created, we collect Personal Data, such as the User’s first and last name, email address and password (safely stored and encrypted, so not visible to Hello Radius, and only used for authentication purposes on the Platform);
When a Candidate create a profile, the data (personal or otherwise) we may additionally collect includes their profile description information, job title, skills and work preferences, job search status and their Curriculum Vitae (as a downloadable document), gender identity, ethnicity, and pronouns;
When a Visitor applies to a job that was posted using Hello Radius’s services or via the Hello Radius Career’s page, we collect Personal Data, such as the Visitor's full name, email address and CV;
When an Employer uses our Talent Pool API, then we collect data, personal or otherwise, included in the 3rd-party form-data;
When a Candidate completes an online assessment created by a registered Employer on Hello Radius, we may collect data, personal or otherwise;
When an Employer uploads a CV to their account CV Library, we may collect the name, email address and information contained within the CV document;
When a user creates an account with their Google account, we collect Personal Data such as their name, email address, phone number and profile image;
When a user subscribes to our newsletter(s) and/or registers via our online registration form(s), we collect Personal Data such as their name and email address.
For any payment, payment details and billing information (to the extent that this is needed to be transmitted to our third-party payment gateway provider).

From our use of cookies in accordance with our Cookie Policy, we may collect the following data:

Information of your network and device, your software and hardware, such as your IP address, server, web browser, domain names, access times and the address of the website you came from and the website you go to.
Usage data when you visit the Platform or use our Services.
Anonymous demographic information (for the purposes of improving our Services or statistics).
An identifier related to an account you have with Hello Radius (if any) for the purpose of improving our Services.

For more details about the types of cookies we use, and their purpose, please read our Cookie Policy.

Hello Radius is not responsible for the privacy practices or other content on third party websites outside of the Platform.

Purposes and Legal Bases for the Processing of Personal Data

Hello Radius uses Personal Data as necessary for the purposes for which it is intended / it is provided by you and in accordance with the law, such as in the following circumstances:

1) For processing which is necessary for the performance of the contract to which you, the data subject, are a party with us under Article 6 (1)(b) of the GDPR:

for the provision of the Services by Hello Radius;
to display the contact details of a job listing to Candidates, as necessary for the Services;
to display job search preferences, skills and information about Candidates to Employers registered on the Hello Radius platform, as necessary for the Services;
to help Employers source relevant candidates for their job adverts and understand job-candidate fit to improve hiring outcomes;
to help Candidates create optimised profiles to improve their match accuracy to job roles posted on our platform;
to improve Employers hiring decisions and help Employers hire more inclusively for the purpose of enabling equal opportunities;
to display answers to assessment questions to Employers for the purposes of the assessment;
to inform Candidates who apply to jobs posted through the platform about the status of their job application;
to inform users of relevant content and resources;
to inform Users and/or Visitors of new or other features / Services;
for any purpose related to any of the above or any other purpose for which you provided your Personal Data;

2) For processing which is necessary for compliance with a legal obligation to which we are subject, under Article 6 (1) (c) of the GDPR:

when the Processing is necessary for Hello Radius to comply with its legal or regulatory obligations and when required by the law;

3) For processing which is necessary for the purposes of the legitimate interests pursued by us or a third party under Article 6 (1)(f) of the GDPR:

when the Processing is in our legitimate interests (i.e., the interest of our business, ensuring that Hello Radius gives you the best Services possible and the most secure experience on the Platform), provided our interests are not overridden by your interests, fundamental rights or freedoms; or
for audit, logs, reports and statistics to improve the Platform and the Services or for other specific cases, provided it is with the User’s consent, in line with our Cookie Policy;
for sending payment and billing information to our third-party payment gateway provider, in accordance with the data processing agreement we have entered into with them.

Sharing your Data

Except as specifically set out in this Privacy Policy, Hello Radius does not share your Personal Data with any non-affiliated third party without your explicit and specific consent. In any event when your Personal Data is collected, Hello Radius will notify you of the recipient or categories of recipients of such information.

