- 1. Who we are
- 2. What this policy covers
- 3. Who can use GreenHired
- 4. Categories of personal data we collect
- 5. How we obtain personal data
- 6. Job aggregation and scraping
- 7. Purposes and legal bases (GDPR)
- 8. How we share personal data
- 9. International transfers
- 10. Retention of personal data
- 11. Account deletion and data retention
- 12. Your rights
- 13. Security
- 14. Marketing communications
- 15. Third-party websites
- 16. Changes to this policy
- 17. How to contact us
1 Who we are
GreenHired is a global green and sustainability job board operated by Vaan Corporation, a company incorporated in India.
Legal entity: Vaan Corporation
Brand: “GreenHired”
Address: Udumalpet, Tiruppur, Tamil Nadu, India 642201
Contact email for privacy matters: privacy@greenhired.com
GreenHired acts as a “data controller” for personal information collected through the GreenHired platform and associated services.
For users in the European Union (EU), European Economic Area (EEA), and United Kingdom (UK), GreenHired does not currently appoint a local representative or DPO; all privacy inquiries are handled by our global privacy team at the email above.
2 What this policy covers
This Privacy Policy explains how GreenHired collects, uses, shares and protects personal data when you:
- Visit or use our websites and web applications (including seeker and recruiter areas).
- Create a job seeker or recruiter/company account.
- View or apply for jobs, publish jobs, or manage applications.
- Contact us, send feedback, or use AI-powered features on the platform.
If you do not agree with this policy, you should not use the GreenHired services.
3 Who can use GreenHired
GreenHired is intended only for individuals who are at least 18 years old or above the local legal age to enter into employment-related contracts, whichever is higher.
We do not knowingly collect personal data from children under 18 and do not allow them to create accounts. If you believe a child under 18 has provided us with personal data, contact us so we can take appropriate steps.
4 Categories of personal data we collect
4.1 Account and identity data When you create or use a GreenHired account, we may collect:
Name, email address, hashed password, avatar, and user role (job seeker or recruiter).
Account status, security settings, and login timestamps.
Multi-factor authentication data (for example, TOTP secret stored in encrypted form and hashed recovery codes).
OAuth identifiers if you sign in via providers such as Google.
Timestamps for your acceptance of our guidelines, terms, and privacy policy (once technically enabled).
4.2 Job seeker profile data If you are a job seeker, we may collect:
Contact details: full name, phone number, location (country, state, city).
Professional profile: current role and employer, years of experience, job title, skills, headline, bio, notice period, preferred start date, work style and values.
Job preferences: desired roles, locations, salary band and currency, work authorization and visa status where applicable.
Online presence: LinkedIn, GitHub, portfolio or other URLs you choose to provide.
Files: CVs, resumes, cover letters and avatars you upload (stored in secure object storage).
Marketing preferences: whether you consent to receive marketing emails (default is off).
4.3 Recruiter and company data If you are a recruiter or company representative, we may collect:
Your contact and profile information: name, email, phone, job role, avatar, role in the company (such as owner, HR manager, recruiter, team member).
Company information: name, website, logo and cover images, tagline, description, industry, size, location, founding year, social media URLs, contact email and phone, mission, sustainability statement, benefits and values.
4.4 Application and platform content When you use the platform, we may collect:
Job applications: job ID, cover letters, resume file references, application status, and recruiter notes.
Prescreening answers and responses to application questions.
Messages sent via the platform between seekers and recruiters, including message text and any attachments.
Saved jobs and other in-product activity that helps you manage your search or hiring.
4.5 Device, usage and technical data When you access GreenHired, we automatically collect certain technical and usage data, such as:
IP address, user-agent, approximate location (country/region/city), network provider, device type, browser and operating system.
Session identifiers, session creation and last activity timestamps, view counts on job pages, and certain risk or fraud-related signals.
A pseudonymous device or browser fingerprint generated for security and anti-abuse purposes.
This information is collected using infrastructure and tools such as Cloudflare and our own logging systems.
4.6 Communications, feedback, and AI usage data When you interact with us or certain features, we collect:
Contact and support forms: name, email, phone, enquiry type, subject, message, consent flag, IP address and user-agent.
Platform feedback: your name, email, rating, category, message and the page from which you sent feedback.
Email logs: records of emails sent (such as verification emails, notifications and resets) and recipients.
Authentication and security logs: records of account-related events, including IP, user-agent and country.
AI usage logs: which AI feature you used (for example, job description helper, match score, salary guidance), model used, basic metrics (tokens, latency) and redacted request metadata.
5 How we obtain personal data
We collect personal data in several ways:
- Directly from you when you create an account, complete your profile, apply for jobs, publish job posts, upload files, contact us or give feedback.
- From third-party login providers (for example, Google OAuth) if you choose to use them to sign in.
- Automatically, from your browser or device through logs, security tools and cookies or similar technologies.
- From third-party services that provide email deliverability checks and IP intelligence, which help protect the platform from abuse and maintain quality.
6 Job aggregation and scraping
GreenHired aggregates some job listings from publicly available sources in the sustainability and green employment space.
For such aggregated jobs:
- We collect and store limited information such as job title, a short description that we may convert or normalize, company name and an external apply link.
- We do not fully scrape job descriptions from third-party sites, and candidates typically apply on the original website for those aggregated roles.
