CareHire Privacy Policy

1. Introduction

Welcome to CareHire.

CareHire is a healthcare-focused recruitment and employment platform that connects healthcare professionals, job seekers, hospitals, clinics, diagnostic centres, laboratories, pharmacies, pharmaceutical companies, medical device companies, healthcare technology companies, educational institutions, recruitment agencies, and other organisations operating within the healthcare ecosystem.

CareHire is operated by Caresoft Systems Private Limited, having its registered office at 311, Mahesh Industrial Estate, Silver Park, Mira Road East.

In this Privacy Policy, “CareHire”, “we”, “us”, or “our” refers to CareHire and its operating entity. “User”, “you”, or “your” refers to any person or organisation accessing or using the CareHire website, mobile application, software, services, or related communication channels.

This Privacy Policy explains how we collect, use, store, process, disclose, and protect your personal data when you access or use CareHire.

By creating an account, submitting information, posting a job, applying for a job, uploading a resume, contacting another user, purchasing a service, or otherwise using CareHire, you acknowledge that you have read and understood this Privacy Policy.

Where consent is required, we will seek it through a clear affirmative action, such as selecting a checkbox, submitting a form, changing a profile setting, or choosing to use a particular feature.

2. Scope of This Privacy Policy

This Privacy Policy applies to:

• Candidates and job seekers;
• Healthcare professionals;
• Students, interns, trainees, and fresh graduates;
• Employers and healthcare organisations;
• Recruiters and recruitment agencies;
• Consultants and staffing partners;
• Training institutions and educational organisations;
• Visitors to the CareHire website or application;
• Individuals communicating with CareHire through email, telephone, WhatsApp, social media, forms, events, or other channels.

3. Personal Data We Collect

The information we collect depends on whether you use CareHire as a candidate, employer, recruiter, visitor, or business partner.

3.1 Candidate and Job-Seeker Information

The information we collect depends on whether you use CareHire as a candidate, employer, recruiter, visitor, or business partner.

We may collect:

• Full name;
• Email address;
• Mobile number;
• Password or authentication information;
• Date of birth or age;
• Gender, where voluntarily provided;
• Profile photograph;
• City, state, country, and address;
• Preferred job location;
• Resume, curriculum vitae, cover letter, and portfolio;
• Educational qualifications;
• Institution, university, or college details;
• Professional qualifications;
• Medical or healthcare specialisation;
• Employment history;
• Current employer and current designation;
• Total work experience;
• Skills, competencies, and languages;
• Certifications, licences, and professional registrations;
• Medical council, nursing council, pharmacy council, paramedical council, or other professional registration details;
• Expected salary and current salary, where voluntarily provided;
• Notice period and availability;
• Preferred job type, shift, department, role, and work location;
• LinkedIn profile, professional website, or portfolio link;
• References and referee contact information;
• Interview availability;
• Job application history;
• Shortlisting, interview, offer, and hiring status;
• Messages and communications exchanged through CareHire;
• Assessment, screening, or interview responses;
• Any other information voluntarily included in your profile, resume, application, or communication.

You should obtain permission before providing personal information relating to referees, former employers, colleagues, or any other individual.

3.2 Employer and Recruiter Information

• Organisation name;
• Organisation type and healthcare category;
• Registered address and operating locations;
• Company website;
• Company logo and description;
• Contact person’s name;
• Official email address;
• Telephone and mobile number;
• Designation and department;
• Employer or recruiter profile information;
• Company size and number of employees;
• Business registration and verification documents;
• GST, tax, or invoicing details;
• Healthcare establishment registration details;
• Recruitment agency licence or authorisation, where applicable;
• Job descriptions and vacancy details;
• Salary range, benefits, location, eligibility, and job requirements;
• Interview schedules and candidate evaluation information;
• Subscription, billing, and transaction records;
• Communications with candidates and CareHire;
• Information needed to verify the legitimacy of the organisation or job vacancy.

3.3 Job Application and Recruitment Activity

• Organisation name;
• Organisation type and healthcare category;
• Registered address and operating locations;
• Company website;
• Company logo and description;
• Contact person’s name;
• Official email address;
• Telephone and mobile number;
• Designation and department;
• Employer or recruiter profile information;
• Company size and number of employees;
• Business registration and verification documents;
• GST, tax, or invoicing details;
• Healthcare establishment registration details;
• Recruitment agency licence or authorisation, where applicable;
• Job descriptions and vacancy details;
• Salary range, benefits, location, eligibility, and job requirements;
• Interview schedules and candidate evaluation information;
• Subscription, billing, and transaction records;
• Communications with candidates and CareHire;
• Information needed to verify the legitimacy of the organisation or job vacancy.

