Privacy policy

1. Who we are

CareerPilot ("we," "us," "our") is operated by Kynvea, and provides a Windows interview copilot desktop application together with an account and billing portal at this website. For any privacy question, request, or complaint, contact support@careerpilot.co.in. We aim to acknowledge privacy requests within 5 business days and resolve them within 30 days.

2. Data we collect

We collect the minimum data needed to run accounts, licensing, billing, and the copilot itself. Specifically:

• Account data: name, email address, password hash (never the plaintext password), account key, assigned role, and account status.
• License and device data: subscription plan, validity window, device identifiers or device hashes used to enforce seat limits, and timestamps for device activation, removal, or revocation.
• Billing data: Cashfree order IDs, transaction amounts, currency, and payment-event status (paid, failed, refunded). We do not store full card numbers, CVV, or bank credentials — those are handled entirely by Cashfree's PCI-compliant systems.
• Product usage data: AI usage aggregates and log metadata (which model was used, token counts, timestamps, and session duration) shown in your dashboard so you can track your own consumption.
• Resume and job description text: processed in the desktop app to ground in-session interview suggestions. This content is used to generate responses during active sessions and is not used to train shared AI models.
• Interview audio/transcription (in-session only): the desktop app transcribes spoken questions locally during an active session to generate suggestions. We do not record or retain audio or video from your interview calls.
• Website data: standard server logs (IP address, user agent, requested URL, timestamp) kept for security monitoring and diagnostics, plus any messages you send to the on-site chat assistant.
• Cookies and similar technologies: see Section 4.
• Support correspondence: anything you send us by email or the in-app support form, including attachments you choose to include.

3. Why we use it (purposes and legal bases)

We use personal data to create and secure accounts, enforce per-plan device limits, process payments, provide customer support, diagnose and fix problems, improve reliability, and operate the interview copilot itself. Where applicable law requires a legal basis for processing (for example, under the GDPR), we rely on:

• Contractual necessity — processing needed to create your account, issue and validate your license, and deliver the features you've subscribed to.
• Legitimate interests — fraud prevention, service security, product analytics at an aggregate level, and improving the copilot's reliability, balanced against your rights.
• Consent — optional features such as the on-site chat assistant, and any marketing communications, which you can withdraw at any time.
• Legal obligation — retaining billing records for tax and accounting compliance.

Chat on this website is answered using CareerPilot product documentation and, when configured, the OpenAI API. Messages you send to the chat assistant may be processed by that third-party API to generate a response; avoid sending sensitive personal data through chat.

4. Cookies and similar technologies

We use a small number of cookies to keep the site functional:

• Strictly necessary cookies — keep you signed in to your dashboard session. These can't be disabled without breaking login.
• Preference cookies — remember settings like your chosen coding-language default or dismissed banners.
• Analytics (where enabled) — aggregate, non-identifying usage patterns to help us understand which pages and features are used, so we can prioritize fixes.

We do not use third-party advertising cookies and do not sell data collected via cookies. You can block or delete cookies in your browser settings; doing so may prevent you from staying signed in.

5. Sharing and disclosure

We share personal data only with processors and partners needed to run the service, under contractual confidentiality and data-protection terms:

• Hosting and infrastructure providers who store and run the application and database.
• Cashfree, our payment processor, to handle checkout and billing events.
• OpenAI, when the website chat assistant or in-app AI features are enabled, to generate responses from the text you submit.
• Professional advisers (legal, accounting) where necessary, under confidentiality obligations.
• Law enforcement or regulators, only where required by valid legal process, to protect our rights, or to prevent fraud or harm.

We do not sell personal data, and we do not share resume content, interview transcripts, or AI usage logs with any third party for their own marketing purposes.

6. International data transfers

Because our infrastructure and processors may operate in different countries than you do, your data may be transferred to and processed in jurisdictions with different data-protection laws than your home country. Where required, we rely on appropriate safeguards (such as standard contractual clauses or equivalent mechanisms) for these transfers. Contact support@careerpilot.co.in if you'd like more detail about a specific transfer.

