Privacy Policy

Who we are

In this policy, “JAI Bot”, “we” and “us” mean the owner and operator of the JAI Bot hiring platform at jaibot.ai. The platform has three kinds of users: employers who post jobs and review applicants, job seekers who search and apply for jobs, and staffing agencies who submit candidates to employers.

When you apply to a job, the employer you applied to decides how your application is used, and JAI Bot processes it on the employer’s behalf. For employer, agency and job seeker accounts, and for the JAI Bot Talent Network, JAI Bot decides how the information is used.

Information we collect

• Account details: name, email address, company, job title, team members and roles, and sign-in records. You can sign in with a one-time email code or with Google.
• Job postings and company profiles that employers publish, including website verification details.
• Applications: name, email, phone number, resume, answers to application questions, the job applied for, and the source of the application.
• Voluntary self-identification (for example sex or race/ethnicity), only if a job seeker chooses to provide it. It is stored separately, is never shown to the AI or to reviewers of an individual application, and is used only in combined reports that help employers check for unfair hiring outcomes.
• Hiring records: candidate reports, interview notes and transcripts that employers upload, interviewer scorecards, messages, interview scheduling, pipeline stages and offer letters.
• Electronic signature records: when a candidate signs an offer, we record the typed name, time, IP address, browser type and a fingerprint of the signed document so the signature can be verified.
• Agency information: agency and contact details, bill rates or markups, payment and conversion terms, and uploaded contracts.
• Timesheets: for workers placed by an agency that uses JAI Bot timesheets: the hours and times they enter, notes, their confirmation that the hours are accurate, and each approval, rejection or correction (who, when and why). Workers see their own timesheets and pay rate; client approvers see hours only; the agency sees everything for its own placements. Approved timesheets are kept as payroll records the agency may need to keep for several years.
• Timekeeping (employees): when an employer uses JAI Bot Timekeeping, we store the employee’s name, work email, job title, department, manager, optional pay rate and overtime rule that the employer enters, plus the hours, times and notes the employee enters and each approval, correction or note to fix (who, when and why). Employees see their own timesheets; their manager sees the hours they approve; the employer’s owner and admins see all of their employees’ timesheets. We use this only to provide timekeeping to that employer, and keep it as a payroll record for as long as the employer’s account needs it.
• Agency candidate lists: candidates a staffing agency adds, imports or submits (name, contact details, location, job title, skills, desired pay, availability, resume text and notes). Each agency’s list is private to that agency; it confirms it has the candidate’s agreement to keep this information and to represent them.
• Public professional information: if an employer turns this on, JAI Bot may look up publicly available professional information about an applicant (for example a professional profile or published work) that relates to the job’s requirements, after notice to the applicant.
• Calendar information from Google, only if a user connects a calendar (see below).
• Billing: subscription status and plan. Payments are processed by Stripe. We do not receive or store full card numbers.
• Technical information: IP address, browser type, and security and error logs used to keep the service running and to prevent abuse.

How we use information

• To provide the service: posting jobs, receiving and organizing applications, candidate reports, scheduling, messaging, scorecards, offer letters and reports.
• To compare applications with the job requirements that the employer has approved, as described in How JAI Bot uses AI.
• To send service emails about applications and interviews.
• To match Talent Network members with relevant jobs, only for job seekers who turn this on.
• To secure the service, prevent fraud and misuse, and fix problems.
• To improve and develop JAI Bot, including its grading and matching accuracy, using usage information, grading results and reviewer feedback in aggregated or de-identified form that does not identify any person or organization (see How JAI Bot’s grader learns and section 11 of our Terms of Service). Google user data is never used for this.
• To provide writing help: the job description writer and compliance check for employers, and the resume builder for job seekers. Resume builder drafts are saved privately in the job seeker’s account and are not shared with any employer until the job seeker chooses to use the resume and applies.
• To meet legal obligations and enforce our Terms of Service.

We do not sell personal information, we do not share it for targeted advertising, and we do not use applicant documents to train third-party AI models.

Google account data

This section explains how JAI Bot accesses, uses, shares, stores, retains and deletes data it receives when you choose to sign in with Google or to connect your Google Calendar. Both are optional: you can always sign in with a one-time email code instead.

Data accessed

Data usage

• Your name and email address are used only to create your JAI Bot account and sign you in.
• Busy times are used only to show when you are busy, and to suggest open times when you offer interview times to a candidate.
• Calendar event access is used only to add an interview to your calendar when a candidate books a time you offered, send the candidate the calendar invitation, and update or remove that event if the interview changes or is cancelled. JAI Bot never changes events it did not create.