3.4 Verification Information

To maintain trust and prevent fraud, we may request information for identity, professional, or business verification.

This may include:

• Professional registration certificates;
• Educational certificates;
• Employment certificates;
• Organisation registration documents;
• Official authorisation letters;
• Government-issued identification where reasonably necessary;
• Verification photographs or videos;
• Official email or telephone verification;
• Other documents required to verify a candidate, employer, recruiter, or job posting.

Users should not upload Aadhaar numbers, banking passwords, medical records, or unnecessary government identification unless CareHire specifically requests such information through an authorised and secure process.

3.5 Payment and Transaction Information

Where paid services are offered, we may collect:

• Billing name and address;
• GST and tax information;
• Invoice details;
• Subscription plan;
• Transaction amount;
• Payment status;
• Transaction reference number;
• Refund and cancellation information.

Payments may be processed through authorised third-party payment gateways. CareHire may not directly store complete card numbers, CVV details, UPI PINs, net-banking passwords, or similar financial authentication information.

3.6 Technical and Usage Information

When you access CareHire, we may automatically collect:

• Internet Protocol address;
• Browser type and version;
• Device type and operating system;
• Device identifiers;
• Approximate location derived from IP address;
• Login date, time, and duration;
• Pages and features accessed;
• Referring website or source;
• Clicks, searches, and navigation activity;
• Error logs and diagnostic information;
• Cookies and similar technologies;
• Security and fraud-prevention logs.

3.7 Communication Information

We may collect information when you:

• Contact customer support;
• Submit an enquiry or complaint;
• Communicate through email, telephone, WhatsApp, chatbot, or social media;
• Participate in a survey, webinar, campaign, event, or promotion;
• Provide feedback, testimonials, or reviews.

Telephone or video conversations may be recorded for quality, training, security, or dispute-resolution purposes after providing appropriate notice where required.

3.8 Information Received from Third Parties

We may receive information from:

• Employers and recruiters;
• Recruitment and staffing partners;
• Educational institutions;
• Professional associations;
• Referral partners;
• Social media or professional networking platforms;
• Identity and credential-verification providers;
• Payment processors;
• Analytics and advertising providers;
• Publicly available professional sources;
• Other users who refer or recommend you.

Where a third party provides your personal data, that party is responsible for having the necessary authority or consent to share it.

4. Healthcare and Sensitive Information

CareHire is a healthcare employment platform, but it is not intended to collect patient records, diagnostic reports, treatment information, prescriptions, or personal medical histories.

Certain employers may request job-related information such as:

• Fitness-to-work status;
• Vaccination status;
• Disability-related workplace accommodation;
• Occupational health clearance;
• Background verification;
• Drug testing or medical examination results.

Such information should only be collected where relevant to the role, permitted by law, and handled with appropriate confidentiality and security.

Candidates should avoid including unnecessary health information, patient data, confidential hospital information, or third-party medical records in their resumes or applications.

Healthcare professionals must not upload any patient-identifiable information or confidential clinical data to CareHire.

5. How We Use Personal Data

5.1 Provide CareHire Services

• Create and manage accounts;
• Create candidate, employer, and recruiter profiles;
• Enable job searches and job postings;
• Process job applications;
• Share candidate profiles with relevant employers;
• Enable employers to search for eligible candidates;
• Facilitate interviews and recruitment communications;
• Provide job recommendations and candidate recommendations;
• Manage subscriptions and payments;
• Provide customer support.

5.2 Improve Job Matching

We may use profile details, qualifications, experience, skills, location, salary expectations, preferences, and platform activity to recommend:

• Relevant jobs to candidates;
• Suitable candidates to employers;
• Similar job opportunities;
• Training or career-development opportunities;
• Healthcare recruitment services.

Recommendations may be generated through automated filters, matching tools, algorithms, or artificial-intelligence-assisted systems. Such recommendations are intended to support recruitment and do not guarantee selection, employment, interview, or hiring.

Final recruitment decisions are made independently by employers and recruiters.

