Privacy Policy

We collect information needed to provide the KAI Recruitment OS service to recruitment agencies and their authorised users:

• Account and user information: name, email address, role, tenant/agency affiliation, authentication credentials, and audit logs of actions taken within the platform.
• Candidate information: CVs, resumes, contact details, qualifications, work history, skills, location, age/date-of-birth where provided, photographs where included in a CV, and any other information a candidate submits or that you import on their behalf.
• Email and mailbox information: when a tenant administrator connects a mailbox via Google OAuth, we access the connected email account's messages, message metadata, sender/recipient addresses, subject lines, and attachments solely to ingest CVs and recruitment-related correspondence into the tenant's workspace.
• Usage and technical information: browser type, IP address, device information, pages viewed, and error logs, collected through standard web technologies to operate and secure the service.

KAI uses Google OAuth 2.0 only when a tenant administrator explicitly chooses to connect a Gmail or Google Workspace mailbox for email intake. In that situation:

• We access the Google user's email address and basic profile information to identify the mailbox and display it in workspace settings.
• We access email messages and attachments only to the extent necessary to receive, parse, and route CVs and recruitment correspondence into the tenant's candidate database.
• We do not use Google user data for advertising, profiling, or any purpose outside of providing the email-intake feature.
• We do not sell, rent, or share Google user data with unaffiliated third parties.
• Access can be revoked at any time by disconnecting the mailbox in KAI settings or by removing KAI's access through the user's Google Account.
• Our use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

We use the information we collect to:

• Provide, operate, and maintain the KAI Recruitment OS platform.
• Parse CVs and recruitment emails, extract candidate intelligence, match candidates to client requirements, and generate submissions and batches.
• Enforce tenant isolation, role-based access controls, and audit trails.
• Communicate with account administrators about service changes or issues.
• Improve platform reliability, performance, and security.
• Comply with legal obligations and protect our rights.

We store data with a cloud infrastructure provider and protect it in transit using encryption. Access is restricted by role, tenant, and authentication checks. We maintain audit logs of key actions. No storage or security measure is guaranteed to be perfect, and we encourage customers to assess whether our controls meet their own compliance needs.

We do not sell candidate or user data. We may share information only in the following limited circumstances:

• With service providers: cloud hosting, authentication, and email/OAuth infrastructure providers that process data on our behalf under confidentiality and security obligations.
• With the customer/tenant: candidate data is visible to authorised users of the tenant that imported or received it.
• For legal reasons: when required by applicable law, regulation, legal process, or to protect our rights, users, or the public.
• With consent: where you or your organisation explicitly authorise disclosure.

Account and user data are retained while the tenant subscription is active. Candidate data is retained according to the tenant's instructions and applicable law. When an account is terminated, we delete or anonymise data within a reasonable period, except where retention is required by law. Tenant administrators may request deletion of specific candidate records through the workspace.

As a customer, you are responsible for obtaining any necessary consents and rights from candidates before importing their personal information into KAI, ensuring your use of the platform complies with applicable employment and data protection laws, and maintaining accurate account and user-role assignments.

KAI integrates with third-party services, including Google OAuth for mailbox connection and cloud infrastructure providers for hosting and authentication. Your use of those services is also subject to their respective terms and policies.

Data may be processed in the jurisdictions where our cloud infrastructure providers operate. By using KAI, you acknowledge that your data may be transferred to and processed in countries other than your own, subject to the safeguards described in this policy.

We may update this Privacy Policy from time to time. We will post the revised version on this page with a new last-updated date. Continued use of KAI after changes constitutes acceptance of the revised policy.

For privacy-related questions or requests, please contact us at: [privacy-contact@karigarai.com — configure before launch].