Privacy Policy

Recruitkar is an AI-powered recruitment automation platform operated by Khurana Technology Solutions, located at A-231, Ansal Township, Talawali Chanda, Indore, Madhya Pradesh, India.

For any privacy-related questions, contact us at: info@recruitkar.com

This Policy applies to two categories of individuals:

• Users (Customers): Recruiters, hiring managers, agency owners, and other authorized personnel who create accounts and use Recruitkar.
• Candidates (Data Subjects): Job seekers and professionals whose information is processed by Users through the Service (e.g., sourced from publicly available professional sources, screened via resume parsing, contacted via email automation, or interviewed via AI voice).

Different sections of this Policy apply to each group. Where Recruitkar processes Candidate data on behalf of Users, we generally act as a data processor, and the User acts as the data controller responsible for the lawful basis of that processing.

3.1 Information You Provide as a User

• Account Information: Name, email address, phone number, company name, job title, password.
• Billing Information: Payment method details (processed by our payment processors — we do not store full card numbers), billing address, GSTIN (if applicable), invoices.
• Communications: Support requests, feedback, messages sent to us.
• Profile Settings: Preferences, integrations you enable (email accounts, calendar, ATS, and other third-party services).
• Content You Upload: Job descriptions, candidate lists, email templates, interview questions, voice prompts, and other materials you submit to the Service.

3.2 Information About Candidates Processed Through the Service

When you use Recruitkar to source, screen, contact, or interview candidates, the following information may be collected, processed, or generated:

• Identifiers: Name, email address, phone number, location.
• Professional Information: Publicly available professional profile data, work history, education, skills, certifications.
• Resume Content: Information contained in resumes, CVs, or other documents uploaded or parsed.
• Communication Records: Emails sent and received, WhatsApp messages sent and received, response data, click/open tracking, reply content, and delivery and read receipts.
• AI Voice Interview Data: Audio recordings, transcripts, AI-generated assessments, scoring data.
• Enrichment Data: Contact details and professional information obtained from third-party data providers.

3.3 Information Collected Automatically

• Usage Data: Pages visited, features used, clicks, session duration, referral source.
• Device & Technical Data: IP address, browser type, operating system, device identifiers, language preferences.
• Cookies and Similar Technologies: See Section 10 (Cookies).

3.4 Information from Third Parties

We may receive information from:

• Integration providers (e.g., Google Calendar, Google Meet, Microsoft Outlook, Microsoft Teams, Zoom, and Meta Platforms via the WhatsApp Business Platform) when you authorize a connection.
• Integration partners (email providers, ATS systems, calendar systems, and other third-party platforms) when you authorize a connection.
• Data enrichment providers for candidate contact information.
• Payment processors for billing-related data.

We use information for the following purposes:

• Provide the Service: Operate sourcing, enrichment, resume screening, email automation, AI voice interviews, and related features.
• Account Management: Create and maintain accounts, authenticate users, process payments.
• AI Model Operation: Run AI models for resume screening, candidate scoring, interview question generation, and voice analysis. We do not use Customer Content to train, retrain, or improve foundational or generalized AI/ML models. Data obtained through Google APIs (such as Google Calendar or Google Meet) is never used to develop, train, or improve any AI or machine-learning model.
• Customer Support: Respond to inquiries, troubleshoot issues, communicate updates.
• Improvement and Analytics: Analyze usage patterns, monitor performance, develop new features. We use aggregated and anonymized data wherever possible. We do not use data obtained through Google APIs (Google Calendar or Google Meet) for analytics, product development, or any purpose other than providing the user-facing features you requested.
• Security and Fraud Prevention: Detect and prevent abuse, unauthorized access, and security incidents.
• Legal Compliance: Comply with applicable laws, respond to legal requests, enforce our Terms of Service.
• Marketing (with consent or as permitted by law): Send product updates, promotions, and newsletters. You can unsubscribe at any time. We never use data obtained through Google APIs for marketing or advertising.

If you are in the European Economic Area (EEA), United Kingdom, or other jurisdictions with similar laws, we process personal data under the following legal bases:

• Contract: To deliver the Service you signed up for.
• Legitimate Interests: To operate, secure, and improve the Service, where these interests are not overridden by your rights.
• Consent: Where required by law (e.g., certain marketing communications, sensitive data processing).
• Legal Obligation: To comply with applicable laws.

