Privacy Policy — Hireloop

Hireloop — Privacy Policy

Last updated: 11 September 2026

Hireloop is committed to protecting your privacy and handling personal information responsibly and transparently.

This Privacy Policy explains how Hireloop collects, holds, uses, discloses and protects personal information when you use our website or services, contact us, submit a job application, or otherwise interact with us.

This Privacy Policy is intended to apply in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), to the extent those laws apply to Hireloop.

1. About Hireloop

Hireloop provides recruitment technology designed to help businesses identify, assess and shortlist candidates for employment opportunities.

For the purposes of this Privacy Policy:

Hireloop means Eclettica S.r.l.s., Via Monastir 64/D, Torino (TO), Italy.

Privacy contact: hirelooop@gmail.com

Depending on the circumstances, Hireloop may handle candidate information as part of providing recruitment services to an employer. The employer or organisation that commissions a recruitment process may separately handle candidate information once it receives that information and may have its own privacy obligations and privacy policy.

2. What personal information we collect

The personal information we collect depends on how you interact with Hireloop.

2.1 If you are an employer or business customer

We may collect:

your name;
business email address and other contact details;
company name and business details;
industry and company size;
website and other relevant business information;
information contained in your recruitment brief;
information about the position you are seeking to fill;
billing and payment information;
communications between you and Hireloop; and
information required to provide, maintain and improve our services.

Where payments are processed through a third-party payment provider, your payment card details are handled directly by that provider and are not stored by Hireloop unless otherwise stated.

2.2 If you are a candidate

We may collect personal information contained in your application or résumé, including:

your name and contact details;
employment history;
professional experience;
qualifications and education;
skills and competencies;
professional achievements and responsibilities;
information relevant to the position for which you are applying;
your email address;
information identifying the relevant recruitment process; and
any other information you voluntarily provide as part of your application.

Please do not provide sensitive information unless it is genuinely relevant to your application.

If sensitive information is included in your résumé or application, we will handle it in accordance with applicable privacy laws.

3. How we collect personal information

We generally collect personal information directly from you when you:

submit an application or résumé;
contact us by email or through our website;
use Hireloop’s services;
submit a recruitment brief;
communicate with us about a recruitment process; or
otherwise voluntarily provide information to us.

We may also receive candidate information from an employer or organisation that uses Hireloop to conduct a recruitment process.

Where permitted by applicable law, we may also collect relevant professional information from publicly available sources where this is reasonably necessary for our recruitment services.

We seek to collect personal information by lawful and fair means and, where reasonably practicable, directly from the individual concerned.

4. Why we collect and use personal information

We collect, hold and use personal information for purposes reasonably necessary for our business and recruitment services.

These purposes include:

For employers and business customers

providing Hireloop’s recruitment and candidate screening services;
understanding your recruitment requirements;
identifying and presenting suitable candidates;
communicating with you about recruitment processes;
processing payments and maintaining financial records;
providing customer support;
maintaining, improving and developing our services;
monitoring and maintaining the security of our systems;
preventing fraud, misuse or other unlawful activity;
complying with legal and regulatory obligations; and
establishing, exercising or defending legal rights.

For candidates

We may use your personal information to:

process and assess your application;
determine whether your professional background matches the requirements of a position;
identify and rank potentially suitable candidates;
provide relevant application information to the employer that commissioned the recruitment process;
communicate with you regarding your application;
maintain records relating to the recruitment process;
respond to enquiries, disputes or complaints; and
comply with legal obligations.

We do not sell candidate personal information.

We do not use candidate information to create databases for sale or unrelated commercial purposes.

5. Automated screening and artificial intelligence

Hireloop uses automated technology and artificial intelligence to assist with the initial screening, assessment and ranking of candidates.

The technology is designed to help identify candidates whose professional experience and qualifications are relevant to the requirements specified by the employer.

The screening process may include the following stages.

Stage 1 — Mandatory requirements

The system may assess whether a candidate meets mandatory requirements specified by the employer, including required qualifications, skills or minimum years of relevant experience.