Hello Radius will also notify you when the said data is to be first sent to a third party.

We will also not disclose your Personal Data, except where we are required to do so by law or where it is necessary for the purpose of, or in connection with, legal proceedings or in order to exercise or defend legal rights.

In relation to any marketing purposes, before we share your Personal Data (e.g. contact information such as your full name, email address and phone number) to our third-party email marketing providers for the purpose of receiving emails about the Platform and Services, you will be asked to consent to this in advance. Such sharing will be in accordance with the data processing agreement between Hello Radius and such third-party.

Processing of Third-Party Candidate Data

As part of our platform’s integration with third-party job advertising platforms (Job boards) or recruitment platforms, Hello Radius may receive access to candidate data from those external systems. This is done solely for the purpose of enabling automated candidate screening, suggestions, and matching functionality for employers using our platform, in accordance with a lawful agreement between Hello Radius and the third-party platform.

This processing is subject to the following terms:

The third party remains the Data Controller of any candidate data shared through such integrations. Hello Radius acts strictly as a Data Processor, processing the data only on behalf of the third party and in line with their lawful instructions and our contractual obligations.
Candidates whose data originates from third-party systems will only be visible to employers who are customers of the respective third-party platform, and only for the purpose of candidate screening, job-candidate matching and sourcing.
If a candidate who was originally sourced via a third-party platform later applies to a job via Hello Radius or creates a Hello Radius Candidate account directly, Hello Radius shall become the independent Data Controller of such Personal Data. This data will then be processed according to Hello Radius’s Privacy Policy and retained in accordance with our standard data retention terms.
Hello Radius is not responsible for obtaining consent from such candidates. It is the sole responsibility of the third-party platform (as the Data Controller) to ensure that appropriate privacy notices and legal bases for processing and sharing such data have been obtained.
All candidate data received through third-party integrations will be handled with the same level of confidentiality, security, and data protection standards as all other data processed on our platform.

Use of Third-party Sub-Processors

Hello Radius uses carefully selected third-party service providers (sub-processors) to help deliver our Services and operate our platform. These providers may process Personal Data on our behalf, strictly under data processing agreements we have entered into with them and in accordance with applicable data protection laws. Below we outline the purpose of our use of sub-processors:

For file storage;
For real-time database functionality and;
For enabling search across candidate profiles and job applications.

These sub-processors are bound by strict confidentiality and data security obligations. We ensure that all sub-processing is governed by appropriate data processing agreements.

If we engage new sub-processors that may process your Personal Data, we will update this Privacy Policy accordingly.

Use of Artificial Intelligence (AI) to Anonymise and Process Data

Our platform uses artificial intelligence (AI) technology to:

Anonymise CV data before it is processed by our screening software (this occurs at any time a CV document enters our system);
Provide employers with features to improve hiring efficiency, decision making and outcomes; and
Provide Candidates with features to optimise their profiles to improve their visibility on the platform and match accuracy to roles.

We are committed to using AI responsibly and ethically, ensuring that our practices uphold fairness and privacy standards. It is our policy not to incorporate Personally Identifiable Information and information about age, gender, race, religion, or any other sensitive personal attributes into the training of the algorithm models used in our services or for candidate scoring nor to use AI to automate hiring decisions. For candidates, we maintain a strict opt-in system and provide a notice on our use of AI when they sign up to the platform.

Our purpose of using AI in our software is to help Candidates find relevant job opportunities, improve recruitment efficiency and support Employers in making informed hiring choices.

We strive to maintain transparency and accountability in the use of AI, and we continuously monitor and assess our AI systems to reduce biases and promote equal opportunities for all candidates.

Consent and Right to Unsubscribe

Upon creation of an account with Hello Radius (either independently or through the user’s Google account logins), the user will be asked to consent to receive email notifications about the Services they signed up for and/or use on the Platform.

