Privacy Policy | Klen AI - AI-Powered Recruiting Platform

Privacy Policy

Your privacy is our priority. This policy explains how we collect, use, and protect your information.

Last updated: January 10, 2025

Introduction

Welcome to Klen AI, Inc. ("we," "us," "our," or "Klen AI"). We are committed to protecting your privacy and handling your data in an open and transparent manner. This Privacy Policy explains how we collect, use, process, and disclose your information when you use our AI-powered recruiting platform and related services.

Our platform leverages artificial intelligence to help companies find and hire top talent more efficiently. We understand that trust is essential in the recruiting industry, and we are committed to earning and maintaining your trust through transparent data practices.

Company Information

Legal Entity

Klen AI, Inc.

Business Address

169 Madison Ave #15667
New York, NY 10016
United States

Contact Information

Email: [email protected]

Information We Collect

Account Information

  • Name, email address, and contact information
  • Company name and role/title
  • Profile information and preferences
  • Authentication credentials (encrypted)

Recruiting Data

  • Job posting information and requirements
  • Candidate profiles and resumes
  • Interview notes and feedback
  • Hiring decisions and outcomes
  • Communication history between recruiters and candidates

AI-Generated Content

  • AI-generated candidate summaries and insights
  • Automated interview transcripts and analysis
  • AI-powered recommendations and matching scores
  • Voice assistant interactions and logs

Usage Data

  • Platform usage patterns and analytics
  • Feature utilization and performance metrics
  • Error logs and diagnostic information
  • API usage and integration data

Google Workspace API Data Usage

Authentication & OAuth

We use Google OAuth 2.0 for secure authentication. When you sign in with Google, we access basic profile information including your name, email address, and profile picture.

Gmail API Integration

Our platform integrates with Gmail to enable direct candidate communication:

  • Send emails: Send recruiting emails, interview invitations, and follow-ups directly from our platform
  • Email templates: Create and manage recruiting email templates
  • Delivery tracking: Monitor email delivery status and engagement
  • Thread management: Organize and track candidate communication threads

Important: We only send emails on your behalf when you explicitly initiate the action. We do not read, store, or access your existing Gmail messages.

Google Calendar API Integration

Our AI voice assistants integrate with Google Calendar to streamline interview scheduling:

  • Availability checking: AI assistants can reference your calendar to check availability for interviews
  • Interview scheduling: Automatically schedule interviews when requested by candidates or recruiters
  • Meeting creation: Create calendar events with interview details, attendees, and meeting links
  • Conflict detection: Identify and avoid scheduling conflicts
  • Automated reminders: Set up calendar reminders for upcoming interviews

Scope: We only access calendar data necessary for scheduling interviews and checking availability. We do not access or store personal calendar events unrelated to recruiting activities.

Google API Data Protection

  • • All Google API data is encrypted in transit and at rest
  • • We adhere to Google's API Services User Data Policy
  • • You can revoke Google API access at any time through your Google Account settings
  • • We do not share Google API data with third parties except as necessary for core recruiting functions
  • • Google API data is retained only as long as necessary for the services you've requested

How We Use Your Information

Core Platform Services

  • Provide AI-powered recruiting tools and candidate matching
  • Process and analyze resumes and candidate profiles
  • Generate AI insights and recommendations
  • Facilitate communication between recruiters and candidates
  • Schedule and manage interviews through voice assistants

AI Model Training and Improvement

  • Improve AI matching algorithms and recommendations
  • Enhance voice assistant capabilities and responses
  • Develop better candidate assessment tools
  • Optimize platform performance and user experience

Communication and Support

  • Send platform updates and feature announcements
  • Provide customer support and technical assistance
  • Respond to inquiries and feedback
  • Send important account and security notifications

Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:

With Your Consent

We may share your information when you explicitly consent to such sharing, such as when connecting with potential employers or sharing candidate profiles.

Service Providers

We work with trusted third-party service providers who assist us in delivering our services, including cloud hosting, AI model providers, and analytics services. These providers are bound by strict confidentiality agreements.

Legal Requirements

We may disclose your information if required by law, regulation, or legal process, or to protect the rights, safety, or security of our users or the public.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction, subject to the same privacy protections.

Data Security

We implement industry-standard security measures to protect your information:

Technical Safeguards

  • • End-to-end encryption for data transmission
  • • AES-256 encryption for data at rest
  • • Multi-factor authentication
  • • Regular security audits and penetration testing

Operational Safeguards

  • • Role-based access controls
  • • Employee privacy training
  • • Secure development practices
  • • 24/7 monitoring and incident response

Your Rights and Choices

You have the following rights regarding your personal information:

Access and Portability

Request access to your personal information and receive a copy in a portable format.

Rectification

Request correction of inaccurate or incomplete personal information.

Deletion

Request deletion of your personal information, subject to certain exceptions.

Restriction

Request restriction of processing of your personal information in certain circumstances.

Objection

Object to the processing of your personal information for certain purposes.

Withdraw Consent

Withdraw your consent to processing where we rely on consent as the legal basis.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

  • EU-US Data Privacy Framework compliance
  • Standard Contractual Clauses (SCCs) with service providers
  • Adequacy decisions from relevant data protection authorities
  • Additional security measures for cross-border transfers

Data Retention

We retain your information only as long as necessary to provide our services and fulfill the purposes outlined in this policy:

Account informationUntil account deletion
Recruiting data7 years after completion
AI-generated insights3 years or until deletion request
Usage analytics2 years (anonymized)
Google API dataUntil service discontinuation

Children's Privacy

Our platform is designed for professional recruiting purposes and is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. For significant changes, we may also provide additional notice, such as sending an email notification.

Contact Us

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

Mailing Address

Klen AI, Inc.
169 Madison Ave #15667
New York, NY 10016
United States

For data protection inquiries specifically related to GDPR or other privacy regulations, please include "Privacy Request" in your email subject line to ensure prompt handling.