Who we are and what this covers
Kaaylabs Private Limited, Tamil Nadu, India (“we”, “us” or “our”) operates SensiHire. This policy describes information handled through our website, customer accounts, recruitment platform, applications, interviews, demonstrations and contact forms.
For our account administration, website enquiries and service security, we determine how information is used. For candidate information submitted by a hiring organisation, we generally process information on that organisation’s instructions. The hiring organisation determines its recruitment purposes, access and decisions, and should provide its own privacy notice. Our precise responsibilities depend on the activity, agreement and applicable law.
Registered office: 3-675, Valmiki Nagar, Kaveri Nagar, Lakshman Perumal Nagar, Chennai, Tamil Nadu 600041, India. Privacy contact: hello.world@sensihire.ai.
Information we handle
- Account and business details: name, email, organisation, role, authentication information, verification records and account settings.
- Enquiries and demos: contact details, company, job title, hiring volume, messages, consent acknowledgements and demo activity.
- Recruitment records: resumes, contact details, education, work history, skills, job applications, job descriptions, recruiter notes, panel feedback, scheduling details, decisions and offers.
- AI and interview records: submitted documents, interview answers, audio and recordings where enabled, transcripts, summaries, scores, assessments and session information.
- Technical and security records: IP address, browser and device information, requests, timestamps, error reports, access logs, cookies and records of significant account actions.
Information may come from you, a recruiter or administrator, an authorised intake source or an integration connected by the hiring organisation. Recruiter-supplied information may reach us before you interact directly with SensiHire. Please do not submit unnecessary sensitive information, government identifiers or information about other people without authority.
How and why information is used
We use information to verify and administer accounts; provide recruitment workflows; process applications and resumes; generate AI-assisted content and evaluations; conduct interviews; deliver requested messages; support scheduling; respond to enquiries; and investigate errors, misuse and security incidents.
The hiring organisation controls its recruitment instructions and enabled automation. We also use operational information to maintain reliability, enforce service limits and meet legal obligations. Contact-form follow-up uses the preferences collected with the request; creating an account does not itself subscribe you to unrelated marketing.
Depending on the activity and applicable law, processing may rely on consent, provision of a requested service, an applicable permitted use or a legal obligation. Acknowledging this policy is not blanket consent to every possible use. Where consent is required, it must be obtained for the relevant purpose.
AI screening and interviews
When AI features are used, relevant resume text, job details, candidate information, interview questions and answers or transcripts are sent to the providers supporting that feature. Outputs can include extracted information, matching scores, rankings, summaries and interview assessments. Outputs may be inaccurate or biased and require appropriate human review.
Voice interviews process microphone audio through interview, transcription and voice providers. Recordings and transcripts may be stored and made available to authorised hiring-team members. The interview notice and hiring organisation should explain whether recording is enabled and how the results will be used. Browser microphone permission is a device control; it does not replace any required recording notice or consent.
Organisations may configure automated matching, workflow actions, rejection or communications. Ask the hiring organisation how automation affects your application and how to request human review or an alternative assessment. A demo is a product demonstration and does not constitute an employment application or hiring decision.
AI and voice providers process information under their applicable commercial terms and configured data controls. Retention, abuse monitoring and any model-improvement use depend on the provider and customer configuration; we do not offer a blanket zero-retention or training-free guarantee across all integrations. Ask us about the providers and settings for a feature before submitting sensitive information. Avoid including unnecessary confidential or sensitive information in a demo.
Retention and deletion
We use the following default retention and review schedule, unless a shorter period is appropriate, the hiring organisation gives lawful alternative instructions, or law requires longer preservation. These are SensiHire operating defaults, not a claim that the same legal period applies in every country.