Candidates who do not satisfy mandatory requirements may be excluded from further consideration, with the relevant reason recorded in the recruitment process.

Stage 2 — Comparative assessment

Candidates who satisfy the initial requirements may receive a comparative assessment based on factors such as:

relevant skills;
depth and relevance of experience;
industry experience;
professional background;
demonstrated responsibilities; and
continuity and relevance of previous employment.

Stage 3 — Optional AI assessment

Where enabled for a particular recruitment process, a language model or other AI technology may assist in comparing a candidate’s résumé with the description and requirements of the relevant position.

Where used, the AI assessment is intended to form only part of the overall assessment and is supported by information contained in the candidate’s application.

Human oversight

Hireloop does not intend to make a final hiring decision solely through automated processing.

Candidate recommendations are made using artificial intelligence under the supervision of a human.

Protected characteristics are not intentionally used as criteria for ranking or assessing candidates.

Where applicable, candidates may contact us to request information about how their application was assessed and to request human review of an assessment.

6. Pseudonymisation and removal of identifying information

Where technically and operationally appropriate, Hireloop may remove or separate identifying information from a résumé before it is processed by an automated assessment system.

This may include:

name;
date of birth;
residential address;
telephone number;
photographs;
personal profile links; and
other identifying information that is not necessary for assessing professional suitability.

The purpose is to reduce the potential influence of irrelevant identifying characteristics during the initial assessment process.

Identifying information may be re-associated with a candidate where this is necessary to progress the recruitment process.

7. Disclosure of personal information

We may disclose personal information to parties reasonably necessary to provide our services, including:

the employer or organisation that commissioned a recruitment process;
service providers that support the operation of Hireloop;
payment processors;
cloud hosting and infrastructure providers;
email and communications providers;
software and technology providers;
AI and language-model providers where those services are enabled;
professional advisers;
government authorities, regulators or law enforcement agencies where required or authorised by law; and
other parties where you have consented or disclosure is otherwise permitted or required by law.

We do not sell personal information.

We do not disclose candidate information for unrelated recruitment opportunities unless permitted by law or otherwise authorised.

8. Overseas disclosure of personal information

Some of our service providers may be located outside Australia.

Depending on the services being used, personal information may be stored or processed in countries including:

Australia;
the United States;
Ireland;
other European Union countries; and
other jurisdictions in which our technology and service providers operate.

Where Australian privacy law applies, we take reasonable steps required under the Australian Privacy Principles, including APP 8, when disclosing personal information to an overseas recipient.

We seek to ensure that appropriate contractual, technical and organisational safeguards are in place where personal information is processed overseas.

Our service providers may include payment providers, email providers, cloud infrastructure providers, communications platforms, AI providers and recruitment technology providers.

The providers we use may change from time to time as our services and technology infrastructure develop.

You may contact us at hirelooop@gmail.com if you would like further information about overseas recipients relevant to your personal information.

9. Sensitive information

Some types of personal information are considered sensitive information under Australian privacy law.

This may include information about health, racial or ethnic origin, political opinions, religious or philosophical beliefs, membership of professional or trade associations, criminal record information and certain biometric or genetic information.

Hireloop does not generally require candidates to provide sensitive information as part of the recruitment process.

You should not include sensitive information in your résumé unless it is relevant and necessary for the position.

Where sensitive information is provided to us, we will handle it in accordance with applicable Australian privacy laws and will only collect, use or disclose it where permitted or required by law.

10. Security of personal information

We take reasonable steps to protect personal information from:

misuse;
interference;
loss;
unauthorised access;
unauthorised modification; and
unauthorised disclosure.

Depending on the circumstances, our security measures may include:

access controls;
restricted access to identifying information;
pseudonymisation or separation of candidate information;
authentication and account security controls;
secure transmission and storage;
appropriate controls over service providers; and
deletion or de-identification when information is no longer reasonably required.

While we take reasonable steps to protect your information, no method of electronic storage or transmission over the internet can be guaranteed to be completely secure.

