Privacy Policy

Candidex.ai, Inc. ("Candidex," "we," "us," or "our"), a Delaware corporation, operates an AI-powered interview and candidate assessment platform. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our services.

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, password, and user type (candidate or HR manager)
• Profile Information: LinkedIn URL, GitHub URL, resume/CV, and professional background
• Organization Information: For HR managers, company name and organizational details
• Payment Information: Billing details processed through our payment providers

1.2 Information Collected During Interviews

• Audio Recordings: Full audio of your interview sessions
• Video Recordings: Video footage captured during interview sessions
• Transcripts: Written transcripts of interview conversations
• Identity Verification Data: Video and audio snippets captured during our verification process where you may be asked to speak a phrase or perform a gesture
• AI Analysis: Skill assessments, scores, and performance evaluations generated by our AI systems

1.3 Automatically Collected Information

• Device Information: Browser type, operating system, and device identifiers
• Usage Data: Pages visited, features used, and interaction patterns
• Log Data: IP address, access times, and referring URLs

2. How We Use Your Information

2.1 Primary Uses

• Conducting and facilitating AI-powered interviews
• Generating performance assessments and skill evaluations
• Providing interview recordings and transcripts to hiring organizations
• Enabling HR managers to review and evaluate candidates
• Processing payments and managing subscriptions
• Communicating with you about your account and our services

2.2 AI Training and Improvement

We may use your data to train and improve our AI systems, including:

• Interview transcripts and recordings to enhance our AI interviewer
• Identity verification snippets to improve our verification systems
• Performance data to refine our assessment algorithms

Opt-Out: You may opt out of having your identity verification data used for AI training purposes. See Section 7 for details on exercising this right.

2.3 Business Intelligence and Lead Generation

With your consent, your profile information and interview performance data may be made available to our business customers (hiring organizations) as part of our talent discovery services.

3. How We Share Your Information

3.1 With Hiring Organizations

When you apply for a position or participate in an interview arranged by a hiring organization, we share the following with that organization:

• Your profile information (name, email, LinkedIn, GitHub, resume)
• Interview recordings, transcripts, and AI-generated assessments
• Skill scores and performance evaluations

3.2 With Business Customers (Talent Discovery)

This may include:

• Name and contact information
• Professional profiles (LinkedIn, GitHub)
• Interview performance scores and AI assessments
• Skills and competency evaluations

3.3 With Service Providers

We share information with third-party service providers who assist in operating our platform:

• OpenAI: Interview transcripts and job information for AI analysis and scoring
• LiveKit: Audio/video streaming and recording infrastructure
• SendGrid: Email communications and notifications
• Payment Processors: Billing and subscription management
• Cloud Infrastructure: Data storage and hosting services

3.4 With AI Training Partners

We may share anonymized or de-identified data, including identity verification snippets, with third-party AI companies to train and improve artificial intelligence models. This data sharing is subject to your opt-out rights described in Section 7.

3.5 Legal and Safety Disclosures

We may disclose information when required by law, legal process, or to:

• Comply with applicable laws, regulations, or legal requests
• Protect the rights, property, or safety of Candidex, our users, or others
• Detect, prevent, or address fraud, security, or technical issues
• Enforce our Terms of Use

3.6 Business Transfers

In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred to the acquiring entity.

4. Data Retention

We retain your information for as long as necessary to:

• Account Data: Maintained while your account is active and for 3 years after deletion request
• Interview Recordings & Transcripts: Retained for 5 years or as required by hiring organizations
• AI Training Data: May be retained indefinitely in anonymized/aggregated form
• Legal Compliance: As required by applicable laws and regulations

5. Data Security

We implement industry-standard security measures including:

• Encryption of data in transit (HTTPS/TLS)
• Secure password hashing (bcrypt)
• HTTP-only secure cookies for authentication
• Access controls and authentication requirements
• Regular security assessments

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

6. Cookies and Tracking

We use minimal cookies essential for platform functionality:

• Authentication Cookies: Secure, HTTP-only cookies to maintain your login session (7-day expiry)

We do not currently use third-party analytics, advertising cookies, or tracking pixels.

7. Your Rights and Choices

7.1 Access and Portability

You may request a copy of the personal information we hold about you by contacting us at privacy@candidex.ai.

7.2 Correction

You may update your account information at any time through your profile settings or by contacting us.

7.3 Deletion

You may request deletion of your account and associated data. Please note:

• Some data may be retained as required by law or legitimate business purposes
• Data already shared with hiring organizations cannot be recalled
• Anonymized data used for AI training may not be deletable
• Deletion requests will be processed within 30 days

7.4 Opt-Out of AI Training

You may opt out of having your identity verification data used for AI training by:

• Selecting the opt-out option during the verification process
• Emailing privacy@candidex.ai with subject line "AI Training Opt-Out"

Note: Opting out of AI training does not affect the collection of verification data for identity confirmation purposes.

7.5 Opt-Out of Talent Discovery (Data Sales)

If you do not wish your information to be shared with third-party business customers, you may:

• Email privacy@candidex.ai to opt out of our talent network

7.6 California Residents

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, and shared
• Right to delete personal information
• Right to opt-out of the sale of personal information
• Right to non-discrimination for exercising your rights

To exercise these rights, contact us at privacy@candidex.ai or call [PHONE NUMBER].

8. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If you believe we have collected information from a child under 18, please contact us immediately at privacy@candidex.ai.

9. International Users

Our Services are operated in the United States. If you access our Services from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our Services after such changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: