You own everything you store
Candidate records, job descriptions, reports, and interview transcripts are your property. Export them whenever you like — leaving ProbbAI means taking your data with you.
The full privacy policy
Last updated: 26 August 2026
The commitments above are binding on how we operate. The complete policy below covers the legal detail — it applies to probbai.com; product workspaces are governed by your organisation's agreement with us.
Who we are
ProbbAI Technologies Private Limited ("ProbbAI", "we", "us", the "Controller" or "Data Fiduciary") is a company incorporated under the laws of India, registered with the Registrar of Companies, Karnataka, Bengaluru. Our registered office is located in Bengaluru, Karnataka, India.
We operate probbai.com and the ProbbAI hiring intelligence platform from Bengaluru, Karnataka, India.
We act in two capacities under applicable data protection laws: (1) As a Data Controller (or Data Fiduciary under Indian law) for personal data collected through our website, marketing communications, and registered customer account credentials; and (2) As a Data Processor for candidate information and hiring material uploaded and evaluated by customer organisations in their private workspaces — see our Data Processing Agreement for details.
Mailing address: ProbbAI Technologies Private Limited, Bengaluru, Karnataka, India.
Data Protection Officer and Grievance Officer
Our designated Data Protection Officer (under GDPR/UK GDPR) and Grievance Officer (under the Indian Digital Personal Data Protection Act, 2023) can be contacted at info@probbai.com for any inquiries regarding data processing, security practices, or to exercise your statutory data subject rights.
Data ownership
All content your organisation creates or uploads — candidate records, resumes, job descriptions, evaluation reports, and interview recordings and transcripts — remains your property.
We store and process it solely to provide the services you have requested. You may export your workspace data at any time, and you may delete it at any time. We claim no licence over customer content beyond what is strictly necessary to operate your workspace, and nothing you store becomes ours if you stop using ProbbAI.
Information we collect
We collect personal data directly from registered users when interacting with our website or workspace, and indirectly from hiring organisations that use ProbbAI to evaluate candidates.
Information collected directly from you: name, work email address, company name, role, account credentials, messages sent to us, and billing or hiring workflow preferences.
Information collected indirectly (candidate data): when a hiring organisation uses ProbbAI, it may upload candidate resumes, employment histories, skills, qualifications, job descriptions, interview audio recordings, transcripts, and structured evaluation reports. We process this information on behalf of the hiring organisation.
Technical data: standard server logs such as IP address, browser user agent, and request metadata, used to maintain site availability, security, authentication sessions, and operational integrity.
Categories of personal information under California law (Cal. Civ. Code § 1798.140): (A) Identifiers — name, email address, IP address, browser user agent; (B) Professional or employment information — company name, role, hiring workflow details; (C) Internet or other electronic network activity information — server logs, request metadata, browsing interaction with probbai.com; (D) Sensitive personal information — we do not knowingly collect sensitive categories such as Social Security numbers, financial account data, or precise geolocation.
How we use information and our lawful basis
We process personal data only where we have a lawful basis under Article 6(1) UK/EU GDPR and Section 4 of the Indian Digital Personal Data Protection Act (DPDPA 2023).
Under California law, we use personal information for the following business and commercial purposes: (1) providing and maintaining our services; (2) responding to inquiries and fulfilling requests; (3) sending transactional communications; (4) detecting, preventing, and addressing security issues and fraud; (5) improving and developing our services; and (6) complying with legal obligations.
Purposes and lawful basis
1. Providing the service (resume evaluation, AI voice screening, reports, talent rediscovery): We process personal data to perform our contract with your organisation (Article 6(1)(b) GDPR / legitimate use under DPDPA) — delivering the ProbbAI product features your organisation has requested.
2. Responding to demo and evaluation requests: We process your name, email, and enquiry details to respond to your request and schedule next steps. This is necessary for steps prior to entering a contract (Article 6(1)(b) GDPR).
3. Transactional email delivery: We process recipient email addresses and notification content to send evaluation invitations, security alerts, and account notifications. This is necessary for contract performance (Article 6(1)(b) GDPR).
4. Security and fraud prevention: We process IP addresses, user agents, and request metadata to detect and prevent misuse, maintain service security, and comply with our legal obligations (Article 6(1)(f) GDPR — legitimate interest).
5. Service reliability and error monitoring: We process anonymised and pseudonymised technical diagnostics to monitor system uptime and repair runtime faults (Article 6(1)(f) GDPR).
6. Legal compliance: We retain records and respond to lawful requests from authorities where required by applicable law (Article 6(1)(c) GDPR — legal obligation).
7. AI processing of candidate data: When your organisation uses ProbbAI features that involve AI analysis, candidate material is processed solely to produce outputs for that organisation. This processing is performed under the contract between ProbbAI and the hiring organisation (Article 6(1)(b) GDPR). Customer data is never used to train, fine-tune, or improve any AI model.
