Purpose and Scope

At Evolve AI Labs, your privacy is our priority. This policy explains how we collect, use, share, and protect your personal data. It applies to anyone interacting with our services or applications including clients, customers and platform users.

Types of Personal Data Collected

We collect personal data to provide and improve our services and applications. This includes:

Data You Provide

• Candidate information: CVs, resumes, job descriptions, and interview transcripts uploaded by customers.

• Contact details: Names, email addresses, and phone numbers provided during account creation or support requests.

Data Collected Automatically

• Usage data: IP addresses, browser types, and activity logs to enhance platform performance and security.

Data from Third Parties

• Enriched candidate data: Obtained from trusted third-party APIs like Exa, CrustData, and PeopleDataLabs.

Children's Data

Our services are not for individuals under 18. If we learn we’ve collected such data, we will delete it promptly.

How We Use Your Data

We use personal data to deliver services, comply with legal obligations, and communicate effectively.

Service Delivery

• Generating AI-driven job descriptions, candidate summaries, and interview questions.

• Supporting recruitment workflows and integrations with applicant tracking systems (ATS).

Communication and Support

• Responding to inquiries and support requests.

• Sending updates about our services.

Legal Compliance

• Ensuring compliance with GDPR and other regulations.

Marketing (with Consent)

• Sending promotional materials or updates about new features, only if you’ve explicitly agreed.

Legal Basis for Processing

We process your data based on:

• Consent: When you explicitly allow it.

• Contractual necessity: To fulfill agreements with customers.

• Legitimate interests: To improve services and ensure security.

How We Notify You About Data Collection

We are transparent about how and why we collect data.

Informing You

• Our Terms & Conditions and Privacy Policy explain our data practices.

• Integration notifications show data access levels when connecting third-party systems.

Timing and Format

• Notices are provided when data is collected or integrations are set up.

• Explicit consent is required before processing your data.

Sharing and Protecting Your Data

We share data only when necessary and ensure safeguards are in place.

Internal Use

• Data is accessed only by authorized employees or contractors to deliver services.

Third-Party Service Providers

• We work with trusted vendors like Azure, OpenAI, and Anthropic. These vendors follow strict data protection standards.

Cross-Border Transfers

• Data may be transferred to regions where we operate (e.g., EMEA, ANZ).

• Safeguards like encryption and GDPR compliance protect your data during transfers.

Data Retention and Accuracy

We retain personal data only as long as necessary or as required by law. Retention periods may vary based on the nature of the data, our legitimate business purposes, and technical requirements.

Retention Periods

• Candidate and job-related data: Retained per regulatory requirements or customer instructions.

• Account data: Retained until you request account deletion.

Keeping Data Updated

• You can update your data via your account or by contacting support.

• Third-party integrations provide updated data when available.

Your Rights and How to Exercise Them

We respect your rights regarding your personal data.

Your Rights

• Access: Request access to your data.

• Correction: Request corrections to inaccurate data.

• Deletion: Request deletion of your data.

• Portability: Request transfer of your data where applicable.

How to Exercise Your Rights

Submit a request via our support page, and we’ll respond promptly.

Complaints and Escalations

We take privacy concerns seriously and aim to resolve them quickly.

Internal Complaints

If you have a complaint, contact us via our support page. We will investigate and address your concerns. If you have any queries, or if you seek access to your personal information, or if you have a complaint about our privacy practices, you can contact us through: admin@evolveailabs.com. You can also submit a request including internal complaints via support ticket pages in our applications, and we will respond promptly.

External Regulators

If you’re not satisfied with our response, you can contact your local data protection authority.

Policy Updates

We may update this policy to reflect changes in our practices or legal requirements.

Notification of Changes

• Significant updates will be shared via email with registered users.

• The latest version will always be available on our website.

If you have any questions about this policy, please contact us at admin@evolveailabs.com.