For Candidate data processed via the Service, our Users are typically the controllers and are responsible for establishing the appropriate legal basis (e.g., legitimate interest in recruitment, candidate consent).

We do not sell personal information. We share information only as described below:

• Service Providers: With third-party vendors who help us operate the Service, including:
  • Cloud hosting and infrastructure providers
  • Database and storage providers
  • Email delivery and communication infrastructure
  • AI and machine learning service providers
  • Payment processors
  • Analytics and monitoring tools
  • Customer support platforms
  • Data enrichment and verification providers
• Integrations You Authorize: When you connect third-party services (such as your email accounts, calendar, ATS, or other professional tools), data flows between Recruitkar and those services per your configuration.
• Legal and Safety: When required by law, court order, or to protect the rights, safety, or property of Recruitkar, our Users, or others.
• Business Transfers: In connection with a merger, acquisition, financing, or sale of assets, with appropriate confidentiality protections.
• With Your Consent: For any other purpose disclosed at the time of collection.
• Google API Data: Information obtained through Google APIs (Google Calendar and Google Meet) is not transferred to others except as necessary to provide the user-facing feature you requested, to comply with applicable law, or as part of a merger or acquisition with your explicit prior consent. We do not sell this data and do not transfer it to advertising networks, analytics providers, or data-enrichment providers.
• Meta Platforms (WhatsApp Business Platform): When a User sends WhatsApp messages through Recruitkar, the recipient’s phone number and the message content are transmitted to Meta Platforms, Inc. for delivery. See Section 19 for details.

We retain personal information for as long as necessary to provide the Service and fulfill the purposes described in this Policy. Specifically:

• Account Data: Retained while your account is active and for a reasonable period after closure.
• Customer Content (candidate data, emails, recordings): Retained per your account settings and applicable subscription plan. Users can delete data at any time through the platform.
• Backups: May persist in encrypted backups for up to 90 days after deletion.
• Legal/Compliance Records: Retained as required by law (e.g., tax records for 7 years).

Upon account termination, we will delete or anonymize your personal data within 90 days, unless retention is required by law.

We implement reasonable technical and organizational measures to protect personal information, including:

• Encryption in transit (TLS) and at rest where applicable
• Access controls and role-based permissions
• Regular security reviews
• Vendor due diligence
• Logging and monitoring

No system is 100% secure. If we become aware of a breach affecting your personal data, we will notify you and applicable regulators as required by law.

Recruitkar is headquartered in India, and we use service providers located in various countries (including the United States and the European Union). When we transfer personal data across borders, we rely on appropriate safeguards, such as Standard Contractual Clauses (SCCs) or other lawful transfer mechanisms.

We use cookies and similar technologies to:

• Keep you logged in
• Remember your preferences
• Analyze usage and performance
• Support marketing efforts (with consent where required)

You can manage cookies through your browser settings. Disabling cookies may impact certain features.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion ("Right to be Forgotten"): Request deletion of your data.
• Restriction: Request restriction of processing in certain cases.
• Portability: Request a copy of your data in a portable format.
• Objection: Object to processing based on legitimate interests or for direct marketing.
• Withdraw Consent: Withdraw consent at any time where processing is based on consent.
• Lodge a Complaint: File a complaint with your local data protection authority.

To exercise these rights, contact us at info@recruitkar.com. We will respond within timelines required by applicable law (typically 30 days).

Rights Under Indian DPDPA

Indian residents have rights under the Digital Personal Data Protection Act, 2023, including the right to access, correction, erasure, grievance redressal, and nomination. Our Grievance Officer can be reached at info@recruitkar.com.

Rights Under CCPA (California Residents)

California residents have additional rights, including the right to know, delete, correct, and opt out of the sale or sharing of personal information. We do not sell personal information.

If you are a Candidate whose data is being processed through Recruitkar by one of our Users (e.g., a recruiter contacted you using our platform), the User who initiated that contact is generally the data controller. You can:

1. 1Contact the User directly using the contact information they provided.
2. 2Use the unsubscribe link in any email sent to you to opt out of further communication.
3. 3Contact us at info@recruitkar.com, and we will assist or forward your request to the relevant User.

Recruitkar is not intended for individuals under the age of 18. We do not knowingly collect data from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for their privacy practices. Please review their policies separately.

We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the Service. The “Last Updated” date at the top reflects the most recent revision.

