Last updated: August 13, 2026
Aesop Partners, LLC (“Aesop Partners,” “we,” “us,” or “our”) operates HireBest, a hiring intelligence platform (“HireBest” or the “Platform”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use the Platform.
HireBest is a business tool used by employers and their hiring teams. Most people whose information is on the Platform — job candidates — do not have accounts and interact with us only indirectly, through the employer using HireBest. Section 8 explains how candidate information is handled and how candidates can exercise their rights.
If you have questions about this Policy, contact us at [email protected].
When you create an account, we collect your name, email address, and company name, and information about your role on your hiring team.
Employers and their authorized hiring team members upload or generate information about job candidates, including resumes, interview recordings, interview transcripts, assessment scores, notes, and AI-generated evaluation content. Candidates do not create accounts or access the Platform directly; their information is provided to us by the employer that is considering them.
Where an employer supplies a link to a candidate’s public professional profile (for example, a LinkedIn URL), the Platform retrieves that publicly available page and organizes its contents — such as work history, education, and skills — into the candidate’s record on the Platform. We use a third-party web search and content-retrieval service (Exa — see Section 4) to do this: we send it the web address to retrieve, and it returns the public content of that page. We do not send resumes, interview recordings, transcripts, notes, ratings, or assessment results to that service.
The Platform also retrieves publicly available information about companies — your own company website and profile, to build company context for your account, and, where a user chooses to run market research while creating a Cipher, public information about that kind of role at comparable employers. For that market research we send only the job title and company name as a search term.
We do not perform background checks, credit checks, criminal-record searches, or other public-record lookups about candidates, and we do not search for information about a candidate beyond the links the employer gives us.
HireBest records and transcribes interviews in two ways.
Remote interviews. Where an interview takes place on a video call and recording is enabled, we process audio and text from that call — primarily Microsoft Teams, and where applicable other providers — to produce a transcript stored on the Platform.
Interviews conducted in person. An interviewer can use the HireBest mobile app to record an interview held in person. The recording is made on the interviewer’s own device and uploaded to us when a connection is available, so an interview can be conducted somewhere with no signal. While it is on the device, the recording is encrypted, held where only the HireBest app can reach it, and excluded from device backups. It is deleted from the device once we confirm we have received and verified it in full. A recording that has not reached us is never deleted merely because time has passed: the app warns the interviewer from 30 days, and keeps the recording — flagged, on the device — until it can be uploaded. We would rather hold the only copy of an interview than silently destroy it.
Recording does not start without consent. The app will not begin recording until the interviewer confirms they have the candidate’s consent, and it presents a short script for the interviewer to read aloud as recording begins, so the candidate’s agreement is captured on the recording itself. We record that the confirmation was given, and when.
We keep the recording. The original audio is the record of the interview and is retained for as long as the account is active; transcripts, summaries, and evaluation content are produced from it. When an account is closed, recordings are deleted along with the rest of the associated information (Section 5).
We separate speakers; we do not identify voices. To produce a readable transcript we separate the speakers in a recording and determine which is the interviewer and which is the candidate. We do not create voiceprints or other biometric identifiers, and we do not identify anyone by their voice.
The Platform uses artificial intelligence to help generate Cipher content, clean up transcripts, determine who is speaking in a recording, offer the interviewer suggestions during an interview, summarize candidate information, and power the “Ask Henry” assistant. To do this, relevant content is sent to our AI provider (see Section 4). This content is used only to deliver these features to you. It is not used to train the AI provider’s models, and it is not used to train models for the benefit of other customers.
We automatically collect information about how you interact with the Platform, including pages visited, features used, device and browser information, and performance metrics.
Where you use the HireBest mobile app, this also includes the name your device reports (which may be personal, for example “Mike’s iPhone”), whether it is an iPhone or Android device, an identifier created when you pair the device with your account, and technical markers recorded during an interview — for example, when the microphone in use changed mid-recording. The app uses your camera only to scan the pairing code shown in your own HireBest account; no image is stored or transmitted.
How an interview was conducted. When an interview is run through HireBest, we record how it proceeded — for example, how long was spent on each question, and the balance of speaking between interviewer and candidate. Where you are an interviewer, this is information about your work, and it is available to your employer.
