Privacy Policy

Privacy Policy for MeritHire

Sophia OS Corp (“MeritHire,” “Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your information.

This Privacy Policy explains how we collect, use, disclose, and protect information when you use the MeritHire platform and related services.

1. Information We Collect

We may collect the following categories of information:

2. How We Use Information

We may use information to:

• provide and operate the Services;
• conduct candidate screening and interviews;
• generate AI-powered summaries and recommendations;
• facilitate recruiting workflows;
• improve platform performance;
• communicate with users;
• monitor security and prevent fraud;
• comply with legal obligations; and
• analyze usage and platform effectiveness.

3. AI Processing

MeritHire uses artificial intelligence and machine learning technologies to process interviews and candidate information.

This may include:

• transcription;
• summarization;
• scoring assistance;
• interview analysis; and
• recommendation generation.

AI-generated outputs are used as decision-support tools only and do not independently determine employment decisions.

4. Recording Consent

By participating in interviews or using the Services, users consent to the recording, storage, transcription, and analysis of communications and interviews.

If you do not consent to recording, you should not participate in interviews conducted through the platform.

5. Cookies and Analytics

We use cookies and similar technologies to:

• operate the platform;
• remember preferences;
• analyze usage patterns; and
• improve the Services.

We may use analytics and infrastructure providers including:

• Mixpanel;
• cloud hosting providers;
• authentication providers; and
• communications vendors.

Users may disable cookies through browser settings, though portions of the Services may not function properly.

6. Third-Party Service Providers

We may share information with service providers that help us operate the Services, including providers for:

• AI processing;
• transcription;
• communications;
• hosting;
• analytics;
• authentication; and
• infrastructure services.

These providers may include:

• LiveKit
• Deepgram
• Google Gemini
• Cartesia
• Supabase
• Firebase Authentication
• Mixpanel
• email infrastructure providers

We may also disclose information when required by law or to protect rights, safety, and security.

7. Data Retention

We may retain data, including recordings and transcripts, indefinitely unless deletion is requested or required by law.

Retention periods may vary depending on operational, contractual, or legal requirements.

8. Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction.

However, no system can guarantee absolute security.

9. User Rights and Choices

Users may:

• update account information;
• request account deletion;
• request access to certain personal information; and
• opt out of certain communications.

Requests may be submitted to support@merithire.com.

10. California Privacy Rights

California residents may have additional rights under applicable privacy laws, including rights related to access, deletion, and correction of personal information.

Requests may be submitted to support@merithire.com.

11. International Users

MeritHire currently operates only within the United States.

12. Children’s Privacy

The Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Continued use of the Services after updates constitutes acceptance of the revised policy.

14. Contact Information