5.3 Verify Users and Prevent Misuse

We may process information to:

• Verify candidate credentials;
• Verify employers and recruiters;
• Identify fake job postings;
• Prevent fraud, impersonation, spam, and misuse;
• Investigate complaints;
• Protect users and platform security;
• Enforce our Terms and Conditions;
• Maintain records of user consent and activity.

5.4 Communicate With Users

We may contact you regarding:

• Account creation and verification;
• Job applications;
• Employer or candidate messages;
• Interview invitations;
• Job alerts;
• Application updates;
• Subscription or payment information;
• Security alerts;
• Policy or service updates;
• Support enquiries;
• Recruitment events and opportunities.

Promotional messages and newsletters will be sent according to your communication preferences and applicable law. You may unsubscribe from promotional communication while continuing to receive essential account and service-related messages.

5.5 Analytics and Service Improvement

We may use information to:

• Understand platform usage;
• Improve user experience;
• Develop new services;
• Measure job-posting performance;
• Analyse recruitment trends;
• Improve search and recommendation tools;
• Detect technical problems;
• Conduct internal research and statistical analysis.

Where reasonably possible, aggregated or anonymised information will be used for analytics and reporting.

5.6 Legal and Regulatory Purposes

We may process or disclose information where necessary to:

• Comply with applicable law;
• Respond to lawful government or regulatory requests;
• Establish, exercise, or defend legal claims;
• Investigate suspected illegal activity;
• Protect the rights, safety, and property of CareHire or its users;
• Maintain tax, accounting, and business records;
• Respond to a court order or legal process.

6. Grounds for Processing Personal Data

Depending on the circumstances, we process personal data based on:

• Your consent;
• Your voluntary request to receive CareHire services;
• The actions necessary to create and manage your account;
• The actions necessary to process a job application or job posting;
• Compliance with legal obligations;
• Prevention of fraud, cyber incidents, and misuse;
• Establishment or defence of legal claims;
• Other uses authorised or permitted under applicable law.

Where processing is based on consent, you may withdraw your consent through your account settings or by contacting CareHire. Withdrawal will not affect processing already lawfully completed before the withdrawal.

Certain services may no longer be available where the relevant information is necessary to provide those services.

7. Candidate Profile Visibility

Depending on the features and privacy settings available on CareHire, candidate profiles may be:

• Visible only to the candidate;
• Visible only for jobs to which the candidate applies;
• Searchable by verified employers and recruiters;
• Partially visible, with contact details restricted;
• Temporarily hidden from employer searches;
• Deactivated or deleted upon request.

When you apply for a job, information from your profile, resume, application, and screening responses may be shared with the employer or recruiter responsible for that vacancy.

Where you make your profile searchable, verified employers or recruiters may view relevant professional information and may contact you regarding employment opportunities.

CareHire may limit access to candidate contact details, resumes, or profiles according to subscription plans, security controls, profile settings, and applicable consent.

8. Employer and Recruiter Access to Candidate Data

Employers and recruiters must use candidate information only for legitimate recruitment-related purposes.

They must not:

• Sell candidate information;
• Use candidate information for unrelated marketing;
• Share resumes with unauthorised parties;
• Contact candidates for fraudulent opportunities;
• Request payments from candidates in violation of applicable law or CareHire policies;
• Discriminate unlawfully;
• Retain candidate information longer than reasonably necessary;
• Misuse professional registration or identity documents.

After an employer or recruiter receives candidate information, it may independently determine how that information is used for recruitment. In such circumstances, the employer or recruiter may act as an independent data fiduciary or data controller and its own privacy policy may apply.

Candidates should review the employer’s privacy practices before submitting highly sensitive or additional information outside CareHire.

9. Sharing and Disclosure of Personal Data

We may share personal data with the following categories of recipients.

9.1 Employers and Recruiters

Candidate profiles, resumes, applications, and related information may be shared with employers or recruiters:

• When the candidate applies for a job;
• When the candidate makes a profile searchable;
• When the candidate responds to an employer;
• When sharing is otherwise authorised by the candidate.

9.2 Candidates

Employer identity, organisation details, job information, and recruiter contact information may be shared with candidates to facilitate recruitment.

9.3 Service Providers

We may use authorised service providers for:

• Cloud hosting and data storage;
• Email, SMS, telephone, and WhatsApp communication;
• Payment processing;
• Customer relationship management;
• Analytics;
• Cybersecurity;
• Identity and credential verification;
• Applicant tracking;
• Video interviews;
• Customer support;
• Marketing and campaign management;
• Document storage and processing.