If you are a third-party site owner and want us to adjust or remove aggregated content relating to you, contact us at support@greenhired.com.
7 Purposes and legal bases (GDPR)
Where GDPR or similar laws apply, we rely on several legal bases to process personal data.
We use personal data to:
- Create and manage user accounts, authenticate logins, provide multi-factor authentication and manage sessions (performance of a contract).
- Build and maintain job seeker profiles, recruiter profiles and company pages, and enable job applications and recruiter–seeker matching (performance of a contract).
- Send transactional emails such as verification codes, login links, password resets and application-related notifications (performance of a contract).
- Prevent fraud and abuse, secure the platform, and manage lockouts or risk scoring (legitimate interests in ensuring security and abuse prevention).
- Provide AI-powered tools (for example, job description writer, match score, salary advice, seeker headline or cover letter helpers) either as part of the service or, when appropriate, with explicit user consent (combination of contract, legitimate interests and consent depending on the feature and region).
- Maintain audit, security and AI usage logs and comply with legal obligations where required (legitimate interests and legal obligations).
- Send marketing communications only where you have explicitly opted in (consent, which you may withdraw at any time).
- Respond to contact requests and feedback (consent and legitimate interests in operating and improving our services).
Where we rely on consent, you may withdraw it at any time by changing your settings where available or contacting us. This does not affect processing that has already taken place.
9 International transfers
GreenHired is operated from India and uses global infrastructure. This means your personal data may be processed in countries other than your own, including countries that may not provide the same level of data protection as your home jurisdiction.
For users in the EU/EEA/UK, where personal data is transferred to countries outside these regions, appropriate safeguards such as the use of standard contractual clauses (SCCs) or equivalent safeguards offered by our providers are used where applicable.
Certain AI features require sending redacted content (for example, job descriptions or profile summaries without direct identifiers like email, phone or full name) to AI infrastructure hosted outside the EU/EEA/UK. We do not intentionally include direct contact details in these prompts, but free-text content you choose to include may still contain personal data.
10 Retention of personal data
We retain personal data only for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law.
For example, subject to technical implementation:
- Sessions and short-lived tokens are kept for limited durations to manage logins and security.
- Logs related to security and abuse may be retained for a defined period (for example, up to 24 months) to investigate incidents and protect the platform.
- AI usage logs and email logs may be retained for defined operational periods (for example, up to 12 months) to monitor usage, performance and deliverability.
- Job application history may be retained while your account remains active and for a reasonable period afterward to support hiring records and legal obligations.
If you need more detail about specific retention periods for your data, you can contact us.
11 Account deletion and data retention
When you request deletion of your GreenHired account:
- Core profile fields such as your name, email and authentication credentials may be deleted or irreversibly pseudonymized (for example, replacing your email address with an internal placeholder).
- Active sessions are revoked and access tokens are invalidated.
- Some records are retained where necessary for legitimate business interests or legal purposes, including job applications, security and audit logs, and email or AI usage logs, which may still contain information captured at the time of the event.
- Files uploaded as part of your use of the platform may remain stored for a period, especially where they form part of an application history for a recruiter.
Where law or your local rights require stronger deletion or anonymization, we take reasonable steps to honor those obligations.
12 Your rights
Depending on your location, you may have rights regarding your personal data, such as:
- Access: to request a copy of the personal data we hold about you.
- Rectification: to request corrections to inaccurate or incomplete data.
- Deletion: to request that we delete your personal data in certain circumstances.
- Restriction: to request that we limit our processing of your data.
- Portability: to receive certain data in a structured, commonly used format and to have that data transmitted to another controller where technically feasible.
- Objection: to object to certain types of processing, including direct marketing or processing based on legitimate interests.
- Withdrawal of consent: where processing is based on consent, you may withdraw that consent at any time.
- To exercise these rights, contact us at privacy@greenhired.com. We may need to verify your identity before responding.
If you are in the EU/EEA/UK, you also have the right to lodge a complaint with your local data protection authority.
13 Security
We use a combination of technical and organizational measures designed to protect personal data from loss, misuse, unauthorized access or disclosure. These may include encryption of sensitive credentials, secure storage of files, access controls and logging of administrative actions.
No system is fully secure, and we encourage you to use strong, unique passwords and to enable multi-factor authentication where available.
14 Marketing communications
We only send marketing emails where you have explicitly opted in.
You can opt out of marketing at any time by using the unsubscribe link in the email or by updating your settings, where such settings are available. Transactional emails related to your account and use of the platform will still be sent as needed.
15 Third-party websites
Job listings or company profiles on GreenHired may link to third-party websites or systems (for example, to complete an application).
This Privacy Policy does not apply to those external sites, and we are not responsible for their privacy practices. You should review the privacy policies of those third parties before providing any personal data.
16 Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our services, law, or technical practices.
When we make material changes, we will take reasonable steps to notify you, such as by posting a prominent notice on the website or sending a notification, and we will indicate the date of the latest update at the top of the policy.
17 How to contact us
If you have questions, concerns, or requests about this Privacy Policy or your personal data, you can contact us at:
- Email: privacy@greenhired.com
- Postal: Vaan Corporation, Udumalpet, Tiruppur, Tamil Nadu, India 642201