Data sharing

We do not sell, rent or share Google user data with anyone, except: the candidate you are scheduling with receives the interview invitation (date, time and interview details) that you asked JAI Bot to send; our hosting provider stores the data on our behalf; and we will disclose information if required by law. We never share it with advertisers or data brokers.

Data storage and protection

Data is sent over encrypted connections (HTTPS) and stored in our cloud database, which is encrypted at rest. The long-term access key (refresh token) that lets JAI Bot reach your calendar is encrypted with AES-256-GCM before it is stored. Busy times are used when you ask for them and are not stored. Access is limited to what is needed to run the service.

Data retention and deletion

• Disconnect your calendar at any time under Settings → Calendar. This immediately deletes the stored access key and calendar connection, and for Google also revokes JAI Bot’s access. Interview events already added stay in your calendar until you delete them.
• Remove JAI Bot’s access at any time in your Google Account at myaccount.google.com/permissions.
• Delete your data: email contact@jaibot.ai from the email address on your account to delete your JAI Bot account and the Google data associated with it. We complete deletion within 30 days, except records the law requires us to keep.

Limited Use. JAI Bot’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide the sign-in and scheduling features described above. We do not use it for advertising, we do not sell it, we do not use it to develop, improve or train AI or machine-learning models, and people at JAI Bot do not read it unless you ask us to for support, it is needed for security, or the law requires it.

Use of AI

JAI Bot uses large language models from established AI providers, under terms that do not allow them to train their models on your information, to compare applications with each job’s approved requirements and to suggest interview questions. The AI does not make hiring decisions, never rejects anyone automatically, and does not analyze faces, voices or emotions. Applicants can ask the employer for a human review or an accommodation. Details are on How JAI Bot uses AI.

The help chat and Ask JAI, the assistant in the employer workspace, are built into JAI Bot and do not send questions to an outside AI service. Ask JAI reads only the records of the workspace the person is signed in to and follows that person’s role. When an employer asks it to search resumes, it shows the resume lines it found and never searches for personal characteristics such as age, sex, race, religion, national origin or disability.

When someone uses “Help me write” to draft an email, the AI receives only what is needed for that draft: for CRM emails, the contact’s name and title, their company, the open deal or job order and recent notes; for messages to candidates, only the job title, company and the purpose (never names, resumes or grades); for agency submittal notes, the resume with email addresses, phone numbers and links removed. Drafts are never sent automatically; the person reviews and edits them first.

How JAI Bot’s grader learns

JAI Bot’s built-in grader improves over time from grading results across all employers. It learns only from de-identified, job-related information:

• Accuracy checks: whether each kind of built-in decision (for example “years of experience: met”) matched the final grade from independent reviews or from the employer’s reviewer. Kinds of decisions that prove less reliable go back to human or independent review.
• Work wording: short, general phrases that describe work (for example “matched invoices to receiving reports”), which reviewers at several different employers confirmed show a particular skill.
• Job types: job titles that several employers matched to the same type of job.

What learning never uses: names, contact details, photos or addresses; the names of employers or schools; places; dates of birth or graduation; voluntary self-identification answers; or hiring decisions such as interviews, offers, hires or rejections. Learning keeps one-way codes and counts only, not resume text, and is not linked to any person or organization. Learning records are deleted after about 13 months.

Fairness safeguards: learned wording can only give credit for work a resume actually describes; it can never lower a grade. Every learned change is tested on live grades before it affects any score, and must pass two fairness checks: grades must stay exactly the same when only protected details change (such as name, gender, race, ethnicity, age, religion, disability, veteran status or national origin), and learned rules are monitored, in aggregate only, against voluntary self-identification data using the four-fifths guideline. Self-identification answers are never used to grade anyone or to learn; they are used only for this check, and rules that fail it are paused. All changes are logged and can be paused at any time. Grades remain recommendations for people to review; JAI Bot never rejects anyone automatically.

Employers can ask us to keep their organization’s results out of learning by emailing contact@jaibot.ai. This does not change how their applicants are graded.

Who we share information with

• Employers: an application is shared with the employer the job seeker applied to, and with any members of that employer’s team. Agency submissions are shared with the employer the agency submits to.
• Talent Network: employers see an anonymous version of a member’s profile. Contact details are shared only if the member agrees.
• Staffing agencies (only if you turn this on): Talent Network members can separately choose “Staffing agencies may contact me about jobs.” Agencies then see the same anonymous profile and can send a contact request. If you accept, that agency receives your name, contact details and resume and may keep them in its candidate list to put you forward for jobs. You can turn this off at any time; to have an agency remove your details, contact the agency, or ask us and we will remove them from every agency’s list on JAI Bot.
• Service providers who help us run JAI Bot, under agreements that limit their use of the data: cloud hosting and infrastructure providers (hosting, storage and email delivery), AI model providers (grading and writing assistance), Stripe (payments), Google (sign-in and calendar, if you connect them), and a web search provider (public professional information lookups, if an employer turns this on).
• Background checks: JAI Bot does not run background checks or send candidate data to background-check companies. Employers who use one do so in their own account on the provider’s website.
• Legal and safety: when required by law, or to protect the rights, safety and security of users, the public or JAI Bot.
• Business transfer: if JAI Bot is involved in a merger, acquisition or sale of assets, subject to this policy.

