Privacy Policy

1. Scope of this Policy

This Policy applies to all users of Numuv: applicants (candidates), recruiters, staffing organization heads and members, support agents, administrators, and website visitors. If a written data-processing agreement with your employer or staffing organization further governs the processing of your data, that agreement supplements this Policy.

2. Information we collect

We collect the following categories of information:

• Account & identity data — name, email, phone number, password hash, role, timezone, profile picture and, for organization accounts, company name, domain and billing details.
• Professional & candidature data — resumes, work history, education, skills, certifications, salary expectations, notice period, preferred locations, cover letters, portfolio links, and any content you submit while applying to a job.
• Interview and screening data — audio and video recordings of AI screening interviews, transcripts, question-and-answer content, evaluation scores, functional/technical/behavioural sub-scores, and Jay coaching conversations.
• Communications data — messages exchanged with our support team, email/SMS/WhatsApp notifications you receive from us, reviews you post about organizations or candidates, and feedback submissions.
• Wallet & transactional data — Mu Points balance, purchase history, add-on activations, and payment metadata (Numuv does not store full card numbers; those are processed by our payment provider).
• Technical & device data — IP address, browser type, device identifiers, operating system, session tokens, referral URL, feature flags, and interaction/analytics events.
• Cookies & similar technologies — session cookies (required to keep you signed in), preference cookies (theme, language), and privacy-respecting analytics.

3. How we collect information

We collect information (a) directly from you when you create an account, upload a resume, apply to a role, record a screening, chat with Jay, contact support, or complete a review; (b) automatically as you use the Service, via cookies, log files, and product analytics; (c) from third parties such as your staffing organization when it bulk-uploads candidate data on your behalf, or from LinkedIn/OAuth providers when you sign in through them.

4. How we use your information

We use your information to:

• Operate and secure the Service — authenticate you, provision your role, host your files, provide support, prevent fraud and abuse.
• Match candidates to roles — generate vector embeddings from resumes and job descriptions and rank matches, respecting the minimum match percentage set by the recruiter.
• Run AI-driven screening — generate interview questions, evaluate answers, produce job-fit scores, and trigger any auto-decision the recruiter has configured (for example, auto-select above a threshold).
• Send transactional and product communications — application updates, interview reminders, offer notifications, wallet alerts, and important service announcements.
• Improve the Service — perform aggregated analytics, monitor performance, debug incidents, and develop new features.
• Comply with legal obligations, tax, accounting, and safety requirements.

5. Legal bases for processing

Where applicable law (e.g., GDPR / UK GDPR) requires a legal basis, we rely on: (a) performance of a contract with you (delivering the Service you signed up for); (b) our legitimate interests (running, improving, securing and marketing the Service in a way that does not override your rights); (c) your consent (for optional cookies, marketing emails, and profile visibility to recruiters — you can withdraw consent at any time); and (d) compliance with legal obligations.

6. AI processing and automated decisions

Numuv routes AI actions through a multi-provider pipeline (Abacus RouteLLM → OpenAI → Anthropic Claude → Google Gemini → DeepSeek → Emergent LLM safety net). Prompts and completions are not used by us or our providers to train third-party foundation models. Recruiters may enable an "AI auto-decision" threshold that auto-marks a candidate as Selected or Rejected based on their AI job-fit score. This is decision-support: a recruiter can always override the decision manually, and you can request human review of any automated outcome by writing to hello@numuv.app.

7. Interview recordings

AI screening interviews are recorded (audio and, when enabled, video) so recruiters can evaluate you and produce an audit trail. Recordings are stored encrypted at rest, are visible only to the recruiter who initiated the screening and to authorized Numuv admins for abuse/safety review, and are retained for the workspace-configured retention window (default 12 months). You can request earlier deletion by writing to hello@numuv.app, subject to any legal-hold requirements.

8. Sharing your information

We share information only with:

• Recruiters and staffing organizations — when you apply to a role or when a staffing org you belong to matches you to a posting.
• Service providers acting on our instructions — cloud hosting, object storage, LLM providers, email (Resend), SMS/WhatsApp (Twilio), analytics, payment processors — all bound by confidentiality and data-protection obligations.
• Our support agents and administrators — strictly for troubleshooting, safety enforcement, or when you ask us for help.
• Successors — if Numuv is involved in a merger, acquisition or asset sale, your data may transfer to the acquirer subject to the same protections in this Policy.
• Authorities — where required by valid legal process, or to protect the rights, property or safety of Numuv, our users or the public.

9. We do not sell your personal information

Numuv does not sell your personal information for money, and we do not "share" it for cross-context behavioural advertising as those terms are defined under the California Privacy Rights Act (CPRA).

10. Data retention

We keep account and profile data while your account is active. If you delete your account, we purge personally-identifiable data from primary systems within 30 days, with a maximum of 90 days for encrypted backups. Wallet, invoice and audit records may be retained up to 7 years to meet tax and accounting obligations. Aggregated, de-identified statistics may be kept indefinitely.

11. Security

We protect your data with TLS 1.2+ in transit, AES-256 at rest, role-based access control, JWT-secured APIs, automated backups, and continuous monitoring. We restrict internal access on a need-to-know basis and audit every administrative action. No system is 100% secure — please choose a strong, unique password and enable multi-factor authentication when we offer it. Report suspected vulnerabilities to hello@numuv.app; we triage within one business day.

12. International transfers

Numuv may process data in the United States, the European Union, and India. Where we transfer personal data outside your region, we rely on Standard Contractual Clauses or equivalent safeguards approved by the relevant authorities.

13. Your rights

Depending on your location, you may have the right to (a) access the personal information we hold about you; (b) correct inaccurate data; (c) request deletion; (d) restrict or object to certain processing; (e) request a portable copy; (f) withdraw consent; and (g) lodge a complaint with your local data-protection authority. To exercise any right, email hello@numuv.app from the address on your account. We respond within 30 days.

14. Children

The Service is not directed to individuals under 16. We do not knowingly collect personal information from anyone under 16. If you believe a minor has provided us data, please contact us and we will delete it.

15. Cookies and tracking

We use strictly-necessary cookies to keep you signed in and to remember your interface preferences. We also use privacy-respecting analytics to understand product usage. You can manage cookies in your browser settings; disabling strictly-necessary cookies will break parts of the Service.

16. Third-party links

The Service may link to third-party sites (job posting sources, external calendars, payment portals). Numuv is not responsible for the privacy practices of those third parties. Please review their policies before providing information to them.

17. Changes to this Policy

We may update this Policy periodically. Material changes will be highlighted on our homepage or emailed to you. Continued use of the Service after the effective date constitutes acceptance of the revised Policy.

18. Contact us

Numuv can be reached at hello@numuv.app for privacy questions, data-subject requests, or complaints. For urgent security matters, use the same address with subject line "SECURITY".