Candidate data received from hiring organisations
Where a hiring organisation provides us with candidate personal data (such as resumes, interview transcripts, and evaluation reports), we receive and process that data as a data processor on the hiring organisation's instructions.
If you are a candidate whose information has been provided to us by a hiring organisation, the hiring organisation is the data controller and is responsible for providing you with a privacy notice explaining how your data is used. We encourage you to contact the hiring organisation for information about their data processing practices.
If you wish to exercise any of your data subject rights — including access, rectification, erasure, restriction, or portability — please contact the hiring organisation responsible for your application. ProbbAI supports its customer organisations in responding to verified candidate requests.
Voice interview recordings and audio processing
When an organisation conducts AI voice screening interviews through ProbbAI, candidate audio is streamed over secure WebSockets for real-time speech-to-text transcription.
Full session audio recordings are stored in encrypted object storage (Cloudflare R2) and accessible only to authorised members of the hiring organisation to verify transcription accuracy and review evaluation evidence.
Audio recordings are captured solely for evaluation and quality assurance purposes. ProbbAI does not use voice audio to generate biometric templates, voiceprints, or for cross-candidate voice recognition, and voice data is never used to train underlying speech models.
Talent rediscovery and workspace matching
Customer workspaces include automated matching capabilities allowing hiring managers to re-evaluate existing candidate profiles in their private repository against new job descriptions (Talent Rediscovery).
This evaluation is strictly isolated to the customer's private workspace. Candidate profiles are never matched across different customer organisations or pooled into shared databases.
Categories of recipients (Sub-processors)
We share personal data only with contracted service providers (sub-processors) necessary to operate the service. We do not sell personal data and we do not share it with third parties for marketing purposes.
Current infrastructure and sub-processors include:
• Amazon Web Services (AWS) — application hosting, PostgreSQL database, automated backups, and background queue processing (SQS). Based in the United States.
• Cloudflare R2 — encrypted object storage for uploaded resumes and interview audio recordings. Based in the United States.
• OpenRouter — AI model gateway routing to enterprise zero-data-retention endpoints (including Google Gemini, DeepSeek, Cohere, and Perplexity). Based in the United States.
• Deepgram — voice transcription and speech-to-text services for interviews. Based in the United States.
• OpenAI — real-time interview voice runtime and direct AI analysis. Based in the United States.
• Resend — transactional email delivery for invitations, verification, and workspace notifications. Based in the United States.
• Functional Software, Inc. (Sentry) — application error logging and performance diagnostics. Based in the United States.
Each provider is bound by a Data Processing Agreement that restricts data usage, prohibits training on customer content, and enforces strict technical security safeguards.
We notify customers of material changes to our sub-processor list in advance. We may also disclose personal data where required by applicable law, regulation, court order, or lawful request from a competent authority.
International transfers
ProbbAI is operated from Bengaluru, Karnataka, India. Some of our infrastructure and sub-processors are based in the United States and other jurisdictions.
Where personal data is transferred across international boundaries, we ensure appropriate safeguards are implemented, including:
• Standard Contractual Clauses (SCCs) approved by the European Commission or the UK International Data Transfer Addendum.
• Data Processing Agreements with sub-processors enforcing strict data protection standards and zero-training commitments.
• Comprehensive technical measures including TLS encryption in transit, AES-256 encryption at rest, and short-lived signed URLs.
Details regarding specific international transfer mechanisms are available upon request from our Data Protection Officer at info@probbai.com.
AI processing limits
Customer material — resumes, job descriptions, transcripts, and generated reports — is used solely to produce outputs for the organisation that submitted it.
Customer data is not used to train, fine-tune, or improve ProbbAI models or any third-party model. Model providers engaged to process customer requests operate under agreements that prohibit retention and training on customer content.
Where AI processing generates structured analysis, scoring, or candidate assessments, all outputs serve as decision support only. ProbbAI does not make autonomous hiring decisions. The hiring organisation remains responsible for meaningful human review of all AI-generated output before making any employment decision.
Automated decision-making and profiling
ProbbAI uses AI algorithms to parse resumes, suggest interview questions, and draft evidence-based rubrics. Under Article 22 UK/EU GDPR and equivalent international laws, individuals have the right not to be subject to decisions based solely on automated processing that produce legal or significant effects.
ProbbAI does not make final hiring decisions. All AI outputs are delivered for human inspection. Hiring teams are required to evaluate original evidence and exercise professional human judgement before taking any hiring action.
Candidates wishing to contest an evaluation or request human review should contact the hiring organisation responsible for their application.
How long we keep data
We retain personal data only for as long as necessary to fulfil the purposes described in this policy, or as required by applicable law. Our retention schedules are as follows:
1. Workspace account data: Retained for the active duration of your account. When an organisation deletion is scheduled, a 14-day cancellation grace period applies, after which all workspace data, associated files, and orphaned user accounts are permanently purged.