11. How long we retain personal information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, unless a longer period is required or permitted by law.

As a general policy:

Candidate information

We may retain candidate application information for up to 12 months following receipt of the application or completion of the relevant recruitment process.

This may include applications that were not shortlisted, together with relevant assessment information, where reasonably necessary to administer the recruitment process, respond to enquiries or complaints, or demonstrate how an assessment was made.

Employer information

Information relating to a recruitment process may generally be retained for up to 12 months following completion of that process.

Financial and accounting information

Financial and accounting records are retained for the period required by applicable legal and regulatory requirements.

When personal information is no longer reasonably required, we may delete, destroy or de-identify it, subject to applicable legal obligations.

12. Access to your personal information

You may request access to personal information that we hold about you.

To make an access request, contact: hirelooop@gmail.com

We may need to verify your identity before providing access to your information.

We will respond to requests within a reasonable period and in accordance with applicable privacy laws.

In certain circumstances, we may be permitted or required to refuse access. If this occurs, we will provide an explanation where required by law.

13. Correction of your personal information

We aim to ensure that personal information we hold is accurate, complete and up to date.

If you believe that personal information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you may ask us to correct it.

Requests can be made by contacting: hirelooop@gmail.com

We will take reasonable steps to correct information where required under applicable Australian privacy law.

14. Privacy complaints

If you believe that Hireloop has mishandled your personal information or breached applicable Australian privacy law, you may make a privacy complaint.

Please contact us at: hirelooop@gmail.com

When making a complaint, please provide enough information for us to understand the circumstances and investigate the issue.

We will acknowledge and investigate your complaint and provide a response within a reasonable period.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

You can find information about making a privacy complaint on the OAIC website.

15. Data breaches

Hireloop maintains procedures for identifying, assessing and responding to suspected data breaches.

Where the Notifiable Data Breaches (NDB) scheme applies and we determine that an eligible data breach is likely to result in serious harm, we will comply with our obligations under the scheme, including notifying affected individuals and the OAIC where required.

16. Cookies and website technologies

Our website may use cookies, analytics tools and similar technologies to:

operate and secure our website;
remember preferences;
understand how our website is used;
improve our services and user experience; and
measure website and communication performance.

Where required by law, we will provide appropriate notice and/or obtain consent for relevant technologies.

You may be able to manage cookies through your browser settings.

17. Direct marketing

Where permitted by law, we may use contact information to send information about Hireloop, our services, product updates or other relevant business communications.

You may opt out of receiving direct marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.

We will comply with applicable Australian direct marketing and spam laws.

18. Anonymity and pseudonymity

Where reasonably practicable and appropriate, you may interact with Hireloop without identifying yourself or by using a pseudonym.

However, certain services, including recruitment applications, account management and payment-related services, require identification in order for us to provide those services.

19. Third-party websites and services

Our website or communications may contain links to third-party websites, platforms or services.

Those third parties operate independently from Hireloop and may have their own privacy policies and practices.

We are not responsible for the privacy practices of third-party websites or services.

We recommend reviewing the privacy policy of any third-party service before providing personal information.

20. Children

Hireloop’s services are intended for businesses and individuals seeking employment opportunities and are not directed at children.

We do not knowingly collect personal information from children where doing so would be contrary to applicable law.

If you believe that a child has provided personal information to us, please contact us at hirelooop@gmail.com.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

changes to our services;
changes to our technology;
changes to our data handling practices;
changes to applicable laws or regulations;
changes to the Australian Privacy Principles; or
guidance issued by relevant privacy regulators.

When we make a material change, we will update the Last updated date and, where appropriate, provide additional notice.

The most current version of this Privacy Policy will be published on our website.

22. Contact us

If you have any questions about this Privacy Policy, want to request access to or correction of your personal information, or wish to make a privacy complaint, please contact us:

Hireloop / Eclettica S.r.l.s.
Via Monastir 64/D
Torino (TO), Italy
Email: hirelooop@gmail.com