These providers may process personal data only for agreed services and subject to contractual, confidentiality, and security obligations.

9.4 Group Companies and Business Partners

Information may be shared with our group companies, affiliates, authorised partners, or recruitment partners where required to provide or improve CareHire services.

9.5 Legal Authorities

We may disclose information to courts, law-enforcement agencies, government departments, regulators, or other authorised bodies where legally required.

9.6 Business Reorganisation

If CareHire or its operating entity is involved in a merger, acquisition, restructuring, financing, transfer, or sale of business or assets, personal data may be transferred as part of that transaction, subject to appropriate confidentiality and legal protections.

10. Sale and Commercial Access to Data

CareHire does not sell personal data as a standalone database or product.

Employers and recruiters may pay CareHire for recruitment services, job postings, subscriptions, candidate-search tools, communication tools, or access to profiles that candidates have made available in accordance with their account settings and consent.

Payment for platform access does not authorise employers or recruiters to use candidate information for purposes unrelated to recruitment.

11. Automated Matching and Artificial Intelligence

CareHire may use automated systems, algorithms, or artificial-intelligence-assisted tools to:

• Rank or recommend jobs;
• Recommend candidates;
• Extract structured information from resumes;
• Identify relevant skills and experience;
• Detect duplicate, suspicious, or fraudulent profiles;
• Assist with search, screening, and platform administration.

Automated results may not always be complete or accurate. Candidates and employers should independently verify all qualifications, credentials, job details, and recruitment decisions.

CareHire does not guarantee employment, candidate suitability, professional competence, background-verification results, or the accuracy of information provided by users.

Where required by applicable law, users may contact CareHire to seek clarification regarding automated processing that materially affects them.

12. Cookies and Similar Technologies

CareHire may use cookies, software development kits, pixels, local storage, and similar technologies to:

• Keep users logged in;
• Remember preferences;
• Maintain security;
• Measure platform usage;
• Improve performance;
• Detect fraud;
• Provide relevant content and job recommendations;
• Measure marketing effectiveness.

You may control cookies through your browser settings or any cookie-preference tool made available by CareHire. Disabling necessary cookies may affect the operation of certain platform features.

13. Data Retention

We retain personal data only for as long as reasonably necessary for:

• Providing CareHire services;
• Maintaining active accounts;
• Completing recruitment processes;
• Responding to enquiries and complaints;
• Preventing fraud and misuse;
• Maintaining security and processing logs;
• Complying with legal, tax, accounting, and regulatory obligations;
• Establishing or defending legal claims.

The retention period may vary according to the nature of the information and the purpose for which it was collected.

When personal data is no longer required, it may be securely deleted, anonymised, or restricted from further use, unless continued retention is required or authorised by law.

Deleting a CareHire account may not immediately remove information that:

• Has already been shared with an employer or recruiter;
• Must be retained for legal or security reasons;
• Forms part of transaction or audit records;
• Exists temporarily in secure backups;
• Has been anonymised and can no longer identify the user.

14. Data Security

CareHire uses reasonable technical and organisational safeguards designed to protect personal data.

These measures may include:

• Encryption during transmission or storage where appropriate;
• Access controls and authentication;
• Role-based access restrictions;
• Security logging and monitoring;
• Data backup and recovery procedures;
• Secure software-development practices;
• Employee and vendor confidentiality obligations;
• Vulnerability management;
• Incident-response procedures;
• Vendor security requirements.

However, no website, application, database, internet transmission, or storage system can be guaranteed to be completely secure.

Users are responsible for:

• Keeping passwords confidential;
• Using strong and unique passwords;
• Protecting registered email and mobile accounts;
• Logging out from shared devices;
• Informing CareHire of suspicious account activity;
• Avoiding the upload of unnecessary sensitive information.

15. Personal Data Breaches

If CareHire becomes aware of a personal data breach, we will assess the nature and possible impact of the incident and take reasonable steps to contain, investigate, and remediate it.

We will notify affected users and the relevant authorities where such notification is required under applicable law.

Notifications may include information regarding:

• The nature of the breach;
• Information potentially affected;
• Possible consequences;
• Measures taken by CareHire;
• Steps users may take to protect themselves;
• Contact details for further assistance.

16. Your Rights

Subject to applicable law and verification of your identity, you may have the right to:

• Obtain information about personal data being processed;
• Access a summary of your personal data;
• Correct inaccurate or misleading information;
• Complete incomplete information;
• Update outdated information;
• Request deletion or erasure;
• Withdraw consent;
• Change communication preferences;
• Request grievance redressal;
• Nominate another individual to exercise certain rights in the event of death or incapacity;
• Make a complaint before the competent data-protection authority.

