Privacy Policy

1. Introduction

CollarUp AI (“CollarUp,” “we,” “us,” or “our”), operated by Vidyataru Technologies Private Limited, is committed to protecting your privacy and personal information.

This Privacy Policy explains how we collect, use, store, share, and protect personal information when you interact with our website, applications, AI-powered interviewing solutions, recruitment tools, and related services (collectively, the “Services”).

This Policy applies to candidates participating in interviews or recruitment processes, organizations and their authorized users, website visitors, and other individuals interacting with CollarUp.

By using our Services, you acknowledge this Privacy Policy. Where required by law, we or the relevant hiring organization will obtain your consent for specific processing activities.

2. Our Role in Processing Personal Data

CollarUp provides AI-powered recruitment and interview intelligence solutions to organizations. When processing candidate or recruitment information on behalf of our customers (“Customers”), CollarUp generally acts as a Data Processor or Service Provider, while the hiring organization acts as the Data Controller or Data Fiduciary.

Our Customers determine the purposes of recruitment activities, the information collected, the evaluation criteria, and how candidate information is used to make hiring decisions.

In these circumstances, we process personal information in accordance with our Customers' instructions, our contractual agreements, and applicable data protection laws.

CollarUp may independently act as a Data Controller or Data Fiduciary when processing information for its own purposes, such as account administration, business communications, website analytics, customer support, and security.

If you are a candidate, the privacy policy of the organization conducting your recruitment process may also apply.

3. Personal Information We Collect

Depending on your interaction with our Services, we may collect and process the following categories of information.

Candidate and Recruitment Information

• Name, email address, phone number, and contact details.
• Resumes, educational qualifications, professional experience, and employment history.
• Skills, certifications, job preferences, compensation expectations, and availability.
• Job applications and recruitment-related information provided by Customers or authorized integrations.
• Documents submitted during recruitment or onboarding, where requested by the hiring organization.

Interview and Assessment Information

• Audio and video recordings of interviews, where enabled.
• Interview transcripts and responses to questions.
• Written responses, technical assessments, and coding evaluations.
• AI-generated interview summaries, scores, recommendations, and evaluation reports.
• Interviewer feedback, notes, and recruitment decisions.
• Interview metadata, including timestamps, duration, and participation information.

Customer and Account Information

• Name, business contact details, and organization information.
• Account credentials and user permissions.
• Subscription and billing information.
• Customer support communications.

Website and Technical Information

• IP address, browser, device, and operating system information.
• Website usage, platform activity, and diagnostic logs.
• Cookies and similar tracking technologies.

We may receive information directly from individuals, from our Customers, or through authorized third-party integrations such as applicant tracking systems (ATS), HR platforms, and communication tools.

4. How We Use Personal Information

We process personal information to operate, deliver, maintain, and improve our Services. This includes:

• Conducting AI-powered and human-led interviews.
• Screening candidates against job-related requirements.
• Recording, transcribing, and summarizing interviews.
• Generating structured assessments, scores, and candidate insights.
• Supporting candidate shortlisting, ranking, and recruitment workflows.
• Scheduling interviews and managing candidate communications.
• Sending interview invitations, reminders, and follow-ups through email, telephone, SMS, WhatsApp, and other supported channels.
• Facilitating document collection and authorized recruitment activities.
• Integrating with Customers' recruitment and HR systems.
• Providing customer support, troubleshooting, and technical assistance.
• Maintaining platform security and preventing unauthorized use.
• Analyzing platform performance and improving service functionality.
• Fulfilling contractual and legal obligations.

Where permitted by law, we may also use business contact information to communicate product updates, service announcements, and relevant marketing information.

We do not use candidate interview recordings, transcripts, or assessment results for unrelated advertising or marketing purposes.

5. Artificial Intelligence and Automated Processing

Artificial intelligence is central to CollarUp's Services.

Our platform uses AI technologies to conduct interviews, process candidate responses, generate transcripts and summaries, assess job-related qualifications, and support recruitment decisions.

Depending on the features enabled by a Customer, our AI systems may:

• Conduct conversational interviews through voice or video.
• Ask questions and follow-ups based on candidate responses.
• Evaluate responses against role-specific criteria.
• Generate scores, assessments, and recommendations.
• Rank or shortlist candidates based on configured requirements.
• Automate parts of the recruitment workflow, including candidate progression or rejection based on predefined criteria.

AI-Assisted Decision-Making

CollarUp provides technology to support recruitment decisions but does not independently determine whom a Customer ultimately hires.

Customers are responsible for defining evaluation criteria, reviewing AI-generated assessments as appropriate, and ensuring that their recruitment processes comply with applicable employment and data protection laws.

AI-generated outputs may contain inaccuracies or limitations and should be interpreted within the context of the relevant role and recruitment process.

Where applicable law requires human review or provides rights concerning solely automated decisions, appropriate safeguards must be implemented.

AI Data Processing

Candidate information may be processed by authorized AI and technology service providers as necessary to deliver the Services.

The use of Customer Data for AI model training, product development, or other secondary purposes is governed by our applicable Customer agreements, service-provider arrangements, and legal requirements.