We use cookies and similar technologies necessary to operate the Platform — for example, to keep you signed in and to keep your session secure. On our public pages we also use Google Analytics to understand how visitors use them, and pages offering a product demo include a scheduling form provided by HubSpot. We do not use third-party advertising trackers, and we do not use personal information for advertising purposes. You can control cookies through your browser settings, though disabling necessary cookies may prevent parts of the Platform from working.
When you pay for certain items through the Platform — for example, ordering a Hogan assessment report — payment is processed by Stripe. We do not store full payment card numbers. Stripe collects and processes payment information in accordance with its own privacy policy.
We use personal information to:
We do not use Customer Data or Candidate Data to train third-party AI models. We may use aggregated, anonymized, or de-identified information to improve the Platform, develop new products and features, create benchmarks, perform analytics, conduct research, and generate educational content or industry insights, provided such information does not identify you, any customer, any candidate, or any individual. We do not sell personal information.
We share personal information with third-party service providers (“sub-processors”) only as necessary to operate the Platform. Our current providers are:
We keep this list current; it mirrors the vendor register we maintain internally. We require our service providers to protect personal information and to use it only to provide services to us. We do not sell personal information to third parties, and we do not share it for cross-context behavioral advertising.
Where your data is held. Customer Data and Candidate Data are stored and processed in the United States: our application and file storage run in the AWS US East (Ohio) region, our database is hosted in the East US region, and encrypted backups are kept in a second US region (Oregon).
We may also disclose information when required by law, to protect our rights or the safety of others, or in connection with a merger, acquisition, or sale of assets (in which case we will require the recipient to honor this Policy).
We retain personal information — including interview recordings and the transcripts produced from them — for as long as your account is active or as needed to provide the Platform. When an account is closed, we will delete or anonymize the associated personal information within 30 days, upon request, unless a longer retention period is required by law or reasonably necessary to resolve disputes or enforce our agreements. Backup copies may persist for a limited additional period before they are overwritten in the ordinary course.
Recordings held on an interviewer’s own device follow their own rule: they are deleted from the device once we confirm safe receipt, and a recording that has not reached us is kept on the device — flagged to the interviewer — rather than deleted (Section 2).
We implement industry-standard technical and organizational measures to protect personal information, including encryption in transit (TLS) and at rest, role-based access controls, tenant isolation between customer organizations, and regular security monitoring. Recordings held on a mobile device are encrypted, confined to storage only the HireBest app can reach, and excluded from device backups; a paired device can be revoked at any time from your account settings. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security. If personal data is transferred internationally, HireBest uses appropriate safeguards, including Standard Contractual Clauses where required.
Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, or to object to or restrict certain processing. To exercise these rights, contact us at [email protected]. We will respond as required by applicable law and may need to verify your identity before acting on a request.
If you are a California resident, you have the right to:
The categories of personal information we collect are described in Section 2. We do not sell your personal information, and we do not share it for cross-context behavioral advertising. To exercise your California rights, contact us at [email protected]. You may use an authorized agent to submit a request on your behalf.
If you are a job candidate, please also read Section 8 — in most cases the employer that submitted your information is the party that controls it, and we will work with that employer to honor your request.
Job candidates do not have HireBest accounts. Their information is placed on the Platform by an employer that is evaluating them. In privacy terms, the employer is the party that decides how that information is used (the “controller” or “business”), and HireBest processes it on the employer’s behalf (as the “processor” or “service provider”).
Because of this:
HireBest uses AI to summarize, organize, and help evaluate candidate information — for example, generating summaries, suggesting Cipher content, determining which speaker in a recording is the interviewer and which is the candidate, offering the interviewer suggestions during an interview, and answering questions through the “Ask Henry” assistant. AI on HireBest is assistive. It supports human reviewers; it does not make hiring decisions on its own, and hiring decisions remain with the employer’s people. For more detail, see our Responsible AI Statement.
HireBest is a workplace tool intended for use by adults. It is not directed to individuals under 18, and we do not knowingly collect personal information from children.
We may update this Privacy Policy from time to time. We will post the updated Policy on this page and update the “Last updated” date. If the changes are material, we will provide a more prominent notice. Your continued use of the Platform after an update takes effect constitutes acceptance of the updated Policy.
If you have questions about this Privacy Policy or our data practices, contact us at:
Aesop Partners, LLC
Email: [email protected]