Requests may be submitted through:

• Account settings;
• The “Contact Us” or privacy-request form;
• Email to [email protected].

CareHire may request reasonable information to verify your identity before processing a request.

A request may be refused or limited where retention or processing is required by law, necessary for a pending recruitment transaction, needed for security or fraud prevention, or required for establishing or defending legal claims.

17. Account Deactivation and Deletion

You may deactivate or request deletion of your CareHire account through the available account settings or by contacting us.

Before deletion, you may be required to:

• Verify your identity;
• Resolve outstanding payments;
• Download information you wish to retain;
• Withdraw active applications where applicable.

Deleting your CareHire account does not automatically require employers or recruiters who previously received your information to delete their independent records. You may need to contact those organisations directly.

18. International Data Transfers

CareHire, its group companies, cloud providers, communication providers, analytics providers, or other service providers may process or store personal data in India or other countries.

Where information is transferred outside India, CareHire will take reasonable steps to ensure that the transfer is made in accordance with applicable law and subject to appropriate contractual, security, and confidentiality safeguards.

19. Marketing Communication

With your consent or where otherwise permitted by law, CareHire may send:

• Job alerts;
• Recruitment updates;
• Career-related information;
• Training and event notifications;
• Employer branding communication;
• Product and subscription offers;
• Newsletters and promotional messages.

You may unsubscribe using the option provided in the communication or by updating your account preferences.

Unsubscribing from promotional communication will not prevent CareHire from sending essential messages regarding your account, applications, transactions, security, or legal notices.

20. Third-Party Websites and Services

CareHire may contain links to employer websites, hospital career pages, payment gateways, social media platforms, video-interview systems, assessment tools, or other third-party services.

CareHire does not control the privacy practices, security, accuracy, or content of those third parties.

Users should review the privacy policy and terms of each third-party service before providing information.

21. Children's Privacy

CareHire is intended for individuals who are at least 18 years of age.

We do not knowingly permit children below 18 years to independently create accounts or submit personal data.

If we learn that personal data belonging to a child has been collected without appropriate authorisation, we may delete or restrict the account and related information.

Parents or lawful guardians who believe a child has provided personal data may contact us at [email protected].

22. User Responsibilities

Users must ensure that information provided to CareHire is accurate, current, lawful, and not misleading.

Users must not upload or disclose:

• Patient-identifiable information;
• Confidential medical records;
• Trade secrets belonging to an employer;
• Information obtained unlawfully;
• Another person’s identity documents without authority;
• False qualifications or registrations;
• Discriminatory or unlawful job requirements;
• Financial passwords or authentication credentials;
• Malicious files or software.

CareHire may suspend or remove accounts, profiles, job postings, or content that violates law, this Privacy Policy, or the CareHire Terms and Conditions.

23. Changes to This Privacy Policy

CareHire may update this Privacy Policy to reflect:

• Changes in law;
• New platform features;
• Changes in business operations;
• New security or privacy practices;
• Regulatory requirements.

The revised Privacy Policy will be published with an updated “Last Updated” date.

Where a material change affects the purpose for which personal data is processed or requires fresh consent, CareHire will provide appropriate notice and obtain consent where required.

24. Grievance Redressal and Contact Information

For questions, complaints, correction requests, consent withdrawal, account deletion, or other privacy-related matters, please contact:

Privacy and Grievance Officer

• Name: Rajeev Pillai
• Designation: Grievance Officer
• Legal Entity: Caresoft Systems Private Limited
• Address: 311, Mahesh Industrial Estate, Silver Park, Mira Road East
• Email: [email protected]
• Website: https://carehire.caresoft.co.in

Please write “Privacy Request – CareHire” in the subject line of your email.

We will acknowledge and process privacy complaints and requests within the period prescribed under applicable law.

If you are not satisfied with our response, you may approach the competent data-protection or regulatory authority in accordance with applicable law.

25. Governing Framework

This Privacy Policy will be governed by the applicable laws of India, including data-protection, information-technology, consumer-protection, employment, and cybersecurity laws, as amended from time to time.

Any dispute relating to this Privacy Policy will be subject to the jurisdiction specified in the CareHire Terms and Conditions, without limiting any statutory rights available to users.