1. Purpose and scope

AIML Integrated Data Solutions Private Limited  operates this portal to:

• Publish company news, events, research, and organizational updates.

• Explain and promote our AI/ML products, services, capabilities, and employment opportunities.

• Communicate with customers, partners, job seekers, and other interested persons.

• Receive and manage job applications.

• Provide AI-assisted tools, such as job matching, search, recommendations, or conversational support, where expressly identified.

These policies apply to visitors, subscribers, candidates, registered users, and anyone who communicates with us through the portal. Separate contractual terms may apply to customers using our commercial products.

Privacy Policy

2. Information we collect

Depending on how you use the portal, we may collect:

• Identity and contact information, including your name, email address, telephone number, country, company, and professional title.

• Recruitment information, including your resume, education, employment history, skills, certifications, portfolio, interview notes, salary expectations, work authorization, preferred location, and responses to application questions.

• Account information, including usernames, authentication records, preferences, and account activity.

• Technical information, including IP address, device type, browser, operating system, referring page, access times, diagnostic records, and security logs.

• Usage information, including pages viewed, searches, interactions, link clicks, and engagement with company content.

• Communications, including inquiries, support requests, feedback, chatbot conversations, and newsletter preferences.

• Information from permitted third parties, such as recruitment agencies, professional references, job boards, publicly available professional profiles, analytics providers, and identity or background-check providers where lawful.

We will not intentionally request sensitive information unless it is necessary and legally permitted. Candidates should not submit national identification numbers, medical records, banking details, passwords, or unrelated confidential information through a resume or general inquiry form.

3. How we use information

We may process personal information to:

• Operate, secure, maintain, and improve the portal.

• Respond to inquiries and provide requested information.

• Manage applications, interviews, assessments, references, offers, and recruitment records.

• Match candidates with suitable current or future vacancies.

• Verify qualifications and conduct legally permitted checks.

• Send organizational updates or marketing messages where consent or another lawful basis applies.

• Measure portal performance and understand audience engagement.

• Detect fraud, abuse, unauthorized access, and security incidents.

• Meet legal, regulatory, accounting, and recordkeeping obligations.

• Establish, exercise, or defend legal claims.

We will not use personal information for a materially different purpose without providing appropriate notice and, where required, obtaining consent.

4. Legal grounds and consent

Where applicable law requires a legal basis, we rely on one or more of the following:

• Your consent.

• Steps requested by you before entering an employment or commercial relationship.

• Performance of a contract.

• Our legitimate interests, where those interests are not overridden by your rights.

• Compliance with legal obligations.

• Protection of vital interests or establishment and defense of legal claims.

You may withdraw consent where processing depends on consent. Withdrawal does not affect processing that was lawful before withdrawal.

5. Sharing information

We may disclose information to:

• Authorized employees and hiring managers.

• Affiliated companies involved in recruitment or portal operations.

• Cloud hosting, security, analytics, communications, recruitment, assessment, and customer-support providers.

• Recruitment agencies and professional advisers.

• Background-check providers and references, with appropriate notice or authorization.

• Government, regulatory, judicial, or law-enforcement bodies where legally required.

• Parties involved in a merger, financing, reorganization, acquisition, or sale of business assets.

Service providers must process data only for authorized purposes and apply appropriate confidentiality and security protections. We do not sell candidate resumes or application information.

6. International data transfers

Information may be processed in countries other than the country where it was collected. Where required, we use appropriate safeguards, contractual protections, and transfer mechanisms so that transferred personal information receives legally required protection.

7. Data retention

We retain information only as long as reasonably necessary for the stated purposes, including legal, security, audit, and dispute-resolution requirements.

Information

Proposed retention rule

Unsuccessful candidate records - [12/24] months after the process closes

Talent-pool profiles - [12/24] months from consent or last meaningful activity

Successful candidate records - Transferred to the employee record and retained under HR policy

General inquiries - [12] months after resolution

Newsletter information - Until unsubscribe, plus a limited suppression record

Security and access logs - [90/180/365] days unless an incident requires longer retention

Cookie information - As specified in the cookie preference center

These periods must be adjusted to applicable employment, limitation, tax, and regulatory requirements.

8. Security

We use reasonable administrative, organizational, and technical measures designed to protect information, including access controls, authentication, encryption where appropriate, logging, backups, staff training, vendor assessment, and incident-response procedures.

