Privacy Policy

Effective Date: 15th July 2025

This Privacy Policy explains how we collect, use, disclose, and protect personal data processed through our AI-powered Applicant Tracking System ("ATS"), built to serve recruitment agencies, HR departments, and manpower companies.

1. Information We Collect

We collect the following categories of data:

Resume & CV Data: Name, contact info, work experience, education, skills, certifications, and other data extracted via AI.
Photograph Uploads: CVs captured using the PWA application by receptionists or HR staff.
WhatsApp Chatbot Interactions: Details provided during automated conversations including shared resumes and job preferences.
Admin Inputs: Job vacancies, required qualifications, and other metadata added by HR or recruiters.
User Activity: Search queries, natural language inputs, and job applications made through the system.

2. How We Use the Information

To automatically parse and structure candidate information using AI.
To generate keyword tags to improve candidate-job matching accuracy.
To calculate relevance scores for job vacancies based on extracted data.
To suggest top candidates to recruiters for each job listing.
To enable recruiters to edit AI predictions and corrections manually.
To power WhatsApp-based vacancy listings and candidate application flows.

3. Legal Basis for Processing

We process data under legitimate interest of employment facilitation, consent (for chatbot or PWA usage), and contractual necessity when hiring services are offered.

4. Data Retention

Data is retained as long as necessary for recruitment and compliance purposes. Users may request deletion anytime by contacting our support team.

5. Data Sharing & Access Control

No data is sold or monetized.
Data is shared only with authorized recruiters and HR personnel for hiring.
We implement access control and audit logging to ensure proper data usage.

6. Security Measures

Our system uses role-based access control, encryption in transit and at rest, secured cloud storage, and activity monitoring to ensure protection of your data.

7. Candidate Rights

Request access or correction of stored personal data.
Withdraw consent for automated processing.
Request deletion of your profile and associated data.
Opt-out from job match scoring or chatbot-based interactions.

8. Third-party Integrations

We use third-party platforms (like WhatsApp APIs) to facilitate candidate interaction. These platforms have their own privacy policies and encryption standards which are enforced independently.

9. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in technology or legal requirements. Updated versions will be published on this page with a revised "Effective Date".

10. Contact Us

For any concerns, questions, or privacy requests, please email us at info@intellixhr.com.