6. Interview Recording and Communications

CollarUp may record, transcribe, and analyze interviews conducted through its platform, including telephone, video, AI-led, and human-led interviews.

These activities support interview documentation, candidate evaluation, recruiter collaboration, and other authorized recruitment purposes.

Where required by applicable law, appropriate notice and any necessary consent will be obtained before recording or transcription.

Our Services may also communicate with candidates through email, phone calls, SMS, WhatsApp, or other communication channels on behalf of hiring organizations.

These communications may include interview invitations, screening questions, scheduling updates, reminders, and document requests.

Candidates may opt out of applicable communications or withdraw consent through available mechanisms, subject to applicable laws and the requirements of the recruitment process.

7. How We Share Personal Information

We may share personal information with the following categories of recipients:

Customers and Authorized Users

Candidate information and interview results may be shared with the relevant hiring organization and its authorized recruiters, hiring managers, interviewers, and administrators.

Service Providers

We engage trusted third-party service providers to support our Services, including cloud hosting, AI processing, speech transcription, telephony, messaging, analytics, and security.

These providers process information as necessary to provide their services and are subject to applicable contractual and data protection obligations.

Authorized Integrations

Where Customers enable integrations with ATS, HR management systems, calendars, collaboration platforms, or other applications, information may be exchanged with those services to support authorized workflows.

Legal and Business Requirements

We may disclose personal information where required by law, legal process, or regulatory authority, or in connection with a merger, acquisition, restructuring, or similar business transaction, subject to applicable safeguards.

CollarUp does not sell candidate resumes, interview recordings, transcripts, or recruitment information to third parties or data brokers.

8. Data Security, Retention, and International Transfers

Data Security

We implement reasonable technical and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, or misuse.

These safeguards include appropriate access controls, authentication mechanisms, security monitoring, and measures to protect information during transmission and storage.

Access to personal information is limited to authorized personnel and service providers who require it for legitimate business purposes.

Although we take appropriate measures to protect data, no electronic system or method of transmission can be guaranteed to be completely secure.

Data Retention

We retain personal information for as long as necessary to provide our Services, fulfill the purposes described in this Policy, comply with contractual and legal obligations, and resolve legitimate disputes.

Candidate information, interview recordings, transcripts, and assessment results processed on behalf of Customers are retained in accordance with applicable Customer agreements, retention settings, and legal requirements.

Upon termination of a Customer relationship or receipt of a valid deletion request, relevant information will be deleted or returned in accordance with applicable agreements and laws, subject to permitted retention and backup procedures.

International Data Transfers

CollarUp operates internationally, and personal information may be processed or stored in countries other than the country in which it was originally collected.

Where required by law, we implement appropriate safeguards for international transfers, including applicable contractual protections or other lawful transfer mechanisms.

9. Your Privacy Rights

Depending on your location and applicable data protection laws, you may have rights to:

• Access personal information held about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information.
• Withdraw consent where processing is based on consent.
• Object to or request restrictions on certain processing activities.
• Request data portability where applicable.
• Request human review or contest certain automated decisions where legally applicable.
• Lodge a complaint with an appropriate data protection authority.

For Candidates

If you participated in a recruitment process conducted by one of our Customers, the hiring organization generally controls your recruitment information.

Requests relating to candidate records, interview assessments, application status, or deletion of recruitment data should ordinarily be directed to that organization.

CollarUp will assist Customers with valid privacy requests in accordance with applicable law and contractual obligations.

For Customers and Website Visitors

You may contact CollarUp directly regarding personal information that we process for our own business purposes.

We may verify your identity before responding to a request and will handle requests in accordance with applicable laws.

Where the GDPR applies, our legal bases for processing may include contractual necessity, legitimate interests, consent, or compliance with legal obligations, depending on the circumstances.

We also respect applicable privacy rights under Indian data protection laws and relevant United States state privacy laws, including California privacy legislation, where applicable.

10. Cookies and Similar Technologies

Our website and platform may use cookies and similar technologies to enable essential functionality, maintain user sessions, improve performance, analyze usage, and support security.

Where applicable, we may also use analytics or marketing technologies to understand website engagement and improve our communications.

You can manage certain cookie preferences through your browser settings or available website controls.

Where required by law, we obtain consent before using non-essential cookies or similar tracking technologies.

11. Children's Privacy

Our Services are intended for business users and individuals participating in authorized recruitment activities and are not directed toward children.

We do not knowingly collect personal information from children for our independent business purposes without appropriate legal authorization.

Where recruitment activities involve individuals below the applicable age of consent, Customers are responsible for ensuring compliance with relevant legal requirements.

If you believe that information relating to a child has been processed inappropriately, please contact us.

12. Changes to This Policy and Contact Information

We may update this Privacy Policy periodically to reflect changes in our Services, business operations, or applicable laws.

Any updates will be posted on this page with a revised “Last Updated” date. Where required by law, we will provide additional notice of material changes.

If you have questions, concerns, or requests relating to this Privacy Policy or our handling of personal information, please contact:

Vidyataru Technologies Private Limited

Operating as CollarUp AI

Email: privacy@collarup.ai

Website: https://www.collarup.ai

For information processed on behalf of a hiring organization, please contact that organization directly in the first instance.