| Information | Default period and trigger |
|---|---|
| Candidate profiles, resumes, transcripts and assessments | Review for deletion or anonymisation 12 months after the recruitment outcome or last meaningful candidate interaction, whichever is later. Merely viewing a record does not restart this period. Active applications and documented legal holds are reviewed separately. |
| Future-opportunity talent pools | Review after 24 months from the candidate’s most recent permission or renewed engagement. Retain only where the hiring organisation has an appropriate lawful basis; a new application does not automatically renew unrelated marketing permission. |
| Interview audio recordings | Target deletion after 90 days from the interview, or earlier when the configured provider’s storage period expires. Transcripts and assessments follow the recruitment-record schedule. Longer recording retention requires a documented recruitment or legal need. |
| Public demo results and sessions | Completed demo session data is eligible for application-side cleanup 30 days after results become ready; failed or expired sessions after 7 days. Provider-held audio follows the provider’s configured period and may require a separate deletion request. Demo contact records follow the enquiry schedule. |
| Sales enquiries and contact records | Review after 12 months without a meaningful exchange. Unsubscribe or deletion requests are handled sooner where applicable; minimal suppression information may be retained to honour an opt-out. |
| Closed customer accounts | Request export assistance within 30 days of confirmed closure. Target deletion or anonymisation of live customer content within 90 days of closure or a verified authorised deletion instruction, subject to agreed return arrangements and lawful preservation requirements. |
| Security and audit records | Retain for at least 180 days where required by applicable Indian cybersecurity directions, with longer preservation only for a documented legal, security or contractual requirement. Such obligations do not justify retaining all resume or interview content indefinitely. |
| Backups and residual copies | Removal follows the relevant backup rotation and provider lifecycle. Our operating target is expiry within 90 days after live deletion; the actual period depends on the system and is confirmed when handling the request. Backups are not used for ordinary recruitment activity, and deletion instructions must be reapplied if a backup is restored. |
General candidate and recording retention reviews are currently support-administered, not an automatic in-product expiry timer. Reaching a review date does not itself guarantee that every database, storage object or provider copy has already been erased. Contact us or the hiring organisation to initiate a review or deletion request; we will confirm the scope, applicable period and any exception. Shorter existing feature-specific cleanup periods continue to apply.
Trial expiry makes existing hiring data read-only; it does not automatically delete it. Trial expiry and confirmed account closure are different events. Customer instructions, deletion requests and documented retention needs determine what happens next.
To request closure or deletion, email us. The hiring organisation generally needs to authorise action on its recruitment records. We verify authority, check for legal holds and coordinate database, file-storage and provider deletion before confirming what was removed. We keep only necessary evidence of a request and its outcome. If a deletion fails or a legal obligation prevents completion, we explain the limitation and follow up rather than treating a request as completed.
Security and international processing
The service uses access controls, password hashing, tenant-specific data separation and protected credentials for relevant integrations. No internet service or security measure is completely secure. Report suspected unauthorised access or disclosure promptly to hello.world@sensihire.ai.
Kaaylabs is based in India. Cloud, AI and voice providers may process information in other countries. We do not promise India-only storage. Applicable transfer requirements, customer commitments and provider safeguards must be assessed for the markets and services involved.
Where a breach requires notification, we will act in accordance with applicable law and contractual obligations. We do not claim certification to a particular security standard or privacy regime unless separately stated and supported.
Your choices and privacy requests
Contact hello.world@sensihire.ai to ask about your information, request access or correction, request deletion, withdraw consent for processing based on consent, or raise a privacy concern. Rights, exceptions and response deadlines depend on the law applicable to the request. We may need proportionate identity verification; do not send identity documents unless requested through an appropriate channel.
Include the relevant organisation and enough detail to locate the record. If a hiring organisation controls the data, contact it directly; we can help identify the appropriate route and assist it under our agreement. Withdrawing consent may prevent a feature or interview from continuing, and does not invalidate earlier lawful processing.
You may opt out of promotional follow-up by contacting us or using an available unsubscribe mechanism. Necessary service and security communications may continue. You may also raise a complaint with the competent authority where a right to do so applies.
Children’s information
SensiHire is intended for adult professional recruitment and is not directed at children under 18. Customer organisations should not submit children’s information through standard workflows. If you believe a child’s information has been submitted, contact us and the hiring organisation so it can be investigated and appropriately addressed.
Privacy concerns and contact
Company: Kaaylabs Private Limited, Tamil Nadu, India.
Email: hello.world@sensihire.ai.
Registered office: 3-675, Valmiki Nagar, Kaveri Nagar, Lakshman Perumal Nagar, Chennai, Tamil Nadu 600041, India.
Named privacy / grievance contact: Swati Sahu.
Use the subject “SensiHire privacy request” or “SensiHire privacy grievance”. Address your request to Swati Sahu at the email above. We aim to acknowledge requests within 3 working days and resolve privacy grievances within 30 days, or any shorter period required by applicable law. If identity verification, customer instructions or complexity affects timing, we will explain the reason and applicable next steps. These service targets do not extend a statutory deadline.
Policy updates
We may update this policy as features, providers, practices or legal requirements change. This page will show the latest revision date. Material changes will be communicated where required, and new consent obtained where applicable. A policy revision does not itself authorise a new use of personal data.
For service conditions, read our Terms & Conditions.