Privacy Policy

1. Who we are and who this policy covers

insiderOne for Employers, the Human Operating System, is a hiring and HR workspace available to business customers ("Employer", "you", "your team"). It is operated in India by Aurist Private Limited, North Lakhimpur, Assam, India ("insiderOne", "we", "us", "our"). The insiderOne brand belongs to insiderOne Technologies FZE LLC, United Arab Emirates.

This policy covers three groups of people:

• the Employer's own team members who use the workspace;
• candidates whose data passes through it: applicants, and people SCOUT finds or VERA checks;
• the Employer's employees, whose records the Employer keeps in People and who may use the Employer's staff portal.

Section 3 explains which role insiderOne plays for each.

For privacy enquiries, contact us at: contactus@insiderone.in

2. What data we collect

• Employer account data: team members' name, work email, role within the workspace, and company details (name, size, industry, logo). Sign-in is by a one-time code sent to your work email; we do not ask you for a password.
• Job and pipeline data: role descriptions, pipeline stages, notes, and templates your team creates.
• Candidate data you collect: applications, résumés, and any notes or ratings your team adds to a candidate's record.
• Screening interviews: when the Employer invites a candidate to an AI screening interview, the questions, the transcript of the candidate's answers, the mark for each answer and any request the candidate makes for more time, another format or a person. Audio is turned into text; the recording is not sent to the Employer.
• SCOUT sourcing data: the brief you give SCOUT, and the people it finds in the sources listed in section 5, with the source each came from, plus the messages SCOUT sends and the replies. A person SCOUT contacts can see what it holds about them and have it deleted from a link in the email.
• VERA verification data: the evidence plan your team approves, what the candidate and the referees they name send, the candidate's consent to any check, and the results. Until a licensed check provider is connected, checks run only on your own test applicants and every result says it is simulated.
• Readings of an applicant's links: when someone on your team asks what an applicant's links show, the public pages at the links the applicant gave, and what they show for and against the role's requirements.
• Employee data (People and the staff portal), entered by the Employer's HR team, carried over from an accepted offer, imported from a spreadsheet, or entered by the employee in the portal:
  • identity and job: name, work and personal email, phone, employee code, job title, department, manager, work location, employment type, joining date, probation and notice, status, and any custom fields the Employer adds;
  • pay: annual CTC and fixed pay, basic pay in the UAE, each month's additions and recoveries, and the details a payroll provider needs to pay someone: in India the PAN, bank account and IFSC, and the UAN; in the UAE the IBAN, the bank's routing code and the labour-card personal number;
  • time: check-in and check-out times with breaks, corrections and their reasons, leave requests and their reasons, leave balances, and holidays;
  • work: goals, self-reviews, manager reviews and ratings, onboarding and exit tasks, exit details with the last working day and settlement, and letters HR issues;
  • documents the Employer asks for and the employee uploads (PDFs and photos), and policy acknowledgements;
  • POSH records: the Internal Committee's members, their roles and terms, whether each is a woman (which the 2013 Act's composition rule needs), and each year's report as counts with an optional note. No complaint, complainant or inquiry is stored.
  People has no field for an Aadhaar number, an Emirates ID number or a US Social Security number. A company can't add its own field for an Aadhaar or Social Security number, and a document request can't ask for an Aadhaar card or a Social Security card. Attendance records times only: nothing watches a screen, a location, an IP address or a device.
• Usage data: pages visited, features used, session duration, device type, browser, IP address, and referring URL.
• Communications: messages sent to our support team, and outreach messages SCOUT sends on your behalf, retained for delivery and audit purposes.
• Billing data: the plan the Employer chose, its company size and country, the number of employees billed, its tax ID if it gives one, and its invoices.

We do not take card payments today and hold no card details. Each invoice says how to pay it.

3. Controller and processor roles

These roles determine who is accountable for what, and they differ by data type:

• Employer account and workspace data: InsiderOne is the controller — we decide how this data is processed to run the Service and your relationship with us.
• Candidate data you collect or request verification for (applications, VERA check results, notes your team adds): the Employer is the controller, InsiderOne is the processor acting on your instructions. If you are a candidate and have a query about this data, it should go to the Employer who requested it, not InsiderOne, though we will help route it correctly.
• Employee data in People and the staff portal: the Employer is the controller and insiderOne its processor, the same as for candidate data. An employee with a question about their record should ask their employer; if they write to us, we pass it on and help.
• insiderOne member profile data surfaced by SCOUT: InsiderOne is independently the controller of that member's account, under the insiderOne CareerOS Privacy Policy. Once an Employer collects or acts on that data (e.g. saves a shortlist, sends outreach), the Employer becomes a controller of what it has collected.