Application summaries and credentials

An employer you applied to may choose to send you a private link showing, for each job requirement, what your resume did or did not show. It contains no score or ranking and expires after 180 days. If you add licenses or certifications to your JAI Bot job seeker profile, employers you apply to through JAI Bot can see them and record whether they checked them with the issuer; other employers cannot. The optional “check my resume” tool on application forms does not store your resume.

Cookies and similar technology

JAI Bot uses essential cookies to keep you signed in and to protect sign-in and forms from misuse. The site also stores a few preferences in your browser. We do not use advertising cookies or sell browsing information.

Emails that JAI Bot customers send from the JAI Bot Sales or Staffing CRM to their business contacts may include a tiny image and links that pass through jaibot.ai, so the sender can see when the email was opened or a link was clicked. We record only the time and whether the open or click looked automatic (for example, by Apple Mail Privacy Protection or a security scanner); we do not store the reader’s IP address or device. Each sending company can turn this off, and anyone can stop receiving these emails with the unsubscribe link in each one. Emails to job seekers and candidates, and account, timesheet, onboarding and offer emails, are never tracked.

If you add the JAI Bot Jobs app to your phone and turn on notifications, we store the notification address your browser or phone gives us so we can send you updates about your applications, interviews, messages, offers and matching jobs. You can turn notifications off anytime under Job alerts or in your phone settings; deleting your account removes it.

How long we keep information

• Employers control how long candidate records are kept for their jobs, including a retention setting and the ability to delete candidates. Employers may need to keep hiring records for a period required by employment law.
• Job seekers can delete their JAI Bot profile at any time from their account.
• Expired sign-in codes and sessions are deleted automatically.
• Resume builder drafts are deleted when the job seeker deletes their account. De-identified learning records are deleted after about 13 months.
• Signed offer letters and their signature records are kept as part of the employer’s hiring record.
• Calendar access keys are deleted when you disconnect your calendar or your account is deleted.
• Questions typed into the help chat or Ask JAI are kept for about 180 days to improve answers. For workspace searches we keep the question and the number of results, not candidate names or resume text. Each resume search is also listed in the workspace’s activity log.

Your choices and rights

Depending on where you live, you may have the right to access, correct, delete or get a copy of your personal information, and to opt out of certain uses. You can:

• Update or delete your job seeker profile, change Talent Network sharing, or turn off job alerts in your account.
• Ask an employer you applied to for access, correction, deletion, a human review or an accommodation. The employer controls its applicant records, and we will help it respond.
• Email contact@jaibot.ai with any other request. We may need to verify your identity before acting on it, and we will respond within the time required by law.

We will not treat you differently for using your privacy rights.

Security

We protect information with encrypted connections (HTTPS), encryption of stored calendar access keys, access controls and team roles, audit logs of sensitive actions, and protections against automated abuse. No system is perfectly secure, so please use a strong email account password and tell us about any suspected problem.

Support access by JAI Bot staff

To run the service, JAI Bot staff can see account-level information such as your email address, plan, company profile, published job postings and activity counts, and can act on security, fraud, legal and job-board policy issues (for example, removing a scam job posting or pausing an abusive account).

Staff can see inside your account (for example candidates, notes or messages) only if you turn on support access. You choose view only or view and help make changes, and how long it lasts (up to 7 days). You can turn it off at any time. Every support visit and every change is recorded and shown to you, and employers also see it in their team activity log. Even with access, support staff cannot publish jobs, message candidates, send or sign offers, change billing or team members, delete data, run candidate grading, or see calendar data. Staff never see an individual’s voluntary self-identification answers.

Make a privacy request

Use this form, or email contact@jaibot.ai. If you applied to a job, the employer controls that application; we will help them respond.

Children

JAI Bot is a hiring service for adults and is not directed to children under 16. We do not knowingly collect information from children under 16.

Where information is processed

JAI Bot is operated in the United States. Information may be processed in the United States and in other countries where our service providers operate.

Changes to this policy

We may update this policy. We will change the effective date above and, for significant changes, notify account holders by email or in the product.

Contact us

Questions or requests: contact@jaibot.ai. See also our Terms of Service and How JAI Bot uses AI.