The Recruitkar.com Candidate Finderis a Chrome extension that lets recruiters import candidates from their active job-board tabs into their own Recruitkar.com hiring pipeline. This section explains the extension’s specific data practices. By installing and signing in to the extension, you agree to the practices described here, in addition to the rest of this Privacy Policy.

What the extension reads

When you click the extension’s toolbar icon and start an import, the extension reads the following from the job-board tab you are actively logged into:

• Names, headlines, and profile summaries of the candidates you have ticked on that tab.
• Skills, education, employment history, and project descriptions as published on each candidate’s profile.
• Contact details (email, phone number) whenthe job board returns them on your existing recruiter account — this is data you are already permitted to view manually on the platform.
• The applicant’s resume HTML, used solely to extract a LinkedIn profile URL via local text matching on your machine. The resume content itself is not transmitted to any external server.

The extension reads this data only from tabs you have explicitly opened and logged into. It does not browse, scrape, or read pages you have not opened yourself.

What the extension sends

Each candidate you choose to import is sent onceto Recruitkar.com’s own backend API, on behalf of your authenticated Recruitkar account. The payload contains the candidate data described above plus the destination job ID you selected in the extension.

The extension sends data only to:

• Recruitkar.com servers, where the imported candidate is stored in your own account.
• The job-board platform you are logged into, when reading data you are already authorised to view (no separate account or credentials are created).

The extension sends no data to advertising networks, analytics providers, or unrelated third parties.

Where extension data is stored

• Imported candidates are stored in your Recruitkar.com account against the job you selected. They are visible only to you and the team members you have granted access to within Recruitkar.
• Locally, the extension caches the latest import in your browser’s chrome.storage.localso the popup renders quickly. This local cache never leaves your machine and is cleared when you uninstall the extension or click “Clear” in the popup.
• Your Recruitkar authentication token is stored in chrome.storage.localto keep you signed in across browser sessions. Clicking “Sign out” removes the token immediately.

Permissions the extension requests

1. 1storage: To cache your authentication token and the list of imported candidates so the popup is fast. All storage stays in your browser.
2. 2activeTab: To read the current job-board tab when you click Import. The extension reads the tab only after explicit user action, never in the background.
3. 3tabs: To open Recruitkar.com pages (sign-up, help, “New job” creation) in a fresh tab when you click an in-extension link, and to reload the source tab after a successful import so your selection state is cleared.
4. 4Host access to the job-board domain: To read the candidate list you are viewing. The extension is inert outside this domain.
5. 5Host access to *.recruitkar.com: To send the imported candidates to your Recruitkar account via Recruitkar’s API.

Data retention and your rights (extension)

• Locally-cached data in your browser is held until you uninstall the extension, sign out, or use the “Clear” button in the popup.
• Candidate records imported into your Recruitkar account follow the retention terms described elsewhere in this Privacy Policy.
• You can delete imported candidates at any time from your Recruitkar dashboard.
• You can request access, correction, or deletion of any data Recruitkar holds about you by emailing info@recruitkar.com.

If you are a candidate (not a recruiter)

If a recruiter has used this extension to import your profile into their Recruitkar pipeline:

• The recruiter only imported data already visible to them on the job platform where you posted your profile.
• The recruiter is the data controller; Recruitkar acts as their processor.
• You can request information about the data held about you, or its deletion, by emailing info@recruitkar.com. We will route your request to the recruiter who imported your record.

When you connect your Google account to Recruitkar, we request only the access needed to provide the features you use:

• Google Calendar: To read your free/busy availability (so we don’t double-book interviews) and to create, update, and delete interview events on your primary calendar.
• Google Meet (video conferencing): To generate Google Meet links for interviews and to apply the meeting settings you choose.
• Gmail — sending only (gmail.send): To send the outreach emails you compose from your own Gmail address, so candidates hear from you rather than from a shared mailbox. We do not request or hold any permission to read, search, modify, or delete your mail.
• Account email: To display which Google account is connected.

How replies work without inbox access. Outreach we send on your behalf carries a Reply-Toheader pointing at a mailbox Recruitkar owns and monitors. When a candidate replies, their message is delivered to that mailbox — it is not retrieved from yours. That is how we stop a sequence once someone responds, without ever reading your Gmail.

