Data Export Register

• Ordinary export (the Subscription continues). Self-service downloads and an assisted JSON package can be requested while you remain a customer. They do not terminate the Subscription, stop renewal, or apply the switching settlement in Annex A.8. The switching-specific fee calculation is not used for ordinary cancellation or non-renewal.
• Switching or erasure that ends the Subscription. This process applies only to the extent Annex A applies (Chapter VI of the Data Act, including its territorial scope). Other Annex A terms do not create a discretionary early-exit right where that law does not apply. Any Account administrator may request switching to another provider or your own infrastructure, or erasure without switching, by e-mail. We acknowledge the request and verify authority; those checks must not be used to delay a valid request. The operational start is the date you specify, which may be immediate. We do not require advance notice. You may ask for a later start for your own purposes. Any notice period we could require would not exceed two months; we do not use that ceiling as extra delay.
• Transition (up to 30 calendar days). From the operational start we complete our switching obligations without undue delay and within 30 calendar days. The Service remains available. We provide the assisted export package described below — and, if the Account remains in use, a further package covering records created or changed after the first cut-off — answer reasonable questions from you or your destination provider, and disclose known continuity risks. If a 30-day transition is technically unfeasible we notify you within 14 working days of the switching request, with a substantiated explanation and an alternative period of at most seven months; you may extend the transition once.
• End of the Subscription. On a successful switch, the affected Subscription ends and we notify you. For erasure without switching, it ends at expiry of the applicable notice period, which is immediate if you validly request immediate termination and no later date was specified. Retrieval-only access and the later deletion steps do not extend the paid Subscription or create a renewal.
• Retrieval (at least 30 calendar days). After transition you can sign in to download data and receive secure links for the assisted export package. No Subscription Fee is charged for retrieval-only access.
• Erasure. After the retrieval period we delete your data from active systems normally within 30 days and at the latest within 60 days, and backup copies are overwritten within a further 90 days, as set out in the Terms of Service and the Data Processing Agreement; we confirm completion on request. An erasure-only request is carried out without an unwanted retrieval step.
• Charges. No switching or data-egress charges apply. Standard Fees are payable for the Service until the affected Subscription ends. An early termination amount applies only to a termination under Annex A, only where a formula was separately shown to and accepted by you before the relevant annual period began (Terms of Service, Annex A.8), and not to ordinary cancellation, non-renewal or a termination under section 7.6 of the Terms of Service. Where that accepted formula applies to an annual self-service Subscription, the amount retained is the contracted Fee for the period used plus the lesser of (i) the annual discount attributable to that same period and (ii) the Fees for the remainder of the committed period. The contracted Fee is the annual Fee paid, allocated pro rata by day from the start of the terminated annual period to the termination date. The discount for that period is the difference between the monthly list price of the plan in force at the start of that annual period, applied to the same days, and that contracted Fee. A partly used month counts only for the days used. The lesser-of limit applies only to the discount recovered, not to the contracted Fee. After that addition, the amount retained never exceeds the annual Fee already paid; the formula never creates an additional payment; and prepaid amounts are not charged twice. The remainder of the annual Fee paid is refunded under section 7.7. Example: monthly list price 100, annual fee paid 960, switch after exactly 3 months — contracted fee for the period used 240, annual discount for that period 60 (3 × 100 − 240), remaining commitment 720, discount recovered 60, amount retained 300, refund 660. After 11 months: contracted fee 880, discount 220, remaining commitment 80, discount recovered 80, amount retained 960, refund 0, nothing further payable.

The table lists every category of exportable customer data and customer-generated digital assets, the structure in which it is supplied and the method. "Self-service" means a download that already exists in the Service or billing portal; some of those downloads are Subscription features for day-to-day use. "Assisted" means the tenant export package we prepare on request (manifest.json, one JSON file per record type, and files.json). Lack of a self-service button does not exclude exportable data from the assisted package. The assisted formats below are those of that package, checked against a representative Account in which candidates, applications, evaluations, permission records, files and video answers could be joined by preserved identifiers.