No internet-based service is completely secure. Users should avoid submitting passwords, financial information, identification documents, or confidential third-party information unless specifically requested through an approved secure process.

9. Individual rights

Depending on applicable law, individuals may have the right to:

• Request access to personal information.

• Ask us to correct inaccurate information.

• Request deletion or restriction of processing.

• Object to particular processing.

• Withdraw consent.

• Request a portable copy of certain information.

• Opt out of direct marketing.

• Request information about AI-assisted or automated processing.

• Seek human review of a decision where applicable.

• Complain to the relevant data-protection authority.

Requests may be submitted to [privacy email]. We may verify the requester's identity before responding.

Applicant Privacy and Recruitment Policy

10. Recruitment principles

AIML Integrated Data Solutions Private Limited is committed to fair, relevant, accessible, and non-discriminatory recruitment. Hiring decisions will be based on legitimate job-related criteria such as qualifications, experience, demonstrated skills, role requirements, and lawful business needs.

We do not intentionally discriminate based on legally protected characteristics. Candidates may request reasonable accommodations by contacting [accommodation email]. Accommodation information will be restricted to personnel who need it and will not be used to assess professional suitability.

11. Candidate information

Application information will be used to:

• Evaluate suitability for the position applied for.

• Communicate about the recruitment process.

• Schedule interviews and assessments.

• Verify information where lawful and relevant.

• Consider candidates for other positions only where notice, consent, or another valid legal basis permits.

• Maintain records necessary to demonstrate fair and lawful recruitment.

References or background checks will be requested only where relevant, proportionate, and permitted by law.

12. Talent pool

Use one clear option on the application form:

Optional talent-pool consent: I agree that [Company Name] may retain my application for up to [period] and contact me about other suitable opportunities. I understand that this is optional and that I may withdraw my consent at any time.

Do not bundle this consent with the acceptance needed to submit an application.

AI Use and Transparency Policy

13. How AI may be used

The portal may use AI or automated tools to:

• Power search, chat, translation, summarization, and content recommendations.

• Suggest vacancies based on candidate-selected preferences or qualifications.

• Extract structured information from resumes.

• Assist recruiters in organizing applications.

• Detect spam, malicious activity, or duplicate submissions.

• Produce draft content that is reviewed before official publication.

If AI is used to score, rank, recommend, or screen candidates, provide a prominent notice before the candidate submits information. AI used in recruitment or selection can be classified as high-risk under the EU AI Act, depending on its intended purpose and effect. ai-act-service-desk.ec.europa.eu

14. Recruitment AI disclosure

A suitable candidate-facing notice is:

We may use AI-assisted tools to organize application information, identify job-related skills, compare applications with published role requirements, or recommend potential matches. These tools support our recruitment team and do not replace accountable human judgment. We do not instruct these tools to evaluate candidates based on legally protected characteristics. You may contact [email] to request information, report an error, ask for an accommodation, or request human review where applicable.

Do not say that a human makes every final decision unless your operating procedures ensure that this is true.

15. AI safeguards

[Company Name] will apply safeguards proportionate to the system and its impact, including:

• Purpose limitation: Use each AI system only for its approved purpose.

• Data minimization: Use only information relevant to the role or service.

• Human oversight: Assign accountable personnel to review consequential outputs.

• Testing: Evaluate accuracy, reliability, accessibility, and potential discriminatory effects before deployment and periodically afterward.

• Documentation: Record system purpose, data sources, limitations, owners, vendors, testing, and material changes.

• Candidate challenge process: Allow errors or inappropriate outcomes to be reported and reviewed.

• Vendor governance: Assess providers' security, privacy, data retention, model-training, explainability, and audit practices.

• Monitoring: Investigate unexpected outcomes, model drift, complaints, and material performance differences among relevant groups.

• Training restrictions: Do not use resumes, private messages, candidate responses, or chatbot conversations to train general-purpose models unless this use has been clearly disclosed and has a valid legal basis.

• Sensitive traits: Do not infer emotions, health, ethnicity, religion, disability, sexual orientation, or other sensitive traits for hiring decisions unless a narrowly defined lawful requirement applies.

Singapore's current guidance emphasizes clear AI-specific notification when personal data is used for model training; vague phrases such as "service improvement" may be insufficient. stephensonharwood.com

16. Generative AI limitations

AI-generated output can be inaccurate, incomplete, or out of date. Chatbot responses are provided for general information and do not constitute an employment offer, contractual commitment, legal advice, or authoritative statement of company policy.

