Privacy Policy — HireBase

Last updated: November 2025

1. Who We Are

HireBase B.V. ("we", "our", "us") operates the WhatsApp chatbot HireBase, a test application used to contact and assist individuals applying for job opportunities.

We are based in the Netherlands and act as the data controller for any personal data processed through this service.

2. Purpose of Processing

The HireBase chatbot communicates with users via WhatsApp to provide information about job openings and guide them through the application process.

3. Data We Collect

We may process the following categories of personal data:

  • WhatsApp contact information (e.g., phone number, display name)
  • Messages exchanged with the chatbot
  • Application-related data voluntarily provided by users (e.g., CV details, interests, experience)

4. How We Use Data

Personal data is used solely to:

  • Enable and maintain chat communication with applicants
  • Provide job-related information and guidance
  • Improve chatbot responses through controlled testing and evaluation

5. Data Storage and Retention

All message and contact data are stored in MongoDB databases hosted in the EU.

We currently do not automatically delete data, as this app is under test.

Data may be retained for as long as needed to evaluate chatbot behavior and improve the service.

6. Data Sharing

We may share data with the following third-party processors for functional or analytical purposes:

  • OpenAI – for message analysis and automated response generation
  • WhatsApp (Meta Platforms, Inc.) – for message delivery and platform operations

These processors act under their own privacy policies and comply with GDPR requirements where applicable.

7. User Rights

You may request:

  • Access to your data
  • Correction of inaccurate data
  • Deletion of your data (upon manual request)

Requests can be made via email to marcel@hirebase.nl.

8. Legal Basis

Data processing is based on legitimate interest (Article 6 (1)(f) GDPR) in testing and developing communication systems related to recruitment.

9. Security

We use technical and organizational measures to protect data against unauthorized access, alteration, or loss. However, as this is a test environment, complete security cannot be guaranteed.

10. Contact

For questions or privacy requests, contact:

HireBase B.V.
Email: marcel@hirebase.nl
Location: The Netherlands