4. How we use data

• Provide and operate the workspace, including SCOUT sourcing, VERA verification, pipelines, and applicant tracking.
• Run People for the Employer: employee records, onboarding, leave, attendance, payroll inputs and the UAE salary file, reviews, exits and letters, policies, documents and POSH records, and the staff portal where employees sign in with a one-time code sent to their email.
• Prepare the payroll input sheet and, for the UAE, the WPS salary file, for the Employer to download and give to its payroll provider or bank. We do not run payroll or pay anyone, and we do not send these files anywhere ourselves.
• Bill the Employer, as section 9 of our Terms of Service describes.
• Send transactional emails (sign-in codes, account verification, check-status updates, important product updates) and, if you've opted in, product updates.
• Send candidate consent requests on your behalf when you order a VERA check.
• Improve the product using aggregated and de-identified data.
• Comply with our legal obligations under the Digital Personal Data Protection Act 2023, the Information Technology Act 2000, and other applicable law.

5. AI processing (SI)

Super Intelligence (SI) is insiderOne's name for the automated features in the product. They run on third-party AI models, currently Google's Gemini. They are automated: no person at insiderOne reads or writes their output before your team sees it. Where they run:

• SCOUT, an AI sourcing agent, searches the sources listed below with searches built from the role, drafts outreach, and sends it once someone on your team approves the plan and the message. It sends one follow-up on its own, which your team can switch off. Where the approved plan says so, it invites people who apply to a screening interview and ranks them into a shortlist for your team.
• VERA, an AI evidence agent, compares what an application says with what has been confirmed, asks the candidate for evidence once your team approves its plan, and gives your team a summary with no score.
• Screening interviews: an AI interviewer asks the questions and marks each answer against the role's requirements. Your team sees the mark with every question and answer. On a New York City role without a current bias audit, no mark is shown.
• Reading an applicant's links: when your team asks, the links the applicant gave are read (GitHub through its public API, other pages through Firecrawl) and an AI model lists what they show for and against each requirement. It gives no score.
• Ask: when someone on your team asks a question, the records the answer needs are sent to the AI model. For the owner and HR admins that can include People records: names, job details, leave with its reasons, attendance and monthly fixed pay. PAN, bank details and documents are never sent.

In every case:

• Only the text a task needs is sent to the AI model, which returns a result. The models are Google's Gemini, with OpenRouter as a second route (section 7).
• We do not use your workspace's or candidates' data to train third-party AI models unless you explicitly consent.
• Nothing here turns anyone down or moves an application on its own. A person on your team makes every hiring decision. AI output is not a substitute for your own review and judgment.

6. Employee data: who at the Employer can see it

People is for the Employer's HR. Who sees an employee's data depends on their role in the workspace:

• The owner and HR admins see and manage People, including pay. Bank details are shown masked until one of them chooses to see them, and a change an employee makes to their bank details waits for HR to confirm it before it reaches a payroll file.
• Recruiters, hiring managers and interviewers on the hiring side cannot open People.
• A manager, in the staff portal, sees the leave and attendance requests of the people who report to them, with the reason when the manager is the one deciding, who of them is on approved leave in the next two weeks, their goals, and the reviews they are named on.
• Each employee sees their own record in the portal, in the parts the Employer has switched on: their details, onboarding tasks, leave, attendance, goals and reviews, documents, policies and pay details.

Edits to an employee's record, and each confirmation, edit and export of their pay details, are logged on the record with who made them and when. The purposes are the ones in section 4: running the Employer's HR, and preparing the payroll inputs the Employer gives its payroll provider. SCOUT and VERA do not use employee data. The one use insiderOne makes of it for itself is counting the people in People for the Employer's invoice.

7. Data sharing

We do not sell personal data. We share it only in these circumstances:

