™1. Who we are
VelaiSearch is a job platform where candidates build profiles and resumes, find and apply for jobs, and use AI tools, and where recruiters post jobs and review applicants. For the personal data described here, the operator of this service is the “data fiduciary”.
When a candidate applies for a recruiter's job, the recruiter's organisation receives that application and decides for itself how to use it. It becomes responsible for that copy of the data. See section 5.
2. What we collect
| Category | What it includes | Why |
|---|---|---|
| Account | Email address, password (stored only as a salted one-way hash, never in readable form), account type (candidate or recruiter), and when you accepted these documents. | To create and secure your account. |
| Sign-in sessions | For each device you sign in on: browser/device description, IP address, and when it was last used. | To keep you signed in, let you sign devices out, and detect misuse. |
| Profile | Name, headline, summary, skills, work experience, education, location, expected salary, notice period, work-mode preference, profile links, job-search status and notification preferences. | To match you to jobs and show recruiters who you are when you apply. |
| Resumes | Files you upload (kept encrypted), and the results of analysing them: extracted details and scores. Resumes you build in the resume builder. We do not keep the extracted full text of an uploaded file. | To let you apply with one click, analyse and improve your resume. |
| Activity | Jobs you apply to, cover letters, match scores and reports, saved jobs, job alerts, companies you block, Autopilot rules and its queue, notifications, and messages between candidates and recruiters. | To run the service and show you your history. |
| Recruiters and companies | Company details, team members, domain verification, job postings, and how you handle applicants (status changes, messages). | To run recruiter accounts and verify employers. |
| Payments | The plan you buy, amount, order and payment reference numbers, status and invoice details. Card, UPI and bank details are entered on our third-party payment provider's page and are never sent to or stored by us. | To take payment, activate your plan and keep accounts. |
| Usage and technical | Which AI feature was used, with which model, how many tokens and how long it took (not the text you sent); security events such as lockouts and resume downloads; error logs; IP addresses for rate limiting and fraud prevention. | To keep costs, security and reliability under control. |
We collect this from you directly, from your use of the service, and from your payment provider. We do not collect it from data brokers.
3. How we use it
- To provide the service: your account, profile, applications, messages, job matching, resume tools, Autopilot and your plan.
- To send service messages: password resets, receipts, security notices, and the application and job-alert notifications you have switched on in Settings.
- To secure the platform: preventing fraud, abuse, scraping and unauthorised access.
- To take payment and keep the financial records the law requires.
- To improve the product, using aggregate usage rather than your content.
- To comply with the law and respond to lawful requests.
Job matching scores are produced by fixed, explainable rules comparing your profile with a job. Recruiters, not software, make hiring decisions, and nothing on VelaiSearch makes a decision about you with legal effect on its own.
4. AI features and your data
Some features (resume analysis and tailoring, cover letters, the career coach, interview practice, resume writing help, and recruiter candidate briefs) use AI models run by third-party providers. To produce a result we send the provider only what the feature needs: for example the text of your resume, your profile facts, a job description, or the message you typed to the coach. For recruiter candidate briefs we remove the candidate's name, email address and phone number first.
- We send AI requests to third-party AI providers. They process the text to return a result and may keep it under their own terms; some providers, especially free models, may log requests. Please do not put sensitive information (health, caste, religion, government ID numbers) into AI features.
- AI output is a draft. It can be wrong or incomplete, so check it before you use it. We tell the models not to invent facts or infer traits such as age, gender, religion or disability.
- To save time and cost we keep recent AI results derived from your data (for example the analysis of a resume you already analysed) in a private cache, available only to you, for up to 30 days. It is deleted with your account.
6. Service providers
We use these providers to run VelaiSearch. Each handles data only to provide its service to us.
| Provider | What for | Data involved | Where |
|---|---|---|---|
| Third-party hosting provider | Hosting, managed database and encrypted file storage | Everything you store with us (resume files are encrypted before they reach storage) | Application and database in Bangalore, India; encrypted resume files in Singapore |
| Third-party payment provider | Payments | Your payment details (entered on the provider's page), plan, amount and contact details needed to process the payment | As described in the provider's policy |
| Third-party AI providers | AI features | Text you submit to an AI feature (section 4) | May process outside India |
| Email delivery provider | Service emails and notifications | Your email address and the message content | As described by the provider |
Some of these providers are outside India. We transfer data only to the extent the DPDP Act permits and rely on the providers' security commitments.
7. How long we keep it
- While your account is open we keep your profile, resumes, applications, messages and settings so the service works.
- When you delete your account we remove your profile, resumes (the stored files are deleted first), resume-builder documents, applications, saved jobs, alerts, messages (a conversation is removed for the other person too), Autopilot data, sessions, plan and invoices held in our system, and your private AI cache. If you are a recruiter, your job postings and the applications to them are removed too.
- What can remain: security and administrative audit records (which include the account email and what happened) and AI usage records (a user reference, feature, token counts and time, but not your content, trimmed after about 90 days) are kept for security, abuse prevention and cost control. Copies that recruiters already received and downloaded are in their hands. Our payment provider keeps its own payment records as the law requires of it.
- Backups are overwritten on the provider's normal cycle.
8. Your rights and choices
Under the DPDP Act you can ask us to confirm and summarise the personal data we process about you, correct or complete it, erase it, and withdraw consent. You can also nominate someone to exercise these rights for you if you die or cannot do so, and complain to us (section 12) and to the Data Protection Board of India.
- See and correct: edit your profile and resumes any time in VelaiSearch.
- Download your data: Settings, Account, “Download my data” gives you a JSON copy.
- Delete your account: Settings, Account. You confirm with your password.
- Notifications: choose which emails and alerts you get in Settings, Communication & Privacy.
- Autopilot and AI: you can turn Autopilot off, withdraw applications it sent, and simply not use AI features.
- Sign devices out: Settings, Security & Devices.
Withdrawing consent or deleting your account means we can no longer provide features that need the data.
9. Security
- Connections to velaisearch.com use HTTPS.
- Passwords are stored as salted hashes; sign-in has rate limiting and temporary lockout after repeated failures; each device has its own session that can be revoked.
- Resume files are encrypted with AES-256-GCM before they are stored, and only you and the recruiters of jobs you applied to with that resume can download them.
- Access inside our team is limited to what people need, and sensitive actions are logged.
No system is perfectly secure. If a breach affects your personal data we will tell you and the authorities as the law requires.
10. Children
VelaiSearch is for people aged 18 and over. We do not knowingly collect data from anyone under 18. If you believe a child has an account, contact us and we will delete it.
11. Changes to this policy
If we change this policy we will update the date above and, for material changes, tell you in the product or by email before they take effect. The current version is always at velaisearch.com/privacy.
12. Contact and complaints
For privacy questions, to use your rights, or to complain, write to our Grievance Officer at [email protected]. We acknowledge complaints within 24 hours and aim to resolve them within 15 days. See also our Contact page.
If we do not resolve your concern you may complain to the Data Protection Board of India.