Legal
Data Handling & Anonymity Policy
Last updated: March 1, 2026
1. Overview
This Data Handling & Anonymity Policy describes how HireSignal collects, processes, anonymizes, and stores candidate feedback data. Our approach is designed to maximize data utility while ensuring complete anonymity for report submitters.
2. Data Collection
HireSignal collects structured feedback through standardized questionnaires. Data collected includes: categorical responses to structured questions; scaled ratings (1-5) on specific experience dimensions; optional free-text fields for additional context (subject to moderation). We collect only what a signal needs and deliberately minimize information that could identify a submitter. We do not request: real names, email addresses, or contact information of anonymous submitters; connection metadata that could identify a submitter; precise dates, locations, or other potentially identifying metadata.
3. Anonymization Process
Our multi-layer anonymization process includes: (a) Metadata Stripping: all connection metadata (IP, user agent, timestamp precision) is removed at the point of submission; (b) Content Anonymization: moderators identify and remove or generalize any personally identifiable information within response text; (c) Temporal Generalization: specific dates are generalized to month/quarter to prevent correlation; (d) Geographic Generalization: specific office locations are generalized to metro area or region level.
4. Data Processing
Anonymized data is processed to generate: individual dimension scores for each report; aggregate SignalScore calculations per employer; trend analysis over time; industry and peer benchmarking comparisons. All processing uses anonymized data only. No individual report can be traced back to its submitter.
5. Minimum Aggregation Thresholds
To protect contributor anonymity, HireSignal requires at least 3 moderated and approved Signals before an approved company's aggregate results become publicly visible. There is no separate minimum threshold per dimension; available dimension results are calculated only from applicable moderated and approved Signals. Pending or rejected Signals do not contribute to public results.
6. Data Storage
All data is stored in encrypted databases hosted on cloud infrastructure in the United States. We build toward SOC 2-aligned security practices and will reflect any formal certification on this page when achieved. Anonymized report data and raw (pre-anonymization) data are stored in separate, isolated databases. Raw data is retained for a maximum of 30 days for moderation and quality assurance purposes, after which it is permanently deleted.
7. Access Controls
Access to data is strictly controlled: only the moderation team can access pre-anonymization data, and only during the 30-day moderation window; employer subscribers access only aggregate analytics through their dashboard; HireSignal engineering staff access anonymized data only, through audited and logged processes.
8. Data Deletion
Report submitters cannot request deletion of individual anonymized reports, as the anonymization process makes it impossible to associate specific reports with specific individuals. Employer subscribers may request deletion of their account data, which will be processed within 30 days.
9. Third-Party Data Sharing
HireSignal does not share raw or individually identifiable data with any third party. We may share anonymized, aggregate statistics for: academic research partnerships (with IRB approval); industry benchmark reports published on our Insights page; regulatory compliance when required by law.
10. Incident Response
In the event of a data security incident, HireSignal will notify affected parties and work promptly to contain and remediate the issue. Our anonymization architecture is designed so that no identity link connects a submission to an individual, which limits the scope of any potential exposure.
11. Contact
For questions about our data handling practices, contact our Data Protection Officer at dpo@hiresignal.com.