1. Introduction

OwnSourceAI ("we", "our", or "us") operates the OwnSourceAI platform at ownsourceai.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered recruitment platform. We are committed to protecting your privacy and complying with the Digital Personal Data Protection Act, 2023 (DPDP Act) and other applicable data protection laws.

2. Information We Collect

2.1 Account Information

When you register, we collect your name, email address, company name, and phone number.

2.2 Candidate Data

When you upload resumes or import candidate data, we process personal information contained in those documents, including but not limited to: names, contact details, work history, education, skills, salary information, and location. This data is processed on behalf of you (the data controller) and we act as a data processor.

2.3 Usage Data

We automatically collect information about how you interact with our platform, including pages visited, features used, search queries, and timestamp of activities. This helps us improve the product experience.

2.4 Gmail Integration Data

If you connect your Gmail account, we access your inbox in read-only mode solely to identify and import resume attachments (PDF/DOCX files). We do not read, store, or process email body content. You can disconnect Gmail at any time from the Upload page.

3. How We Use Your Information

To provide and maintain the OwnSourceAI platform and its features
To process and parse resumes using AI for candidate search and matching
To generate embeddings and search indexes for candidate discovery
To send outreach emails on your behalf to candidates (with opt-out compliance)
To provide analytics and insights about your talent database
To communicate with you about your account, updates, and support
To enforce our terms and prevent misuse

4. Data Storage and Security

Your data is stored on secure servers with encryption at rest and in transit. Resume files are stored in Amazon S3 with server-side encryption. Database access is restricted with role-based authentication. We implement industry-standard security measures including JWT-based authentication, HTTPS enforcement, and regular security assessments.

5. Data Sharing

We do not sell, trade, or rent your personal data or candidate data to third parties. We may share data with:

Service Providers: Cloud hosting (AWS), email delivery (for outreach), AI processing (OpenAI for personalization) — strictly for platform functionality
Legal Requirements: When required by law, regulation, or legal process
Business Transfers: In connection with a merger, acquisition, or sale of assets

6. Candidate Rights (DPDP Act Compliance)

Candidates whose data is processed through OwnSourceAI have the right to:

Opt out of email communications via the unsubscribe link in every outreach email
Request information about their data by contacting us
Request deletion of their data from our platform
Withdraw consent for data processing

Every outreach email sent via OwnSourceAI includes an opt-out/unsubscribe link as required by the DPDP Act.

7. Data Retention

We retain your account data and candidate data for as long as your account is active. Upon account deletion, all associated data including candidate profiles, resumes, and search indexes will be permanently deleted within 30 days. Outreach logs and tracking data are retained for 12 months for compliance and audit purposes.

8. Cookies

We use essential cookies for authentication (JWT session tokens) and preferences. We do not use third-party advertising or tracking cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice on our platform. Continued use of OwnSourceAI after changes constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or your data, contact us at:

Email: ownsourceai@gmail.com

Company: OwnSourceAI