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Privacy Policy

Last updated: 5 October 2026

1. Who We Are and What This Policy Covers

VeloxaHR is an HR and hiring platform operated by Veloxa Technology Ltd ("Veloxa," "we," "our," or "us"), a company based in Accra, Ghana. This Privacy Policy explains what personal data we handle, why, who we share it with, and the choices you have.

It covers three groups of people: customers (the organisations and staff who use VeloxaHR), candidates who apply or interview for roles through VeloxaHR, and employees whose records a customer keeps in VeloxaHR. It also covers visitors to our website.

2. Our Role: Controller and Processor

For candidate and employee data, the customer organisation decides why and how the data is used and is the data controller. Veloxa processes that data on the customer's behalf as a data processor, only to provide the Service and in line with the customer's instructions and our Terms.

For customer account data, billing, website visitors and our own marketing, Veloxa is the data controller.

If you are a candidate or employee and want to access, correct or delete your data, please contact the organisation that holds it first. If you contact us, we will pass your request to that organisation and help it respond.

3. Information We Collect

3.1 Customer accounts

  • Account information: name, work email, phone number, job title, organisation name and role
  • Billing information: purchase history and invoices. Card and Mobile Money details are handled by our payment provider; we do not store full card details
  • Support and communications: messages you send us and your use of in-product assistants

3.2 Candidates

  • Application data: CVs, cover letters, contact details and answers to application questions
  • Interview data: video and audio recordings, transcripts and answers from AI video and live conversational interviews
  • Assessment data: screening scores, summaries and notes created by the hiring team or with AI assistance

3.3 Employees

  • Employment records: name, contact details, staff ID, job, branch, manager, start dates and employment documents
  • Time and leave: leave requests, balances and approvals
  • Performance and learning: goals, check-ins, appraisals and training records
  • Payroll (where enabled): salary and pay items, bank or Mobile Money details, tax and SSNIT identifiers, and payslips

3.4 Collected automatically

  • Usage and device data: pages and features used, IP address, browser and device type, and error reports
  • Cookies: needed to keep you signed in and secure, and, only with your consent, for website analytics (see section 9)

4. How We Use Information

  • To provide the Service: hiring workflows, employee records, leave, performance, learning, communication and payroll
  • To screen applications and run interviews when a customer turns those features on
  • To process payments and send service messages such as password resets, approvals and receipts
  • To keep the Service secure, prevent abuse and fix problems
  • To improve the Service using aggregated usage information
  • To send product and marketing emails to customer contacts, which you can unsubscribe from at any time
  • To meet legal obligations and enforce our Terms

5. AI Processing

VeloxaHR uses AI to help summarise CVs, run and transcribe interviews, draft documents and answer questions about a customer's own data. Before CV text is sent for AI screening, we remove the candidate's name, email address and phone number.

  • AI outputs are suggestions and evidence for people to review. They can be wrong. AI does not make hiring, pay, promotion, disciplinary or exit decisions; the customer's staff do.
  • AI processing is performed by the third-party providers listed in section 6.
  • We do not use Customer Data to train AI models. It is only used to provide the Service.

6. Who We Share Data With

We do not sell personal data. We share it only with service providers that help us run VeloxaHR, under contracts that limit their use of it, and only as needed for their part of the Service:

  • Hosting, database and storage: Supabase, DigitalOcean, Vercel
  • AI: OpenAI, Groq, Google (Gemini); voice services from ElevenLabs and Cartesia
  • Email and SMS: Resend, Arkesel
  • Payments: Paystack
  • Error monitoring: Sentry
  • Website analytics, with consent: Google Analytics, Microsoft Clarity

We may also disclose data when required by law or a court order, to protect people or the Service from harm, or as part of a merger or sale of our business, in which case this policy will continue to apply to your data.

7. Data Security

  • Data is encrypted in transit (HTTPS/TLS) and stored with providers that encrypt it at rest
  • Each customer organisation's data is kept separate, and access inside an organisation follows the roles its administrators assign
  • Sign-in is protected by rate limits, account lockout after repeated failed attempts, and secure session cookies
  • We review the platform's security and fix issues we find

No system is perfectly secure. If a breach affects personal data we hold, we will inform affected customers without undue delay so they can meet their own obligations.

8. Your Rights

Under Ghana's Data Protection Act, 2012 (Act 843), and other laws that may apply to you, you can ask to:

  • Access the personal data held about you
  • Correct inaccurate or incomplete data
  • Delete data, or restrict or object to its use, where the law allows
  • Receive your data in a portable format
  • Withdraw consent you have given, including for marketing

Customers can export records such as candidate data and reports, and delete records, from the dashboard. For any other request, email hello@veloxarecruit.com. Candidates and employees should see section 2. You may also complain to Ghana's Data Protection Commission.

9. Cookies

We use essential cookies to keep you signed in and to protect forms against cross-site attacks. Analytics cookies from Google Analytics and Microsoft Clarity are only set if you accept them in our cookie banner. You can change your browser settings to block cookies, but signing in will not work without the essential ones.

10. Data Retention

We keep customer data while the customer's account is active. After an account closes, the customer can export its data for thirty (30) days; we then delete or anonymise it, except where we must keep records such as invoices to meet legal or tax obligations. Customers decide how long to keep candidate and employee records while they use the Service.

11. International Transfers

Some of our service providers store or process data outside Ghana, for example in the European Union or the United States. Where we transfer data, we rely on providers' contractual data-protection commitments and take reasonable steps to keep it protected to the standard this policy describes.

12. Children

VeloxaHR is for organisations and adults. We do not knowingly collect data from children under 18. If you believe a child's data has been provided to us, please contact us and we will delete it.

13. Contact Us

Questions about this policy or your data:

Veloxa Technology Ltd, Accra, Ghana
Email: hello@veloxarecruit.com

14. Changes to This Policy

We may update this policy as VeloxaHR changes. We will post the new version here with a new "Last updated" date and, for material changes, notify customers by email or in the product.