Privacy Policy

This Privacy Policy explains how Optymatch (accessible via optymatch.ai and optymatch.com and operated by Acclivity Software Pvt. Ltd.) collects, uses, stores, and protects information when you access or use our platform and services (the “Service”). The Optymatch application is hosted at app.optymatch.com.

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Service.

1. Scope & Applicability

This Privacy Policy applies to:

• Visitors to our websites
• Customers, recruiters, and hiring teams using the Optymatch platform
• Candidates whose information is uploaded by customers

This Policy should be read together with our Terms & Conditions. In case of any conflict, the Terms & Conditions shall prevail.

2. Information We Collect

2.1 Information You Provide Directly

We may collect the following information when you use the Service:

• Account information (name, email address, organization details)
• Billing and payment-related information
• Resumes, job descriptions, candidate profiles, interview feedback, and recruitment-related data uploaded by you
• Communications with our support or sales teams

2.2 Candidate Information

Candidate data is provided to Optymatch by our customers or by candidates utilising the customer career pages. Customers are responsible for ensuring they have the necessary rights and consents to upload candidate information to the platform.

2.3 Automatically Collected Information

We may automatically collect limited technical information such as:

• IP address, browser type, device information
• Log data, access timestamps, and usage patterns
• Cookies and similar technologies (see Section 10)

3. How We Use Your Information

We use collected information strictly for legitimate business purposes, including:

• Providing and operating the Optymatch platform
• Resume parsing, job matching, screening, analytics, and automation
• Account management, billing, and customer support
• Improving product performance, reliability, and user experience
• Security monitoring, fraud prevention, and compliance

We do not sell, rent, or trade personal data.

4. AI Processing & Model Improvement

4.1 Use of Content for AI Improvement

By using Optymatch, customers provide explicit consent for the textual content of resumes and job descriptions to be used for improving and training Optymatch's AI models.

4.2 Anonymization & Safeguards

• AI training uses content only in an anonymized and aggregated manner.
• Personally identifiable information (PII), candidate identities, contact details, and organization-specific metadata are excluded from AI training.
• Original files and identifiable candidate records remain secure and are not exposed externally.

4.3 No Third-Party AI Training

• Customer data is not shared with third parties for AI training or commercial exploitation.
• Data is not stored or processed outside Optymatch-controlled infrastructure for AI purposes.

5. Data Storage & Security

5.1 Infrastructure

Optymatch uses industry-leading cloud and database providers, to host and process data. These providers offer enterprise-grade encryption and security controls.

5.2 Security Measures

We implement appropriate technical and organizational safeguards, including:

• Encryption in transit and at rest (where applicable)
• Access controls and role-based permissions
• Monitoring for unauthorized access

While we follow industry best practices, no system can guarantee absolute security.

6. Data Sharing & Disclosure

We may share information only in the following limited circumstances:

• With authorized service providers acting on our behalf (under confidentiality obligations)
• When required by law, regulation, or legal process
• To protect the rights, safety, or property of Optymatch, our users, or the public

We do not disclose customer or candidate data to advertisers or data brokers.

7. Third-Party Integrations

Optymatch supports integrations with third-party services such as Google Calendar, Outlook, and email providers.

• Integration data is accessed only through authorized APIs and solely to deliver requested functionality.
• Use of third-party integrations is governed by the respective providers' terms and privacy policies.
• Optymatch is not responsible for data practices of third-party services.

8. Data Retention

• Data is retained only for as long as necessary to provide the Service and for legitimate business purposes.
• Retention periods may vary based on subscription plans and customer configuration.
• Upon account termination, data may be deleted or anonymized in accordance with our internal retention policies, unless required otherwise by law.

9. Customer Responsibilities

Customers are responsible for:

• Ensuring they have lawful rights and consents to upload candidate data
• Informing candidates about how their data is processed via Optymatch
• Using the platform in compliance with applicable laws

Optymatch acts as a technology provider and does not independently verify candidate consent.

10. Cookies & Tracking Technologies

Optymatch may use cookies and similar technologies to:

• Maintain user sessions
• Improve platform performance and usability
• Analyze usage trends

You may control cookies through your browser settings. Disabling cookies may impact certain features.

11. Children’s Privacy

Optymatch is not intended for use by individuals under the age of 18. We do not knowingly collect data from minors.

12. Policy Updates

We may update this Privacy Policy from time to time. Material changes will be communicated via the platform or email. Continued use of the Service after updates constitutes acceptance of the revised Policy.

13. Chrome Extension Permissions Summary

Optymatch may offer a browser extension to assist with candidate imports. The extension operates strictly on a user-initiated basis and only within permitted scopes.

All extension permissions are limited to certain websites and are used only when the user explicitly triggers an import action. Optymatch does not perform background data scraping or automated data collection.

14. Legal Disclaimer

Optymatch follows industry-standard data protection and security practices; however, no system can guarantee absolute security. In the event of hacking, unauthorized access, system compromise, or a cloud provider incident (including AWS infrastructure issues), Optymatch will take reasonable steps to mitigate impact and notify affected users where appropriate. Optymatch shall not be liable for security incidents or external events beyond its reasonable control.

15. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Email: support@optymatch.com