• CSV: used for existing self-service report and audit downloads (RFC 4180, UTF-8 with header row, comma separator, fields quoted where needed, one record per line). The assisted tenant package is not a second CSV copy of every JSON file.
• JSON: UTF-8, RFC 8259; one array of objects per record type; numeric identifiers; related records referenced by <field>_id; dates and times in ISO 8601 (UTC). Soft-deleted records (deletedAt set) are omitted. Credentials and identity numbers are redacted and listed in the manifest.
• XLSX: Office Open XML (ISO/IEC 29500) for existing tabular self-service exports. PDF: ISO 32000 for existing document downloads. Documents: the MIME type in which they were stored. Video: WebM or MP4 in the encoding used when the file was recorded or uploaded.
• Manifest: every assisted export package contains manifest.json listing record types, record counts, conventions, redacted fields, skipped tables, the generating Account, the generation time, and a pointer to files.json.
• Delivery. Self-service exports are downloaded in the Service. The assisted package — JSON files, manifest.json and files.json — is delivered as time-limited encrypted download links (HTTPS). Those files are the export format and the delivery method. They are not themselves the open interface required for switching.
• Open interfaces for switching. For a switch we make open interfaces available, without a separate interface-access Fee and without requiring a particular Subscription feature, to you and to an authorised destination provider, together with the documentation needed to use them. That does not open ordinary product APIs, which remain subject to their own entitlements. How to use them: an Account administrator requests the switch at legal@hireall.com (copy support@hireall.com), names any authorised destination provider, and does not need a second request to start an already notified switch. We then issue retrieval access to you and, where authorised, to that destination provider. The package README.txt describes the file layout, how <field>_id joins records, and how listed media are retrieved (HTTPS URL in files.json where issued; otherwise the objects identified by that list). Delivering the JSON files does not by itself exhaust the open-interface duty; the interfaces and their documentation remain available for the switch so that the destination can ingest the exportable data.

• Permanently deleted data cannot be restored. A valid deletion or erasure instruction is not reversed in order to fulfil an export. Records already marked deleted in the Service, and video recordings whose retention period has expired, are omitted and are not recreated.
• Records held by third-party services you connected (for example calendar events, meeting recordings, assessment reports held by the assessment provider) are exported from those services under their terms; we export the identifiers and status data we hold.
• Internal material is excluded: Hireall software, model weights, provider system prompts, search indexes, infrastructure configuration and other customers' data. Where a record mixes customer data with internal material, we supply the customer-specific portion and explain material exclusions.
• Derived reports that are not stored are not generated for export; their underlying exportable data is included.
• Each assisted package is a point-in-time export. If the Account remains in use during a switch, we generate a further assisted package of the then-current exportable data — covering records created or changed after the first package — before we treat the switch as complete. Completing the switch is not left to you noticing a gap and asking again.

The production Service, its databases, file storage, backups and search index are hosted by Amazon Web Services in the Frankfurt region (eu-central-1), Germany, within the European Union. Hireall Technology Ltd, the service provider, is established in England and Wales. Our affiliate Youthall (STJ İnsan Kaynakları Bilişim ve Danışmanlık A.Ş.) receives and exchanges applications from Türkiye where an employer enables the Youthall channel or a candidate applies with a Youthall profile. AI model providers process requests in the United States or the European Union and payments are processed by Stripe (Ireland / United States). The current list of sub-processors, with purpose and location, is published at hireall.com/legal/sub-processors.

This section concerns non-personal data held in the Union. Personal data is addressed in the Privacy Policy, the Data Processing Agreement and the sub-processor list; processing and access also take place outside the Union as described in the previous section. Hireall takes the following measures to prevent international and third-country governmental access to, or transfer of, non-personal data held in the Union where such access or transfer would conflict with Union or Member State law:

• Non-personal data held in the Union for the production Service is hosted in the EU as described above. Access by Hireall personnel is role-based, individually accountable and logged.
• Data is encrypted in transit (TLS 1.2 or higher) and at rest; sub-processors are bound by written contracts, transfer safeguards and confidentiality obligations.
• We do not voluntarily disclose such data to any public authority. A third-country court judgment or administrative decision requiring transfer of, or access to, non-personal data held in the Union is recognised or enforceable only if it is based on an international agreement, such as a mutual legal assistance treaty, in force between the requesting third country and the Union or a Member State (Data Act, Article 32). Enforceability in the United Kingdom is not a substitute for those Union conditions.
• In the absence of such an agreement, we give access or transfer that data only where the alternative conditions in Article 32 are met, including that the request is reasoned and specific, that a reasoned objection can be reviewed by a competent court in the third country, and that compliance would not put us in conflict with Union law or the law of the relevant Member State.
• We review every request for legal validity, scope and jurisdiction, seek legal advice, and challenge requests that appear to conflict with Union or Member State law or to exceed the requesting authority's powers; where a request would require disclosure that is prohibited by Union law, we refuse to the extent permitted.
• We notify the affected customer before disclosure where the law permits, and otherwise as soon as it becomes lawful, and we record every request and its outcome.
• Where disclosure cannot be avoided, we provide only the minimum data necessary based on a reasonable interpretation of the request.

We update this register whenever a feature adds or removes an exportable category, a format changes, our infrastructure location changes or the law requires; the "Last updated" date above shows the latest revision. A new feature that generates exportable data is reflected here before it is offered. Questions: privacy@hireall.com