Privacy Policy

AIMATCHWISE TECHNOLOGIES PRIVATE LIMITED ("AiMatchWise", "we", "us") operates the AiMatchWise platform: AI-conducted screening interviews that produce evidence-based scorecards for employers and recruiting teams.

CIN U62011KA2026PTC214313. Registered office: No 706, Wing 4, 7th Floor, GK Tropical Springs, Channasandra Main Road, Thirumalashettyhally, Koralur, Bangalore Rural, Karnataka 560067, India. You can reach us at support@aimatchwise.com, or through the contact form on our website.

This policy explains what personal data the platform handles, why, who it is shared with, and what choices you have. It covers our website and the AiMatchWise application.

Understanding this distinction matters, because it determines who you should contact about your data.

• For candidate data, the employer or recruiting organisation that invited you to an interview is the controller. They decide to run the screening, they set the role requirements, and they alone make the hiring decision. We process that data on their instructions, as their service provider (processor).
• For our customers' own account data — the recruiters and administrators who sign in — and for our website, we act as the controller.

If you are a candidate and want your interview data corrected or deleted, the fastest route is the organisation that invited you. You may also contact us at support@aimatchwise.com and we will route your request to them and assist as their processor.

From recruiters and administrators who hold an account:

• Account identity: name, work email address, and a password hash (we never store your password in readable form). If you sign in with Google or Microsoft, we receive your verified email address and display name from that provider — never your password.
• Organisation details: workspace name, membership role, and plan.
• Content you provide: job descriptions, company context, interview plans, candidate names and email addresses, and any résumé text you upload.
• Operational records: audit logs of consequential actions, sign-in session metadata, IP address, and user agent.

From candidates who take an interview:

• Identity supplied by the employer: name and email address.
• Résumé text, where the employer has provided it.
• The full interview transcript — every question asked and every answer given, stored as text with a sequence number so scores can cite specific statements.
• Scheduling data: the slot you booked and interview timestamps.
• A record of your consent: the version of the AI disclosure you acknowledged and the time you began.
• Where the interview is monitored, proctoring signals and, in some configurations, captured still images (see section 4).

From visitors who contact us through our website:

• The name, email address, optional subject, and message you submit through our contact or demo-request forms.
• The IP address and browser user agent the request came from, which we keep to investigate spam and abuse.

We store these enquiries so that we can respond to you and keep a record of the correspondence, and we use them for no other purpose. We do not add you to marketing lists on the basis of a contact form submission.

Some interviews are monitored to protect the integrity of the assessment. Where this applies, it is disclosed to you on the instructions screen before the interview starts, and the interview does not begin until you acknowledge it.

When monitoring is enabled:

• Face and gaze analysis runs inside your own browser using an on-device model. The raw video stream is not transmitted to us or stored as a recording.
• To make that possible, your browser downloads the analysis model from a third-party content delivery network (jsDelivr and Google Cloud Storage) when the interview loads. Those providers see the request for the model file itself; no interview content, video, or audio is sent to them.
• What is stored is the derived events — for example that a face was not detected, that more than one face was visible, that attention moved away from the screen, that the browser tab lost focus, or that the camera or microphone became unavailable — each with a timestamp and severity.
• Depending on the employer's configuration, a small still image (a single JPEG frame) may be captured and stored alongside an event as supporting evidence. These frames are visible to authorised users in the inviting organisation.
• These signals are combined into an integrity score from 0 to 100. This is an assessment-integrity indicator only. It is not a measure of your skills, and it is not itself a hiring decision.

We do not use facial images to identify you against any external database, and we do not sell or share this data with advertisers or data brokers.

How your voice is handled depends on the transcription method the employer has configured for the role:

• By default, speech recognition runs in your browser. Your audio stays on your device and only the resulting text reaches our servers.
• Where the employer has enabled server-side transcription, your audio is streamed to our speech-to-text sub-processor (AssemblyAI) to be converted into text in real time. In that configuration your audio leaves your device.

In both cases the interview transcript is stored as text. We do not retain a standalone audio or video recording of the interview.

Transcripts are produced by automated speech recognition and will contain errors. The scoring process is designed to read for intent rather than literal wording, but transcription noise is one of the reasons human review matters.

• To run the service: generate interview plans from a job description, conduct the interview, transcribe it, and produce a scorecard.
• To authenticate you and keep your session secure.
• To send transactional messages: interview invitations, calendar invites, reminders, verification and invitation emails, and notifications to recruiters.
• To enforce plan limits and meter usage for billing.
• To maintain security, investigate abuse, diagnose faults, and keep an audit trail of consequential actions.