7. Retention

We retain data only as long as needed for the purposes described here:

• Account and license records last for the life of the account, plus a limited period afterward needed for invoices, dispute resolution, and security investigations.
• Billing records are retained as long as required by applicable tax and accounting law, typically several years.
• Resume/job description text and in-session transcription used to ground suggestions is processed for the duration of the active session and is not retained beyond what's needed to provide that session's suggestions.
• Server and security logs are retained for a limited rolling window sufficient for incident investigation, then deleted or anonymized.

You may request earlier deletion at support@careerpilot.co.in, and we will comply unless we must retain specific records to comply with law, resolve disputes, or prevent fraud.

8. Security

We apply layered safeguards appropriate to the sensitivity of the data involved, including:

• TLS encryption for data in transit between your device, the website, and the licensing API.
• AES-256 encryption for sensitive data at rest.
• Role-based access control restricting administrative tools to authorized staff only.
• Device- and account-level license validation to prevent unauthorized use.

No method of transmission or storage is perfectly secure, and we can't guarantee absolute security. If you believe your account has been compromised or you've discovered a security issue, report it immediately to support@careerpilot.co.in so we can investigate.

9. Your rights and choices

Depending on where you live, you may have some or all of the following rights over your personal data. Where these rights don't already exist under local law, we still aim to honor reasonable requests as a matter of policy:

• Access — request a copy of the personal data we hold about you.
• Rectification — correct inaccurate or incomplete data; you can update your name directly in your dashboard profile.
• Erasure — request deletion of your account and associated data, subject to the retention exceptions in Section 7.
• Restriction — ask us to limit processing in specific circumstances.
• Portability — receive your data in a structured, commonly used format.
• Objection — object to processing based on legitimate interests, including for direct marketing.
• Withdraw consent — where processing is based on consent (for example, marketing emails or the chat assistant), withdraw it at any time without affecting past processing.
• Device management — revoke a linked device from your dashboard at any time to remove it from your license.
• Complain to a regulator — if you believe we haven't handled your data properly, you may lodge a complaint with your local data protection authority, in addition to contacting us directly.

To exercise any of these rights, email support@careerpilot.co.in with your account email so we can verify the request.

10. Automated processing

CareerPilot's core feature — generating suggested interview answers — is an automated AI process, but it produces draft suggestions for you to review and use in your own words; it does not make decisions about you (such as hiring outcomes) and is not used by any third party to evaluate you. We do not use your data for automated decision-making that produces legal or similarly significant effects about you.

11. Third-party links

Our website and communications may link to third-party sites (for example, Cashfree's checkout pages or our LinkedIn page). We aren't responsible for the privacy practices of those third parties; review their own privacy policies before providing personal data to them.

12. Data breach notification

If a breach occurs that's likely to result in a risk to your rights and freedoms, we will notify affected users and, where legally required, the relevant regulator, without undue delay and in line with applicable law.

13. Marketing communications

We only send product or account-related communications by default (license status, billing receipts, security notices). Any optional marketing email includes an unsubscribe link, and you can opt out at any time without affecting your ability to use CareerPilot.

14. Children

CareerPilot is not directed at children under 16, and we do not knowingly collect personal data from them. If you believe a child has provided us with personal data, contact support@careerpilot.co.in and we will delete it.

15. Changes to this policy

We will update this page when our practices change and update the "Last updated" date above accordingly. For material changes, we'll make reasonable efforts to notify active account holders (for example, by email or an in-dashboard notice). Continued use of CareerPilot after the "Last updated" date means you accept the revised policy.

16. Contact us

Questions, requests, or complaints about this policy or how we handle your data can be sent to support@careerpilot.co.in. Please include your account email so we can locate your records and respond promptly.

This page is provided for general informational purposes and doesn't constitute legal advice. If you need advice specific to your situation or jurisdiction, consult a qualified professional.