We access, use, store, and share this data only to provide and improve these user-facing features. Specifically, we do not:

• Use it for advertising or marketing.
• Sell it, or transfer it to data brokers, advertising networks, analytics providers, or other third parties.
• Use it to develop, train, or improve generalized or non-personalized AI or machine-learning models, or transfer it to any third-party AI or machine-learning service. No data obtained from Google APIs is sent to our AI providers.
• Allow humans to read it, except with your explicit consent, for security purposes, to comply with applicable law, or where the data has been aggregated and anonymized.

Recruitkar’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect your Google account at any time from Integrations in your Recruitkar dashboard, or revoke access from your Google Account permissions page at myaccount.google.com/permissions. When you disconnect, we revoke the token with Google and delete the associated tokens we hold.

When you connect your Zoom account to Recruitkar, we request only the access needed to create and manage the interview meetings you schedule through Recruitkar, using your own Zoom account:

• View and manage your meetings (meeting:write): To create Zoom meetings for the interviews you schedule.
• Update your meetings (meeting:update): To apply the settings you choose (such as waiting room, join-before-host, or recording) to meetings we create.
• Delete your meetings (meeting:delete): To cancel a meeting we created when an interview is cancelled.
• View your user profile (user:read): To read your basic account information (name, email, and account ID) so we can show which Zoom account is connected.

We use this access solely to create and manage the interview meetings you initiate. We do not access your recordings, chat, contacts, or webinars, or any meeting we did not create. We do not sell Zoom data, use it for advertising, or use it to train or improve AI or machine-learning models.

You can disconnect Zoom at any time from Integrations in your Recruitkar dashboard, or remove the app from the Zoom App Marketplace. When you disconnect, we revoke the access token with Zoom and delete the stored connection. For a full walkthrough of adding, using, and removing the integration, see our Zoom Integration Guide.

Recruitkar is a Tech Provideron the WhatsApp Business Platform. We enable our Users (recruiters and employers) to contact candidates over WhatsApp using the User’s own WhatsApp Business account. Message delivery is performed by Meta Platforms, Inc.

19.1 Our Role

For WhatsApp messaging, the User is the data controller and Recruitkar acts as a data processoron the User’s instructions. We do not send WhatsApp messages on our own behalf, and we do not use a User’s WhatsApp connection to contact anyone for our own purposes.

19.2 Data Shared with Meta

To deliver a message, the following is transmitted to Meta:

• Recipient phone number: In E.164 format, as the destination of the message.
• Message content: The text of the message, any approved message-template identifier and its variable values, and any media attached (such as a job description, or a resume the candidate sends).
• Delivery metadata: Timestamps and message identifiers returned by Meta, which we store to show delivery, read, and reply status in your inbox.

Meta’s handling of this data is governed by the WhatsApp Business Data Transfer Addendum and the WhatsApp Business Messaging Policy.

19.3 Consent and Opt-In

Users may only message candidates who have provided a lawful basis for contact. By sending WhatsApp messages through Recruitkar, the User represents that the required opt-in or other lawful basis has been obtained for every recipient, and that each message relates to a genuine recruitment purpose. First contact is made using Meta-approved message templates, and free-form replies are sent only within the 24-hour customer service window opened by a candidate’s own reply.

19.4 How Candidates Opt Out

A candidate can stop all WhatsApp messages at any time by replying with STOP, UNSUBSCRIBE, CANCEL, or OPT OUT. Common Hindi equivalents are also recognised. We record the opt-out against the candidate’s phone number and suppress every future WhatsApp message to that number across all Users, sequences, and jobs on the platform. Opt-out takes effect immediately and requires no action by the recruiter. Candidates may also email info@recruitkar.com to request suppression or deletion of their data.

19.5 Automated Replies

Where a User enables it, an AI assistant may answer a candidate’s WhatsApp replies with information about the role. Candidates can reach a human recruiter at any time, and conversations are handed to the recruiter when the assistant cannot answer a question or when the candidate asks for a person.

19.6 Retention and Limits on Use

WhatsApp message content and metadata are retained as described in Section 7 (Data Retention), and are deleted when the User deletes the conversation or closes their account. We do not sell WhatsApp data, use it for advertising or ad targeting, share it with data brokers or enrichment providers, or use it to train or improve AI or machine-learning models.

For questions, concerns, or to exercise your rights, contact us at:

Email: info@recruitkar.com

Grievance Officer: Dhruv Khurana, info@recruitkar.com