Privacy Policy

Overview

Zivaro Software, Inc. ("Zivaro", "we", "us", "our"), a Delaware C Corporation, operates an AI-powered talent acquisition platform. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our services — whether as a recruiter, candidate, or visitor.

By using Zivaro, you agree to the practices described below.

This policy applies to users worldwide, including specific disclosures for residents of the United States (including California, Illinois, Colorado, and other states with privacy legislation) and the European Union.

Information we collect

Account information

• Name, email address, and company name when you sign up
• Profile details you provide (phone, location, LinkedIn, GitHub, portfolio links)
• Organization and role information for recruiter accounts

Candidate data

• Resumes and documents you upload
• Work experience, education, and skills you enter or that we extract from your resume using AI
• Job preferences, salary expectations, and availability

Interview data

• Audio recordings of AI voice interviews
• Transcripts generated from interview recordings
• AI-generated evaluation scores, feedback, and skill assessments
• Interview metadata (duration, timestamps, completion status)

Application data

• Job applications and their status history
• Eligibility screening results
• Recruiter notes and decisions

Usage data

• Pages visited, features used, and session duration
• Device type, browser, operating system, and IP address
• Referral source and geographic region (inferred from timezone)

How we use your data

• Deliver the service — run AI screenings, conduct voice interviews, generate evaluations, and manage the hiring pipeline
• Improve AI quality — analyze aggregate patterns to improve interview conduct, scoring accuracy, and screening relevance
• Communicate — send interview invitations, reminders, status updates, and respond to support requests
• Security — detect abuse, prevent fraud, and maintain platform integrity
• Analytics — understand product usage to improve the experience

We do not sell your personal data to third parties.

AI processing and automated decision-making

Zivaro uses AI models to:

• Extract structured data from resumes (name, skills, experience)
• Evaluate candidate eligibility against job criteria
• Conduct voice interviews via our AI interview agent
• Generate interview scores and feedback

Automated decision-making disclosure

Zivaro employs automated employment decision tools (AEDTs) as part of its hiring workflow. These tools assist with:

1. Resume screening — AI analyzes resume text to extract skills, experience, and qualifications
2. Eligibility evaluation — AI compares candidate qualifications against job requirements
3. Interview scoring — AI generates scores based on interview responses

Important: AI-generated outputs (scores, evaluations, summaries) are recommendations only — final hiring decisions are always made by human recruiters. AI-eligible candidates may be automatically invited to interview when enabled by the hiring organization, while AI ineligible or uncertain outcomes are routed for recruiter review before a final adverse eligibility decision.

Your rights regarding automated processing

You have the right to:

• Request information about how AI is used in evaluating your application
• Request human review of any AI-generated evaluation
• Appeal hiring decisions that relied on automated processing
• Request that your application be evaluated without AI assistance (where feasible)

To exercise these rights, contact us at ashish.so@zivaro.ai. For more information about our AI practices, see our AI Disclosure page.

Data sharing

We share data only with service providers necessary to operate the platform:

Provider	Purpose	Data shared
AWS (S3, SES)	File storage, transactional email	Resumes, recordings, email addresses
ElevenLabs	AI voice interviews	Interview audio, candidate name, job context
Google AI (Gemini)	Resume extraction, eligibility screening	Resume text, job descriptions
Amazon Web Services (AWS)	Application hosting, storage, database	Request logs, IP addresses, encrypted data at rest

We do not share candidate data between organizations. Each organization's data is isolated.

Data retention

• Active accounts — data retained while your account is active
• Interview recordings — retained for 12 months after the interview, then deleted
• Deleted accounts — personal data is removed within 30 days of account deletion. Anonymized aggregate data may be retained
• Application data — retained for the duration of the hiring process plus 12 months

Data security

• All data is encrypted in transit (TLS) and at rest (AES-256)
• Database access is restricted to application servers via private networking
• File storage uses private S3 buckets with presigned, time-limited access URLs
• Authentication uses secure session tokens with HTTP-only cookies
• We conduct regular security reviews of our infrastructure

Your rights

You have the right to:

• Access — request a copy of your personal data
• Correction — update or correct inaccurate data
• Deletion — request deletion of your account and associated data
• Export — receive your data in a portable format (data portability)
• Objection — object to specific processing activities
• Human review — request human review of automated decisions affecting you

To exercise any of these rights, contact us at ashish.so@zivaro.ai.

We will respond to requests within 30 days (or 45 days for California residents as required by CCPA/CPRA).

California residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know — request information about categories of personal information collected, the purposes for collection, and categories of third parties with whom we share your data
• Right to Delete — request deletion of personal information we have collected
• Right to Correct — request correction of inaccurate personal information
• Right to Opt-Out of Automated Decision-Making — request that we not use automated decision-making technology in evaluating your candidacy
• Right to Non-Discrimination — we will not discriminate against you for exercising your privacy rights

We do not "sell" or "share" your personal information as those terms are defined under CCPA/CPRA. We do not use your data for cross-context behavioral advertising.

To submit a verifiable request, email ashish.so@zivaro.ai with "CCPA Request" in the subject line.

Illinois residents (AIVFA)

If you are an Illinois resident applying for a job that uses our AI video interview service:

• You will receive notice at least 5 business days before your interview that AI will be used
• You must provide explicit consent before AI analyzes your video interview
• You may request deletion of your interview recording at any time (we will delete within 30 days)
• You have the right to request human review of AI-generated evaluations

Colorado residents (Colorado AI Act)

If you are a Colorado resident, you have the right to:

• Receive notice when AI is used in employment decisions affecting you
• Appeal decisions made with the assistance of AI
• Request information about how the AI system works

Other US states

Residents of Virginia, Connecticut, Utah, and other states with comprehensive privacy laws have similar rights. Contact us to exercise your rights under applicable state law.

Cookies

We use essential cookies for authentication and session management. We do not use advertising or third-party tracking cookies.

Children

Zivaro is not intended for use by anyone under 18. We do not knowingly collect data from minors.

Changes to this policy

We may update this policy from time to time. We will notify registered users of material changes via email. Continued use of the service after changes constitutes acceptance.

Contact

For privacy inquiries or data requests:

Email: ashish.so@zivaro.ai

For US-specific privacy requests, please include "US Privacy Request" in your subject line.

Zivaro Software, Inc. A Delaware C Corporation