Privacy Policy

1Information We Collect

Account information: full name, email address, mobile number, password (encrypted), and — if you sign in with Google — your Google account ID and email address.

Candidate and job data: resumes, candidate details (skills, experience, education), job postings, and company contact information that you or your organization upload to the Service.

Payment information: subscription plan details, billing cycle, and payment records processed through our payment partner, Razorpay. We do not store your card or bank details ourselves.

Google Gmail connection (optional): if you choose to connect your Gmail account, we store your Gmail address and an encrypted OAuth refresh token that authorizes us to send email on your behalf.

Device/notification data: push-notification tokens used to deliver in-app notifications.

2How We Use Information

• To provide the core Service: matching candidates to job postings using AI-based analysis.
• To send transactional and account emails (verification, password reset, payment status, campaign emails to companies about candidate matches).
• To process payments and manage subscriptions.
• To send push notifications about activity relevant to your account.

3Google User Data — Gmail Send Permission

Hire Matrix AI offers an optional feature that lets you send candidate-match emails to companies from your own Gmail account instead of our shared Hire Matrix AI account, so recipients see your organization's own address as the sender.

To enable this, we ask you to connect your Google account and grant the following scope:

• https://www.googleapis.com/auth/gmail.send — permission to send email through your Gmail account.
• https://www.googleapis.com/auth/userinfo.email — permission to read your Gmail address, so we can confirm which account is connected and display it back to you.

What we do with this access:

• We use it only to send the specific candidate-match emails you initiate within Hire Matrix AI, on your explicit action.
• We do not read, search, modify, or delete anything in your inbox.
• We do not access your contacts, calendar, or any other Google data.
• We store an encrypted OAuth refresh token (AES-256 encryption) solely to maintain this connection; it is never shared with third parties.

Your control: You can disconnect this permission at any time from your Hire Matrix AI account settings, or directly from your Google Account permissions page. Disconnecting immediately revokes our access, and campaign emails will then be sent from Hire Matrix AI's shared account instead.

Limited Use disclosure:Hire Matrix AI's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

AI/ML training disclosure:Hire Matrix AI's AI-based candidate-matching feature operates exclusively on resume and job description data that users directly upload to the platform. It has no access to, and never processes, Gmail content, metadata, or any data obtained through the Gmail API. Data received via Google Workspace APIs (including gmail.send) is used solely to send user-initiated emails and is never used to train, develop, or improve any AI/ML model, foundational or otherwise, in compliance with the Google API Services User Data Policy's Limited Use requirements.

4Third-Party Service Providers

We share information with the following third parties strictly to operate the Service:

• Razorpay — payment processing.
• Firebase (Google) — push notification delivery.
• AI providers (OpenAI / Anthropic) — candidate and job data may be processed by these providers to generate AI-based match analysis.
• Google (Gmail API) — solely to send emails on your behalf, as described in Section 3.

We do not sell your personal information.

5Data Retention

We retain account and candidate/job data for as long as your account is active, or as needed to provide the Service.

6Your Rights

• Access or update your account information from within the Service.
• Delete your account by contacting us at hirematrixai.io@gmail.com.
• Disconnect your Gmail account at any time (Section 3).
• Request a copy or deletion of your data, subject to applicable law.

7Security

We use industry-standard measures to protect your data, including encryption of sensitive credentials (such as Gmail OAuth tokens) at rest and encrypted transmission (HTTPS/TLS) for all data in transit.

8Children's Privacy

The Service is not directed to individuals under 18. We do not knowingly collect data from children.

9Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via the Service or by email.

10Contact Us

LeopardRuns Innovation & Technology
Email: hirematrixai.io@gmail.com