Recruiter Guidelines – GreenHired

As a recruiter, you must not:

• Include discriminatory criteria in job postings or screening questions based on protected characteristics such as race, colour, religion, sex, gender identity, sexual orientation, age, disability, national origin, or any other protected status under applicable law.
• Ask for or collect sensitive personal data (for example, religious beliefs, health status, sexual orientation, union membership) unless clearly required and permitted by law and handled in line with those laws.
• GreenHired’s tools may suggest more inclusive language and highlight potentially exclusionary phrases; you are expected to review and adopt these improvements where appropriate.

You agree to:

• Post only genuine roles at real organisations that you are authorized to represent.
• Provide accurate information about job title, responsibilities, location (including remote/hybrid details), employment type, and work mode.
• Avoid misleading or “bait‑and‑switch” practices (for example, posting one role but contacting candidates about a different role or opportunity, or disguising commission‑only or multi‑level marketing schemes).
• Promptly close or mark roles as filled/expired when you are no longer accepting applications through GreenHired.
• Where local law requires pay transparency (for example, certain US states or the EU Pay Transparency rules), it is your responsibility to include appropriate salary ranges and comply with those obligations.

You must:

• Treat candidate data (resumes, contact details, prescreening answers, notes, and messages) as confidential and use it only for legitimate recruitment and hiring purposes for the specific roles in question.
• Not share candidate CVs, contact details, or internal notes outside the hiring team or outside your organisation without a lawful basis and the necessary permissions.
• Write internal notes and comments in a professional, factual way, assuming candidates may have legal rights to access this information under data protection laws.
• Follow any local retention rules and delete or anonymise candidate data that you hold once it is no longer needed, typically within 6–24 months after a decision, unless law requires a different period.
• GreenHired’s own handling of personal data is described in the Privacy Policy and GDPR page; these Guidelines do not reduce your own responsibilities as a controller or employer under applicable law.

When using these tools, you agree that:

• You remain fully responsible for the content of job posts, screening questions, and messages, including anything drafted or suggested by AI. AI-generated text must be reviewed and edited before publishing.
• You should avoid pasting unnecessary personal or sensitive candidate data into AI inputs; GreenHired already attempts to redact identifiers, but you should minimise what you include.
• AI match scores and recommendations are suggestions only; they must not be the sole basis for rejecting or advancing a candidate, and you must ensure your hiring process remains fair and non‑discriminatory.
• Salary suggestions from AI are indicative only; you must set final compensation in line with your policies, market conditions, and legal obligations.
• Admins for your organisation may be able to control whether certain AI features are enabled for your team.

Owners and admins are responsible for:

• Managing who has access to the company workspace and jobs, including adding and removing team members and assigning appropriate roles.
• Enforcing security practices such as enabling multi‑factor authentication (MFA) where available and revoking access promptly when team members leave the organisation.
• Ensuring that invites are sent only to authorized colleagues and are not shared or reused; invites are typically short‑lived for security reasons.
• All recruiter users must keep their login credentials secret and must not share accounts.

Candidate experience is central to GreenHired’s mission. As a recruiter, you should:

• Aim to review applications and respond within a reasonable timeframe (for example, within 14 days or another timeframe you communicate in your job posting).
• Communicate decisions respectfully, including rejections or withdrawals, instead of leaving candidates without any response.
• Use the platform’s messaging tools in a professional and courteous manner and avoid spam or irrelevant outreach.
• Where you state specific timelines or processes in your job ad (for example, “we will respond to all applicants within X days”), you should make reasonable efforts to follow them.