Privacy Policy

• Organization users — recruiters, hiring managers, interviewers, and administrators who sign in to a tenant workspace.
• Candidates — individuals who interact with hiring flows via secure magic links (scheduling, assessments, video interviews, offers) without a full platform account.

For candidate personal data, your prospective employer (the organization using SmartHR) is typically the data controller. YutiTech processes that data on their instructions as a service provider.

Account and workspace data

• Name, work email, tenant identifier, role assignments, and authentication logs.
• Team invitations and password-reset activity.

Recruiting and candidate data

• Job descriptions, hiring blueprints, funnel configuration, and workflow history.
• Candidate contact details (name, email, phone), résumés, application status, ranking scores, notes, and communication history.
• Interview schedules, feedback, recordings, transcripts, and assessment responses.
• Offer documents and related approval records.

Google user data

Technical and usage data

• IP address, browser type, device information, and request logs for security.
• Proctoring and integrity signals during assessments (e.g. tab focus events).
• Audit events recording material actions in the platform.

We use collected information to:

• Provide, operate, and improve SmartHR.
• Run hiring workflows requested by your organization.
• Send transactional emails (invitations, scheduling, assessments, reminders).
• Generate AI-assisted summaries, rankings, or scoring when enabled by your tenant.
• Detect abuse, enforce security, and maintain audit trails.
• Comply with legal obligations.

Depending on configuration, we may send portions of job or candidate content to AI providers (such as OpenAI or Anthropic) to generate structured outputs. Video interviews may use LiveKit for real-time media; recordings may be transcribed using services such as Deepgram or in-cluster workers. Email may be delivered via SMTP, Amazon SES, or similar providers. Files may be stored in object storage (e.g. MinIO or Amazon S3). These processors handle data only to provide the service.

Default retention periods (tenant-configurable within policy limits) include:

• Candidate profiles and résumés — up to 24 months after last activity.
• Applications and workflow history — up to 36 months after job close.
• Audit events — up to 7 years where required for compliance.
• Email raw payloads — up to 12 months.
• Offer documents — up to 7 years after acceptance or rejection.

Organizations may request deletion of candidate data subject to legal and contractual constraints. Backup snapshots may retain encrypted copies for a limited period before expiration.

We do not sell personal information. We share data only with service processors under contract, with your organization's authorized users within the same tenant, or when required by law. Candidate data is isolated per tenant.

We apply tenant-scoped access controls, encrypted transport (HTTPS/TLS), signed magic-link tokens for candidate flows, and append-only audit logging for sensitive actions. No system is perfectly secure; report concerns to privacy@yutitech.in.

Depending on your jurisdiction, you may have rights to access, correct, delete, restrict, or export personal data. Candidates should contact the hiring organization first; you may also email privacy@yutitech.in. We aim to respond within 30 days.

Data may be processed in India or other regions where our infrastructure and subprocessors operate. We take steps to protect data consistent with applicable law.

SmartHR is not directed at individuals under 16 and is intended for professional hiring use.

We may update this policy from time to time. The "Last updated" date at the top of this page will change when we do. Continued use after changes constitutes acceptance of the revised policy.

YutiTech
Privacy: privacy@yutitech.in
General inquiries: hr@yutitech.in