Users can opt-out of our email notifications by unsubscribing or deactivating notifications on their account. To maintain account security, users cannot unsubscribe from certain communications from Hello Radius regarding account verification or security updates.

Employers who purchase our Services will still receive email notifications regarding transactions they make sent by our third-party payment gateway provider.

Users that do not have an account with Hello Radius and subscribe to our newsletter(s) and/or register their interest via the website, will be asked to provide consent for email notifications about the Services they subscribed to.

Visitors that do not have an account with Hello Radius and apply to jobs posted on the Hello Radius Website via our hosted pages, will be asked to provide consent for email notifications about the status of their application.

Your Legal Rights

You have the right to the following in relation to the Personal Data we hold about you:

To request access to your Personal Data.
To request that any incomplete or inaccurate data we hold about you is corrected.
To request the erasure of your Personal Data, i.e., to ask us to delete such data where this is no longer necessary for the purposes for which we collected such data and/or where you have successfully exercised your right to restrict, or object to, our Processing (please see below).
To restrict our Processing activities or to object to the Processing of your Personal Data (for example for direct marketing purposes).
To request the transfer of your Personal Data (in a secure, commonly used and machine-readable format) to you or a third party.
If Hello Radius is relying on your consent for the Processing of your Personal Data, you have the right to withdraw that consent at any time (noting that in such cases, Hello Radius may not be able to provide certain Services to you).

Please note that not all of these rights may be applicable to all Users/Visitors and all circumstances.

If you wish to exercise any of the above rights or have any questions, please contact us using the contact details below, and we will consider your request in accordance with applicable laws.

Note that for specific legal reasons, Hello Radius may not always be able to comply with your requests and if so, we will notify you, if applicable.

In addition, you also have the right to lodge a complaint to the Office of the Commissioner for Personal Data Protection in Cyprus, the contact details of which are as follows:

1 Iasonos str., 1082 Nicosia

P.O.Box 23378, 1682 Nicosia

Tel: +357 22818456

Fax: +357 22304565

Email: commissioner@dataprotection.gov.cy

Data Retention and Erasure

Personal Data

Hello Radius will keep the User’s Personal Data for as long as the account with Hello Radius remains open, or as necessary for the purposes the data was collected, namely for Hello Radius to provide the Services to you.

Hello Radius will retain anonymised data for job listings and candidate profiles, regardless of if the user account has been deleted, for the purpose of improving our services, internal reporting and business intelligence.

If the Platform or the Services are accessed or used once by a User, Hello Radius will retain the Personal Data, until the account is deleted.

When a Candidate applies to a job advertised by Hello Radius or via the Services Hello Radius provides, personal data contained within a CV or candidate profile will be stored for up to 12 months.

Inactive Profiles or Accounts

When an Employer uses their internal talent pool feature on their account, they understand that candidate profiles that have no activity (e.g., pipeline move, comments made) within 12 months will be automatically removed.

If a user has a Candidate account and their CV has not been updated within 11 months, the user will be notified by email to update their profile information. The CV must be updated within 30 days on receipt of the email otherwise the CV will be permanently deleted from our systems.

Deletion of a Candidate / Employer Account

If you are a Candidate and you choose to delete your account, Personal Data will be removed from our systems after 24 hours. If you created a Candidate Profile or uploaded a CV or Covering letter on the Platform these documents will be deleted. This applies to any job applications made and job alerts notifications created.

If you are an Employer and you delete your account, all Personal Data will be removed from our systems after 24 hours. However, Hello Radius will continue to store (depersonalised) data about a job advert, not constituting Personal Data, for the purpose of business performance analysis.

If you are an Employer, please note that the following also applies when you delete your account:

your job listings and any other information published will not be visible and/or accessible on the Platform;
your hosted careers page will be removed;
all Personal Data, contained in job listing or otherwise, will be removed from our systems after 24 hours.

