Privacy Policy

At AIKAM Technologies Inc., we respect your privacy. Because our platform serves both organizations (Employers) and individual candidates (Job Seekers), our legal responsibilities depend on how you interact with us:

• For Job Seekers (Direct Accounts): When you create a direct account to track your interviews, Aikam acts as the Data Fiduciary (India) / Data Controller (EU). We determine how and why your account data is processed.
• For Employers (B2B Clients): When organizations use our AI resume screening, video interviews, and coding assessments, the Employer is the Data Fiduciary/Controller, and Aikam acts exclusively as their Data Processor. We process candidate data only on the Employer's documented instructions.

Provided that Aikam shall not independently determine the purpose or means of processing such candidate data and shall act strictly as a Data Processor in accordance with applicable law.

We collect the minimum data necessary for our services:

• Job Seeker Account Data: Name, email, login credentials, and interview tracking preferences provided when creating a B2C account.
• Employer Account Data: Business contact details, billing information, and user roles.
• Candidate Data (Processed for Employers): Resumes, video interview recordings, coding assessment results, facial/audio data from video interviews, and behavioral metrics uploaded by or on behalf of our Employer clients.

Sensitive Data Disclosure: Certain features of the platform may involve processing of facial images, voice data, and behavioural analytics derived from video interviews. Such data, to the extent classified as sensitive or biometric in nature, is processed strictly under the instructions of the Employer and subject to valid consent obtained by the Employer.

We process personal data based on the following legal grounds:

• Explicit Consent: For Job Seekers creating direct accounts, we rely on your free, specific, informed, unconditional, and unambiguous consent to process your data.
• Legitimate Uses (DPDPA) & Legitimate Interests (GDPR): For Employers, processing may rely on contractual necessity, or for the purposes of employment as a "legitimate use" under Section 7(i) of the DPDPA. Employers must secure valid consent before utilizing our AI screening tools on candidates.

Employers shall be solely responsible for ensuring that all personal data shared with Aikam has been collected and processed in compliance with applicable data protection laws.

Our platform uses AI to assist with resume screening and video interview analysis.

• Human-in-the-Loop: We ensure our AI acts as a recommendation engine. Under GDPR Article 22, candidates have the right not to be subject to decisions based solely on automated processing. Employers using our platform must ensure meaningful human review of final hiring decisions.
• Fairness and Accuracy: We take steps to ensure data completeness, accuracy, and consistency when it is used to make decisions affecting individuals, integrating continuous fairness checks and bias detection tools throughout the recruitment pipeline.

AI-generated outputs are indicative and assistive in nature and shall not constitute final or determinative decisions. Aikam does not make or influence hiring decisions, which remain solely within the control of the Employer.

Your Rights: You have the right to access a summary of your data, request correction of inaccuracies, request erasure, restrict processing, and nominate a representative in the event of incapacity.

• Job Seekers (Direct Accounts): You may exercise your rights directly through your Aikam dashboard. You maintain full data control, including the right to erasure and record deletion at any time.
• Candidates (Employer-Managed): If your data was submitted to an Employer using Aikam, you must direct your rights requests to the Employer. Aikam will assist the Employer in fulfilling your request within the mandated timeframes.

Requests for access, correction, or erasure shall be processed within timelines prescribed under applicable law. Where Aikam acts as a Data Processor, such requests shall be routed through the relevant Employer.

We implement commercially reasonable technical and organisational security measures, including encryption at rest (AES-256) and in transit (TLS 1.2+), and multi-factor authentication.

• SOC 2 Type II Certification: Aikam is SOC 2 Type II certified, demonstrating continuous compliance with security, availability, confidentiality, and privacy standards. We undergo annual revalidation and regular external audits to maintain this standard.
• Automated Audit Logs: To ensure full accountability, we maintain comprehensive automated audit logs capturing all user activity, decision-making processes, and platform interactions in real-time. Secure timelines and backups are strictly maintained to ensure data recovery capabilities.
• Retention: Job Seeker account data is retained until you delete your account or withdraw consent. Candidate data processed for Employers is retained based on the Employer's configurable retention schedules, after which automated purge schedules ensure it is securely erased. Aikam shall not retain such data beyond the period necessary for fulfilment of the Employer’s instructions or applicable legal obligations.

Aikam operates solely as a technology platform enabling recruitment workflows and does not participate in or control hiring decisions. All employment-related decisions are made independently by Employers.

For privacy-related inquiries, grievances, or to exercise your rights, contact our Data Protection Officer (DPO) at privacy@aikam.ai.

Where personal data is transferred outside India, Aikam shall ensure that such transfers are subject to appropriate safeguards, contractual protections, and compliance with applicable data protection laws.

To the extent permitted by applicable law, Aikam shall not be liable for any indirect, incidental, or consequential damages arising from processing of personal data carried out on behalf of Employers.