olbrainhiring

Privacy Policy

effective 23 May 2026

This Privacy Policy explains how Olbrain Technologies ("olbrain", "we", "us") collects, uses, shares, and protects personal information when you use olbrain — our candidate portal hosted at hiring.olbrain.com — to apply for roles, complete interviews, and communicate with our recruiting team.

olbrain is intended for job applicants and prospective candidates. By signing in or submitting an application, you agree to the practices described here. If you do not agree, please do not use the service.

1. Information we collect

1.1 Information you provide

  • Account information from your Google sign-in: name, email address, profile picture, and Google account identifier.
  • Application materials: CV/résumé, cover letter, portfolio links, work samples, and any documents you upload.
  • Application content: answers to application questions, scheduling preferences, and messages you send through the portal.
  • Interview content: audio, video, transcript, and structured signals generated during AI-assisted interviews you choose to take through olbrain.

1.2 Information we collect automatically

  • Device and log data: IP address, browser type and version, operating system, referring URLs, timestamps, and pages viewed.
  • Authentication tokens and session cookies issued by Firebase Authentication to keep you signed in.
  • Usage events: which pages you view, which actions you take in the portal, and error/diagnostic information.

1.3 Information from third parties

We may receive information about you from sources such as recruiters, referrers, your public professional profiles (e.g. LinkedIn), and background-check or assessment providers — only where this is relevant to the hiring process you have initiated with us.

2. How we use your information

We use the information described above to:

  • Authenticate you and operate the candidate portal.
  • Evaluate your application — including reviewing application materials, scheduling interviews, conducting AI-assisted interviews, and making hiring decisions.
  • Communicate with you about your application, including via email, in-portal messages, and scheduled interview invitations.
  • Maintain a record of past applicants so we can contact you about future suitable roles.
  • Detect and prevent fraud, abuse, security incidents, and policy violations.
  • Improve our hiring processes and the underlying portal — including training or evaluating internal AI models used for screening, where permitted by applicable law and the additional rules in Section 4 below.
  • Comply with legal, regulatory, and audit obligations.

3. Legal bases for processing

We process your personal data on the following bases, depending on the activity:

  • Consent — for example, when you choose to record an AI-assisted interview, or when you opt in to be considered for future roles.
  • Steps to enter into a contract with you — evaluating your application and communicating about the role.
  • Our legitimate interests — operating, securing, and improving olbrain, and maintaining records of our hiring decisions.
  • Legal obligation — record-keeping, tax, and regulatory requirements.

4. AI-assisted interviewing

Some roles include an interview conducted by an AI agent operated by olbrain. If you choose to take an AI-assisted interview through olbrain, please note that:

  • The interview is recorded and transcribed. Audio, video (where applicable), and the resulting transcript are stored as part of your application record.
  • A human reviewer in our recruiting team reviews material outcomes before any hiring decision is made. AI signals inform — but do not solely determine — our decisions.
  • You may request a human-only interview as an alternative. Email legal@olbrain.com with the role you have applied to.
  • We do not sell interview content, and we do not share it with third parties for advertising or unrelated purposes.

5. How we share your information

We share personal information only with:

  • Olbrain personnel involved in your application — recruiters, hiring managers, and interviewers for the role.
  • Service providers (sub-processors) acting on our behalf under written contracts, including:
    • Google LLC and Google Cloud Platform — sign-in, Firebase Authentication, Cloud Firestore, Cloud Storage, and related infrastructure.
    • Vercel Inc. — application hosting and content delivery.
    • AI model providers (such as Anthropic and OpenAI) — for AI-assisted interviewing and review, processed under their respective enterprise agreements.
    • Transactional email and notification providers used to send you application updates.
    • Background-check, identity-verification, or assessment vendors, where a specific role requires them and you have been informed.
  • Legal, regulatory, or government authorities when required by law, court order, or to protect our rights, property, or safety, or that of others.
  • Successors in interest in the event of a merger, acquisition, reorganization, or sale of assets — in which case we will require the recipient to honour this Privacy Policy.

We do not sell your personal information, and we do not share it with third parties for their own advertising or marketing purposes.

6. International transfers

Olbrain is based in India and processes data primarily in India. Some sub-processors (notably Google Cloud, Vercel, and AI model providers) may process your data in the United States, the European Union, or other regions. Where required, transfers are protected by standard contractual clauses or other appropriate safeguards.

7. Data retention

  • Active applications: we retain your account and application data while your application is under consideration.
  • Closed applications: if you are not selected, we retain your application data for up to 24 months so we can consider you for future suitable roles, unless you ask us to delete it earlier.
  • Interview recordings and transcripts: retained for up to 12 months after a hiring decision, then deleted unless a longer period is required for legal, audit, or dispute-resolution purposes.
  • Hired candidates: relevant materials are transferred to our employee records and retained per our internal HR retention schedule.

8. Your rights

Subject to applicable law, you have the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate or incomplete information.
  • Request deletion of your application and account.
  • Object to or restrict certain processing, including profiling for hiring decisions.
  • Withdraw consent at any time, where processing is based on consent.
  • Receive a portable copy of the personal data you have provided.
  • Lodge a complaint with a data protection authority.

To exercise any of these rights, email legal@olbrain.com from the address associated with your application. We will respond within the timelines required by applicable law.

9. Security

We use industry-standard technical and organizational measures to protect your information — including encryption in transit (HTTPS), encryption at rest for stored data, least-privilege access controls, and audit logging. No system is perfectly secure, but we work to minimize risk and to notify affected individuals if a breach occurs where required by law.

10. Children

olbrain is intended for individuals who are legally able to apply for employment in their jurisdiction. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, contact us and we will delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be announced via the candidate portal or by email to the address associated with your account, with at least 14 days' notice before the change takes effect.

12. Contact us

Olbrain Technologies Private Limited
Sector 65, Gurugram, Haryana, India
Email: legal@olbrain.com