Users should not submit confidential information, trade secrets, passwords, financial details, identification numbers, health records, or third-party personal information to an AI feature unless the interface expressly requests it.

Terms of Use

17. Acceptable use

Users must not:

• Violate applicable laws or another person's rights.

• Impersonate another person or submit false application information.

• Upload malware or attempt unauthorized access.

• Scrape, harvest, or extract data except where expressly authorized.

• Reverse engineer or interfere with portal security.

• Send spam, abusive content, threats, or discriminatory material.

• Upload content they do not have the right to use.

• Use portal content or candidate information to train AI systems without written authorization.

We may restrict or terminate access, remove content, preserve evidence, or report conduct where reasonably necessary to protect users, the company, or the portal.

18. Intellectual property

Unless otherwise stated, portal software, branding, text, graphics, models, documentation, and other company materials belong to [Company Name] or its licensors. Users receive only a limited, revocable, non-transferable right to use the portal for its intended purpose.

Users retain ownership of materials they submit. They grant [Company Name] a limited license to host, copy, process, and share those materials only as necessary to provide the requested service, manage recruitment, comply with law, and enforce these terms.

19. Company updates and marketing claims

Company updates and marketing material are intended to be accurate when published. Forward-looking statements, product road maps, research results, benchmarks, and expected capabilities may change.

AI-related marketing must not:

• Claim that a system is unbiased, fully accurate, autonomous, secure, or compliant unless evidence supports that claim.

• Present demonstrations as production performance without clarification.

• Hide material limitations or necessary human involvement.

• Use customer names, logos, data, testimonials, or results without authorization.

• Describe aspirational or planned functionality as currently available.

20. Third-party links

The portal may link to third-party services. AIML Integrated Data Solutions Private Limited does not control their content, availability, security, or privacy practices. A link does not necessarily constitute endorsement.

21. Disclaimers and liability

The portal is provided subject to applicable law. Information may contain errors or become outdated. Job postings do not guarantee employment, interviews, or continued availability, and only a properly authorized written offer can create an employment commitment.

Any exclusion or limitation of liability should be drafted by counsel for your governing jurisdiction rather than copied from a generic website template.

22. Governing law and disputes

These terms are governed by the laws of [jurisdiction], without prejudice to mandatory rights under applicable law. Disputes will be handled by [courts/arbitration process and location], except where mandatory consumer, employment, or privacy rules require otherwise.

Cookies and Communications

23. Cookies

We may use:

• Strictly necessary cookies for security, authentication, and core functionality.

• Preference cookies to remember user choices.

• Analytics cookies to measure portal performance.

• Advertising cookies only where applicable and permitted.

Non-essential cookies should not be activated until the required consent is obtained. The portal should provide Accept, Reject non-essential, and Manage preferences controls with comparable prominence.

24. Marketing communications

Users should receive promotional email, text, or telephone communications only where legally permitted. Every marketing message must clearly identify [Company Name] and contain a functional unsubscribe method.

A newsletter consent statement could read:

I agree to receive company news, events, product information, and related promotional messages from [Company Name]. I may unsubscribe at any time. My newsletter choice will not affect my job application.

For Singapore telephone marketing, review the PDPA's Do Not Call provisions and consent requirements. pdpc.gov.sg

Content, Accessibility, and Security

25. User content and moderation

Where comments, profiles, forums, or submissions are permitted, prohibit illegal, threatening, deceptive, hateful, discriminatory, infringing, privacy-invasive, and malicious content.

Document moderation decisions and provide a reporting channel at [abuse email]. Explain whether content may be removed, accounts suspended, and urgent threats escalated to appropriate authorities.

26. Accessibility statement

AIML Integrated Data Solutions Private Limited aims to make the portal usable by people with disabilities and to follow [WCAG 2.2 Level AA or applicable standard]. We seek to provide keyboard navigation, meaningful labels, sufficient contrast, text alternatives, captions where appropriate, and accessible recruitment processes.

Accessibility barriers and accommodation requests may be reported to [accessibility email]. Include the affected page, feature, and preferred contact method.

27. Vulnerability reporting

Security concerns may be reported to [security email]. Reports should include the affected URL or feature, reproduction steps, potential impact, and relevant evidence.

Researchers acting in good faith must not access unnecessary personal data, disrupt services, extort the company, publicly disclose an unresolved vulnerability, or exploit a vulnerability beyond what is needed to demonstrate it.