• Service providers, each bound by a data processing agreement. This list is read from the same place as our security page, so the two cannot disagree:
  • Supabase — database, sign-in and file storage. Receives: everything stored in the product. Where: Mumbai, India (ap-south-1).
  • Cloudflare — hosting, network edge and bot protection on forms. Receives: requests passing through, including ip addresses. Where: Global edge network.
  • Google (Gemini) — language models that draft, search and summarise for scout, vera, ask and readings of an applicant's links. Receives: the profile, role and message text a task needs; an epfo passbook a candidate chooses to upload for vera (read for employer names and months; the file isn't kept); the public pages an applicant's links point to, when your team asks; and, when the owner or an hr admin asks ask about people, the records the answer needs (never pan, bank details or documents). Where: United States and other Google regions.
  • OpenRouter — a second route to language models when the first is unavailable. Receives: the same task text as above, when used. Where: United States.
  • Resend — sending email. Receives: recipient address, name and the message itself. Where: United States.
  • AssemblyAI — transcribing call recordings you choose to upload. Receives: the recording and the transcript. Where: United States.
  • Firecrawl — reading public web pages: a company's own website, and the links an applicant chose to give when your team asks what they show. Receives: the page address, which for an applicant's link can be their personal site or portfolio, and the public page it returns. Where: United States.
• Verification providers: none is connected today. When one is, the details a check needs go to that provider for that check only, after the candidate agrees, and the provider is added to the list above first.
• Public sources: SCOUT sends the sources in section 5 searches built from the role, such as skills, titles and places, and nothing about your applicants. When your team asks what an applicant's links show, the GitHub address the applicant gave is read through GitHub's public API, and other links through Firecrawl. No private data is read.
• The Employer's payroll provider or bank: only by the Employer, who downloads the payroll inputs or the UAE salary file and passes it on. insiderOne sends neither.
• Legal requirements: if required by Indian law, court order, or government authority.
• Business transfers: in the event of a merger or acquisition, with appropriate notice.

8. Cross-border transfers

No verification provider is connected today. Once one is, VERA's international check type may involve sending candidate data to verification sources located in the country the record is held in, and receiving results back from that jurisdiction. Where this happens, the Employer requesting an international check is responsible for ensuring it has a lawful basis to do so, including any cross-border transfer consent the candidate's jurisdiction requires. Our database is in Mumbai. Several of the service providers in section 7 process data outside India, mostly in the United States; section 7 says where each one does, under its data processing agreement with us.

9. Data retention

We retain Employer workspace data for as long as the workspace is active. Nothing in the product deletes it on a timer today:

• Applications, interviews, VERA records and link readings are kept until the Employer deletes them or asks us to. The Employer can set a retention window in its settings; today that shows which finished applications fall outside it, and does not delete them.
• What SCOUT found about a person is kept until that person deletes it from the link in SCOUT's email, or the Employer asks us to.
• Employee records are kept while the workspace is active, including for people who have left, so that letters and settlements can still be produced. HR can remove a document; to delete an employee's record, the Employer writes to us.

Closing a workspace. There is no control in the product to close a workspace yet. The owner writes to contactus@insiderone.in, and we confirm with them in writing what will be deleted, then close the workspace. We delete or anonymise its data within 30 days of closing, except where the law requires us to keep it, or for fraud prevention. The Employer can export its hiring data and its People list first.

10. Rights — Employer users

As an Employer team member, you have the right to:

• Access: request a copy of the personal data we hold about you as an account holder.
• Correction: update or correct inaccurate account data directly in workspace settings.
• Deletion: request deletion of your account.
• Opt-out: unsubscribe from marketing emails at any time.

To exercise any right, email contactus@insiderone.in. We will respond within 30 days.

11. Rights — candidates and employees

If you are a candidate whose data was collected or checked through an Employer's use of this Service, the Employer that collected it is your primary point of contact for access, correction, or deletion requests, since they control that data. If you contact InsiderOne directly, we will forward your request to the relevant Employer and assist as their processor. Where InsiderOne independently holds your data as an insiderOne member (surfaced to Employers via SCOUT), your rights over that data are set out in the insiderOne CareerOS Privacy Policy.

If you are an employee whose employer uses People, your employer controls your record and answers requests to see, correct or delete it. You can see much of it yourself in your employer's staff portal. If you write to us, we pass your request to your employer and help them answer it.

12. Security

We encrypt data in transit, check every request on our servers against the company it belongs to, sign people in by a one-time code rather than a password, and review security regularly. The security page sets out each measure. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by a prominent notice in the Service. Continued use after changes take effect constitutes acceptance.

14. Grievance Officer

Under the Information Technology Act, 2000 and the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, complaints about the platform, its content or how your data is handled can be sent to our Grievance Officer:

Bishnu Dev Changkakoti, Founder and Chief Executive Officer
Email: contactus@insiderone.in (please put "Grievance" in the subject)

We acknowledge a complaint within 24 hours and resolve it within 15 days of receiving it. Tell us who you are, what the complaint is about, and where on the platform it happened, so we can act on it.

15. Contact

Aurist Private Limited · North Lakhimpur, Assam, India
Email: contactus@insiderone.in