Production-accurate list of sub-processors engaged by Appollo Lab for HireFlow where personal data is processed on behalf of agency customers.
Version 2026-09-06 · Effective date 2026-09-06 · Last reviewed 2026-09-06
How to read this register
Only production-confirmed providers are listed as active. Planned providers, code-only integrations, and unverified enablements are excluded. Geography and transfer notes are conservative; where a fact cannot be verified from HireFlow configuration or authoritative provider materials applicable to HireFlow’s arrangement, it is marked for verification rather than invented.
Material changes are notified by email to the Customer’s registered account or billing/admin contact as described in the
Data Processing Agreement.
Active sub-processors
OpenAI (OpenAI OpCo, LLC / OpenAI API)
Purpose: Optional AI-assisted structured CV field suggestions from truncated CV plaintext
Processing: Candidate CV-derived text and suggested structured fields for recruiter review
Location / region: United States and other locations used by the OpenAI API service arrangement
Transfer note: May involve transfers outside the EEA. Exact HireFlow↔OpenAI contractual transfer mechanism: EXTERNAL PROVIDER FACT REQUIRES VERIFICATION. See https://openai.com/policies/data-processing-addendum/ (provider DPA; not a claim that HireFlow has completed a specific executed arrangement).
Mailgun (email infrastructure; EU API endpoint in use)
Purpose: Inbound application / CV email webhooks and related inbound email handling
Processing: Email metadata, message content, and attachments for agency inbound intake
Location / region: EU Mailgun API evidenced (api.eu.mailgun.net); underlying provider regions may vary
Transfer note: Production inbound uses the EU Mailgun API host. Exact Mailgun contracting entity and residual transfer details: EXTERNAL PROVIDER FACT REQUIRES VERIFICATION.
Sentry (Functional Software, Inc. d/b/a Sentry)
Purpose: Application exception / error monitoring
Processing: Technical exception telemetry with privacy scrubbing; residual risk if PII appears in exception messages or locals
Location / region: HireFlow production Sentry project configured for EU data storage
Transfer note: EU project data storage region documented for hireflow-production. Provider entity / residual transfer details: EXTERNAL PROVIDER FACT REQUIRES VERIFICATION.
Zoho (SMTP via smtp.zoho.eu)
Purpose: Transactional and operational email delivery
Processing: Outbound email including candidate confirmation/receipt messages and Customer/ops notifications where configured
Location / region: smtp.zoho.eu (EU host evidenced in configuration tests)
Transfer note: EU SMTP host evidenced. Exact Zoho contracting entity and transfer mechanism: EXTERNAL PROVIDER FACT REQUIRES VERIFICATION.
Appollo Lab-operated production infrastructure
Purpose: Application hosting, PostgreSQL database, and media/file storage
Processing: Tenant database records, CV/media files, logs, and operational data
Location / region: Dedicated server infrastructure operated by Appollo Lab (underlying VPS vendor identity and datacentre country: EXTERNAL PROVIDER FACT REQUIRES VERIFICATION)
Transfer note: Primary processing occurs on Appollo Lab-operated infrastructure. Underlying hosting vendor legal identity/region not published until verified.
Not listed as active
Stripe: approved PSP; Test Mode adapter exists in repository; not production-live; not listed active.
Meta / WhatsApp: product code exists; HIREFLOW_WHATSAPP_ENABLED defaults off; live Meta inbound not production-verified; not listed active.
UptimeRobot: external uptime checks on public /health/; no candidate ATS content by design; not listed as a candidate-data subprocessor.
Google Tag Manager: optional and consent-gated; not production-enabled when container ID empty; not listed active.
SMS: agency-managed connection foundation exists with a CI fake backend only; no Product Owner-selected production SMS provider; not listed active.
Operator
Legal operator: Appollo Lab
Address: Hoornstraat 10, 5402 HP Uden, The Netherlands
KVK: 96983299
Privacy: privacy@hireflowjobs.com
This register is an internal self-reviewed V1 production publication. It is not external legal-counsel approval.