2. Candidate records (Person profiles, resumes): Retained while active in the hiring organisation's workspace. Deleted within 30 days of deletion by an authorised user or immediately upon organisation purge.
3. Job descriptions: Retained while active in the workspace; deleted upon user deletion or organisation purge.
4. Evaluation reports and AI analysis: Retained while active; deleted upon report deletion or organisation purge.
5. Interview sessions, transcripts, and audio recordings: Retained while active; deleted within 30 days of report deletion or immediately upon organisation purge.
6. Audit events (OrganisationEvent, SiteAdminAuditLog): Retained for 12 months for security and compliance purposes, then purged automatically.
7. Background job runs: Retained for 90 days for operational monitoring, then purged automatically.
8. Database backups: Encrypted backups are retained for up to 30 days before expiring through the backup lifecycle.
9. Marketing and demo enquiry records: Retained for 24 months after the last communication, then deleted.
10. Abandoned upload drafts: Unfinished resume upload placeholders are automatically purged after 24 hours.
11. Data export archives: Downloadable self-service data export archives automatically expire and are deleted from storage within 24 hours.
12. Consent records: Retained for the duration of the processing they relate to, plus 12 months for evidential purposes.
Customer organisations may request accelerated deletion of specific records at any time by contacting info@probbai.com.
Your data subject rights (UK / EU GDPR)
Under UK and EU data protection law, you have the following rights in relation to your personal data. To exercise any of these rights, please contact our Data Protection Officer at info@probbai.com. We respond to verified requests within 30 days.
Right of access (Article 15): You have the right to request a copy of personal data we hold about you and receive information regarding its processing.
Right to rectification (Article 16): You have the right to request correction of inaccurate personal data or completion of incomplete records.
Right to erasure (Article 17): You have the right to request deletion of your personal data where it is no longer necessary for its original purpose or where processing is unlawful.
Right to restriction of processing (Article 18): You have the right to request that we restrict processing of your personal data under certain conditions.
Right to data portability (Article 20): You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
Right to object (Article 21): You have the right to object to processing based on legitimate interests.
Right to withdraw consent: Where processing is based on consent, you may withdraw consent at any time without affecting past processing lawfulness.
Right to lodge a complaint: You have the right to lodge a complaint with a supervisory authority, such as the Information Commissioner's Office (ICO) in the UK or your local European Data Protection Authority.
Your rights under Indian law (DPDPA 2023)
If you are an individual located in India, you are entitled to specific rights under the Digital Personal Data Protection Act, 2023 (DPDPA). ProbbAI Technologies Private Limited acts as a Data Fiduciary for registered customer accounts and website inquiries, and as a Data Processor for candidate evaluations managed by hiring organisations.
Right to access information: You have the right to request a summary of personal data being processed and the identities of third parties with whom it has been shared.
Right to correction and erasure: You may request the correction of inaccurate or misleading data and the erasure of personal data that is no longer necessary for the specified purpose.
Right of grievance redressal: You may address any grievances regarding data processing directly to our Grievance Officer at info@probbai.com. If your concern is not resolved within 30 days, you have the right to escalate your complaint to the Data Protection Board of India.
Right to nominate: You have the right to nominate an individual who will exercise your data rights in the event of death or incapacity.
Security
We implement technical and organisational measures appropriate to data sensitivity, including AES-256 encryption at rest, TLS 1.3 in transit, role-based access controls, and separated key management.
Our platform safeguards include: organisation-scoped data isolation, HttpOnly session cookies, short-lived signed URLs for storage access, SHA-256 hashed share tokens, and rate-limiting on sensitive operations.
Do Not Track and Global Privacy Control
Some browsers transmit Do Not Track (DNT) or Global Privacy Control (GPC) signals. ProbbAI honours these signals as valid opt-outs of cross-context behavioral tracking.
Because ProbbAI does not sell personal information and does not track users across third-party websites, responding to DNT and GPC signals does not alter our core service functionality.
Your rights under California law (CalOPPA / CCPA / CPRA)
If you are a California resident, the California Consumer Privacy Act (CCPA), California Privacy Rights Act (CPRA), and CalOPPA grant you additional rights described below.
Right to know: You have the right to request disclosure of categories and specific pieces of personal information collected, sources, purposes, and third parties with whom it is shared.
Right to delete: You have the right to request deletion of personal information, subject to statutory exceptions.
Right to correct: You have the right to request correction of inaccurate personal information.
Right to opt-out of sale or sharing: ProbbAI does not sell personal information and does not share it for cross-context behavioral advertising.
Right to limit sensitive data: We do not use sensitive personal information for purposes other than delivering the requested services.
Right to non-discrimination: We will not discriminate against you for exercising your privacy rights.
How to submit a request: To exercise these rights, contact info@probbai.com. We respond to verified requests within 45 days as required by law.
Changes to this policy
We post any updates on this page with a revised "last updated" date. Material changes that affect existing customer data will be communicated directly before taking effect.