Summary
- ProctoHire is online software that companies use to test, interview and hire candidates.
- If you are a candidate, the company that invited you decides how your data is used. We process it for that company.
- If you use ProctoHire for your company, we decide how your account and billing data is used.
- A proctored test watches your screen, your camera, your typing and pastes, and when you leave the test. Only short clips around moments flagged for review are kept, never a video of the whole test. The company chooses what is on for each test.
- Some features use AI from Google (the Gemini API).
- Our database and files are stored in the EU, in Stockholm, Sweden.
- We do not sell personal data, and we do not show ads.
Who we are
ProctoHire (proctohire.com) is run from Pune, Maharashtra, India ("ProctoHire", "we", "us"). Privacy questions and requests: [email protected].
Our two roles
- For the company: candidates' data, and everything a company's team puts into its workspace (tests, scores, notes, decisions, offers). The company decides how it is used; we process it only to provide ProctoHire to that company. Questions about how a company uses your data go to that company.
- For ourselves: sign-in accounts, billing, messages you send us, and visits to our website. Here we decide how the data is used, as this policy explains.
What we collect
From companies and their teams
- Name, work email, role, and a password (kept only as a hash) or Google sign-in.
- Company name, logo and settings.
- Billing details: name, address, billing email and payment records.
- Payments are made through Razorpay. We never receive or store full card numbers, CVV codes or UPI PINs.
- A log of important actions in the workspace: who did what, and when.
About candidates, for the company
- Name, email, phone number and résumé, when given.
- Test answers: code, SQL, written answers, spreadsheets and uploaded files.
- One-way video answers, when the company asks for them: camera and microphone recordings, and their transcripts.
- What the company adds: scores, notes, decisions, interview feedback and offers.
- Technical data from each sitting, such as IP address, browser, device type and times.
What a proctored test records
The company sets what each test records, and the test asks for screen sharing and camera access before it starts. A test is never stored as one long video: your browser holds only the last few seconds, and when something is flagged for review, a short clip around that moment is kept (8 seconds unless the company sets between 5 and 60).
| What | What is kept |
|---|---|
| Your screen and your camera (video, no sound), when the test asks for them | Only the short clips around moments flagged for review |
| Typing and edits in the answer editor | Every change and its time, so a reviewer can replay how an answer was written. This replay is the typing, not a video |
| Copy, cut and paste | Each event and its time |
| Leaving the test | Tab switches, leaving the window or full screen, idle time, and screen sharing or the camera stopping |
| A photo of your ID and a selfie, or photos from a phone you pair as a side camera | Only when the test asks for them, kept for review |
The microphone is recorded only for one-way video answers, never in a proctored test.
Visitors to our website
Our website is delivered by Cloudflare, which keeps request logs (such as IP address and browser) for security. We use no advertising or tracking cookies. Your browser stores a sign-in token and settings such as light or dark mode so that the app works.
How we use AI
When a company uses an AI feature, the content that feature needs is sent to Google's Gemini API to produce the result, for example:
- suggesting marks for written answers and some coding answers;
- reading résumés and matching them to a job;
- drafting job descriptions, questions and offer letters;
- transcribing one-way video answers and summarising results;
- the AI interviewer and Ask AI, when the company uses them.
Google processes this content to give us the result, under its terms for paid API use, which do not let Google use it to improve its products. AI suggests; a person at the company reviews the result and makes every hiring decision.
Why we use data
- To provide the service, on the company's instructions, for data we process for a company.
- To run your account and bill you.
- To keep the service secure and prevent fraud and abuse.
- To send service emails, such as sign-in, test invitations, billing and changes to our terms.
- To meet our legal obligations, such as keeping payment records.
Who we share data with
- Service providers that host and run ProctoHire for us (below). Each one uses the data only to provide its service to us.
- The company you applied to, if you are a candidate.
- Services a company connects, such as its calendar or its own email server.
- Authorities, when the law requires it.
We do not sell personal data and we do not use it for advertising.
Where data is stored and who runs it
| Provider | What it does | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage, including recordings | Stockholm, Sweden (EU) |
| Hetzner | The servers that run the ProctoHire application, including running candidates' code | Helsinki, Finland (EU) |
| Cloudflare | Delivers the proctohire.com website | Worldwide |
| Google (Gemini API) | The AI features above | Google's own data centres |
| Razorpay | Payments and subscriptions | India |
We also use an email delivery provider to send ProctoHire's emails, such as invitations, reminders and sign-in emails.
How long we keep data
- Candidate data, including clips and one-way video answers, is kept for as long as the company decides. A company can set how long each kind of data is kept, and can delete a candidate's data at any time. There is no default period: data the company sets no period for is kept until it is deleted.
- Company workspaces are kept while the account is open. A workspace that becomes read-only (for example after a trial ends without a plan) is not deleted because of that.
- Payment records are kept for as long as the law requires.
Deleting your data
- Candidates: ask the company that invited you; it can delete your data in ProctoHire. If you write to us, we pass your request to that company and help it answer.
- Companies: delete candidates' data at any time in the app, or write to [email protected] to delete your whole workspace. We then delete it, except records the law requires us to keep.
- Deleting a candidate removes their recordings, notes and messages, and replaces their name, email, phone number and IP address with the word "erased". A record that the deletion happened is kept.
Your rights
Depending on where you live, you can ask to see the data held about you, get a copy, correct it, delete it, or object to its use, and you can complain to your data protection authority. Write to [email protected]. We may first ask you to show who you are, so that we never give your data to, or delete it for, someone else.
Security
- Every connection uses HTTPS. Our database provider encrypts data at rest.
- Passwords are kept only as hashes.
- Each company's data is kept apart, and every request is checked against the company it belongs to.
- Access inside a workspace depends on each person's role, and important actions are logged.
Children
ProctoHire is for hiring adults. It is not meant for anyone under 18.
Grievances (India)
Grievance Officer: Aditya Inamdar, [email protected]
Complaints about how we handle personal data go to the Grievance Officer, with "Grievance" in the subject. We reply within one month. Our address and phone number are on the Contact page.
Changes to this policy
We post changes on this page and update the date at the top. For important changes, we email workspace owners before they apply.
Contact
ProctoHire, Pune, Maharashtra, India. Email [email protected], phone +91 83294 60483.