We do not use candidate interview content to train our own models, and we do not sell personal data.

The interview is conducted by an AI interviewer, and the scorecard is generated by a large language model working from the transcript. We are explicit about this with every candidate before the interview begins.

A scorecard is advisory. Every claim it makes must cite a verbatim quotation from the transcript, and the platform independently verifies those citations; scorecards with unverifiable quotations, low model confidence, uncovered topics, or thin evidence are automatically flagged for mandatory human review.

Consistent with the disclosure shown to candidates, the platform is built on the expectation that a human reviews the outcome before any hiring decision is made. The hiring decision rests with the employer, not with us and not with the model.

If you believe an assessment about you was wrong, contact the organisation that invited you; they can re-review it, and you may also write to us at support@aimatchwise.com.

We share personal data with the following categories of service provider (sub-processors), each only to the extent needed to deliver the service:

• AI model providers — OpenAI and/or Anthropic, depending on configuration. They receive job descriptions, résumé text, and transcript content in order to generate interview plans, conduct interview turns, and produce scorecards.
• Speech-to-text — AssemblyAI, where server-side transcription is enabled for the role.
• Hosting and application infrastructure — Vercel, serving from the Mumbai (bom1) region.
• Database — Supabase (managed PostgreSQL), hosted in Mumbai, India.
• Email delivery — Resend and/or an SMTP provider, for transactional messages and calendar invites.

We also disclose data to the employer that invited a candidate — that is the purpose of the service — and we may disclose data where required by law, to enforce our terms, or to protect the rights and safety of users. If we are involved in a merger or acquisition, data may transfer as part of that transaction, subject to this policy.

Application data is stored in India (Mumbai) and the application is served from the Mumbai region. Some sub-processors listed above — in particular the AI model providers and email delivery — process data outside India, including in the United States. Where data crosses borders we rely on the contractual protections in our agreements with those providers.

• Data in transit is encrypted with TLS.
• Passwords are never stored in readable form. They are hashed with scrypt, a memory-hard algorithm, using a unique random salt for each password, and verified in constant time.
• Each organisation's data is isolated at the data-access layer, so queries cannot read across tenants.
• Session tokens are held in HTTP-only, secure cookies and are rotated on refresh; sessions can be revoked.
• Candidate interview links use unguessable tokens and expose only the fields a candidate needs — never scoring guidance or internal notes.
• Consequential actions are recorded in an append-only audit log.

No system is perfectly secure. If you become aware of a vulnerability, please tell us at support@aimatchwise.com.

We retain personal data for as long as the inviting organisation's account remains active and the data is needed for the purposes above, unless a longer period is required by law.

• Deleting a role or a candidate removes the associated interviews, transcripts, proctoring events, and scorecards.
• Audit log entries are deliberately retained even after the records they describe are deleted, because their purpose is to evidence what happened. They record the action, the actor, and a timestamp.
• Limited technical telemetry about errors and slow requests is retained for reliability work.

We have not yet set a fixed maximum retention period. Customers who require a specific retention or deletion schedule should contact us at support@aimatchwise.com to agree one.

Subject to applicable law — including India's Digital Personal Data Protection Act, 2023 — you may request access to your personal data, correction of inaccurate data, erasure, and withdrawal of consent. You may also nominate another person to exercise these rights on your behalf in the event of death or incapacity.

Because we act as a processor for candidate data, please direct such requests to the organisation that invited you where possible. Requests sent to support@aimatchwise.com will be acknowledged and forwarded to the relevant controller, and we will assist them in responding.

Withdrawing consent to an AI-conducted interview is always possible, but note that the interview cannot proceed without it; speak to the employer about alternative arrangements.

We use strictly necessary cookies only: an authentication session cookie and its refresh counterpart, and short-lived cookies (ten minutes) that protect the single sign-on handshake against cross-site request forgery. We do not use advertising cookies, and we do not embed third-party analytics or tracking scripts.

The platform is intended for use in employment screening and is not directed at children. We do not knowingly collect personal data from anyone under 18.

We may update this policy as the product evolves. The revision date at the top of this page always reflects the current version, and material changes will be communicated to account holders. Where a change affects what candidates are told before an interview, the in-product disclosure is versioned separately and re-acknowledged.

Questions, requests, or complaints about this policy or your data: support@aimatchwise.com, or use the contact form on our website.

AIMATCHWISE TECHNOLOGIES PRIVATE LIMITED, No 706, Wing 4, 7th Floor, GK Tropical Springs, Channasandra Main Road, Thirumalashettyhally, Koralur, Bangalore Rural, Karnataka 560067, India.