Even after the deletion of an account, Hello Radius will keep Personal Data that is necessary to comply with our legal obligations, accounting, or other requirements.

We may retain information, not constituting Personal Data, after your account has been deleted.

Hello Radius is not responsible and does not control data that other Users/Visitors have copied out of our Services on the Website.

Employer's Privacy Policy

If an Employer chooses to attach their privacy policy notice to their hosted careers page or widget, they thereby accept and assume full responsibility for collecting, handling, and managing information in alignment with their stated privacy policy. By incorporating their privacy policy, employers acknowledge that they are solely responsible for compliance with applicable laws, regulations, and industry standards governing data collection, usage, and protection.

Payment Details

Hello Radius does not store payment details. Payments on our Platform are made through our third-party payment gateway provider and processing of the relevant data is done in accordance with the data processing agreement we have with them. By using our Services, you also accept and agree to their terms and conditions and their Privacy Policy as well.

Third-Party Candidate Data

Where Hello Radius processes candidate data received from integrated third-party platforms or job boards, such data shall only be retained for as long as the underlying integration agreement remains valid or as required to fulfil the specified purpose of processing. Upon termination of the collaboration or upon request from the third-party Data Controller, all Personal Data received from such third parties will be deleted within five (5) business days, unless the candidate has independently interacted with the Hello Radius platform (e.g., by creating an account or applying to a job), in which case Hello Radius may retain and process such data in accordance with this Privacy Policy.

Use of Third-Party Services for Business-to-Business (B2B) Sales Outreach

At Hello Radius, we utilise third-party software providers, to enhance our sales outreach efforts. These services help us identify and connect with relevant business contacts who may benefit from our products or services. Below, we explain how we process personal data in connection with these services:

Personal Data We Collect

We may collect Personal Data such as your name, job title, email address, company name, phone number, and other professional details. This information is either provided by you directly or collected from publicly available sources via third-party software providers.

How We Use Your Data & Legal Basis for Processing Your Data

The personal data we collect is used for:

Identifying potential business contacts for outreach.
Sending sales-related communications that may be of interest to you based on your professional role.
Personalising our communications to make them relevant and helpful.
Managing unsubscribe and opt-out requests.

Legal Basis for Processing Your Data (For EU Residents)

The Personal Data we collect, and process is necessary for the purposes of the legitimate interests pursued by us or a third party under Article 6 (1)(f) of the GDPR, i.e. for:

Identifying potential business contacts for outreach;
Sending sales-related communications that may be of interest to you based on your professional role;
Personalising our communications to make them relevant and helpful; and
Managing unsubscribe and opt-out requests.

Data Sharing with Third Parties

We may share your Personal Data with third-party service providers to help us identify and contact business professionals. We ensure that these service providers comply with data protection laws and use your data only as instructed.

Your Legal Rights and Choices

If you are located in a region governed by GDPR or other data protection laws, you have certain rights over your personal data.

Refer to the section “Your Legal Rights” in this Privacy Policy to exercise these rights. If you wish to unsubscribe from our sales or marketing communications, you can respond to our emails with “Unsubscribe” or contact us directly. Our systems will remove your information within 10 business days.

Data Retention

We will retain your personal data for as long as necessary to fulfill the purposes of our outreach or as required by law. If you request deletion, we will comply unless retention is required by law.

Security of your Data

We take appropriate measures to protect your Personal Data and work with service providers who meet our security standards.

Security

Hello Radius has security and electronic safeguards in order to protect your Personal Data. We carry out regular security monitoring and upgrades. However, Hello Radius does not provide any warranty that data may not be accessed, shared, altered, or destroyed by breach of any safeguards and we are not liable for any damages whatsoever arising out of the foregoing. In such an event, we will comply with any notification obligations where we are legally required to do so.

Contact us

If you have any questions or require assistance, please do not hesitate to contact our team at support@helloradius.com.