Privacy policy

This policy explains how Stack AI Solutions (“STACKAI”, “we”, “us”) collects, uses and protects personal information. Part A covers this website, stackaisolutions.com. Part B is the privacy policy for TalentPool AI, our recruiting product. If you have a question about either, email privacy@stackaisolutions.com.

Part A: This website

What we collect

When you contact us. The contact form asks for your name, email address and message, and optionally your company and project stage.
When you apply for a job. The careers form asks for your name, email address, the role, a message, optionally your LinkedIn profile, and your resume.
When you use the AI features. Buddy (the site assistant), the live agent demo and the AI Gaps Finder send the text you type to an AI model to write a reply. Please do not type sensitive personal information into them.
When you ask for your Gaps Finder report by email. We take your email address, and your name if you give it. We email you the report once, and send our team a copy with what you described so we can follow up. We do not add you to a mailing list.
When you book a call. The booking calendar on our appointment page is provided by Calendly. The details you enter there go to Calendly and are covered by its privacy policy.
Analytics, only if you accept. If you choose “Accept all” in the cookie banner, Microsoft Clarity records how pages are used, such as clicks, scrolling and the pages you visit. If you choose “Reject optional”, it is not loaded.
Technical information. Your IP address is used briefly to limit how often forms and AI features can be used and to block spam. Our hosting provider keeps standard request logs.
On your device. Your browser's local storage remembers your cookie choice and whether you picked the light or dark theme. Nothing else is stored there.

How we use it

To reply to your enquiry and discuss a project with you.
To send the Gaps Finder report you asked for, and to follow up on it.
To review your job application and contact you about it.
To run the site's AI features and show you their answer.
If you accept analytics, to understand how the site is used and improve it.
To keep the site secure and prevent abuse.

We do not sell personal information and do not use it for advertising.

We use these service providers, each only for the purpose shown:

Google (Google Workspace email, which delivers enquiries, job applications and Gaps Finder reports)
Vercel (its AI Gateway, which routes the AI features' requests to the model)
OpenAI (the AI model that writes replies for Buddy, the agent demo and the Gaps Finder)
Calendly (call bookings)
Microsoft (Clarity analytics, only if you accept it)
Our website hosting provider

We do not store what you type into the AI features on our own servers, except that a Gaps Finder report you ask us to email reaches our team inbox along with what you described. We may also disclose information when required by law or to protect rights, safety and security.

How long we keep it

Enquiries, and Gaps Finder reports you asked us to email, are kept while we are in touch with you about them.
Job applications are kept while we consider you for the role, and for other openings unless you ask us not to.
You can ask us to delete either at any time by emailing privacy@stackaisolutions.com.

Your choices and rights

You can ask to see, correct or delete the personal information we hold about you by emailing privacy@stackaisolutions.com.
You can change your analytics choice by clearing this site's data in your browser; the cookie banner will ask you again.
Depending on where you live, you may have further rights under laws such as India's Digital Personal Data Protection Act, the EU and UK GDPR, or the California Consumer Privacy Act.
This website is not intended for anyone under 18.

Part B: TalentPool AI

This policy explains how STACKAI(“we”, “us”) collects, uses, shares and protects information in TalentPool AI, a recruiting product for staffing and consulting firms. It covers people who use TalentPool AI(“users”), the organizations they work for (“customers”), and candidates whose information customers process with TalentPool AI.

1. Our role

Account data (users’ names, email addresses, sign-in and usage data): we decide how it is used and are responsible for it.
Candidate and mailbox data processed for a customer: the customer decides why it is processed. We process it on the customer’s instructions under our agreement with them.

2. Information we collect

Account information

Name, work email address, the workspace you belong to and your role. Sign-in is handled by Google Firebase Authentication. If you sign in with Google or Microsoft, we receive your name, email address and an account identifier.

Mailbox data (Gmail and Microsoft 365)

If you or your organization’s administrator connects a mailbox, TalentPool AI reads it with read-only permission to find resumes and job requirements:

We scan message headers and the list of attachments to identify likely resumes (for example PDF or Word files).
We download and store only those attachments, plus emails whose text is a job requirement.
For each stored item we keep the sender address, subject, received date and the provider’s message identifier.
For all other messages we keep only the provider’s message identifier, so the same message is not scanned twice. We do not store their content.
We never send, modify, move or delete email.

Candidate information

Information extracted from resumes and job requirements: name, contact details, location, work history, skills, education, certifications, and, depending on the region, work authorization, notice period or salary expectations. We deliberately do not extract or store photographs, date of birth or age, gender, marital status, religion, caste, nationality or government identity numbers.

AI interviews

If a customer invites a candidate to an AI voice interview, we record the candidate’s consent (time, IP address and the notice shown), the audio, a transcript and a scorecard. Recording starts only after the candidate gives explicit consent.

Technical data

Logs of requests and errors, with personal data removed before error reports leave our systems.

3. How we use Google user data

TalentPool AI uses the Gmail read-only permission (gmail.readonly) only to provide the feature a user or administrator turned on: finding resumes and job requirements in connected mailboxes and adding them to the workspace’s talent pool, where they can be searched, matched to jobs and reviewed.

We do not use Google user data for advertising, including retargeting and personalized or interest-based ads.
We do not sell Google user data, and we do not use it to determine credit-worthiness or for lending.
We do not use Google user data to develop, improve or train generalized artificial-intelligence or machine-learning models.
We do not transfer Google user data to others except as needed to provide or improve the feature described above, to comply with law, for security, or as part of a merger or acquisition with notice to users.
Our staff do not read Google user data unless you give us explicit permission for a specific message (for example in a support request), it is necessary for security purposes such as investigating abuse, or to comply with law.

TalentPool AI’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

4. How we use information

To provide TalentPool AI: building the talent pool, removing duplicates, search, ranking candidates for jobs with explanations, AI interviews and notifications.
To secure the service, prevent abuse, and keep an audit log of who viewed or exported candidate data.
To bill customers, provide support, and send service emails such as invitations and notifications.

5. AI processing

To read resumes and rank candidates, the text of stored resumes and job requirements is sent to OpenAI through its API. AI interviews are conducted with xAI’s voice API. Both process the data only to return results to us. Under their API terms, neither uses it to train their models. AI scores and assessments help recruiters decide; they are not the sole basis for any hiring decision.

6. Who can see the data

Your workspace: candidates imported from a connected mailbox are added to the workspace’s shared talent pool. Other members of the same workspace can see those candidates and their resumes, and the record shows who sourced each candidate. Workspaces are isolated from each other at the database level.
Service providers who process data for us under contract:
- Railway (hosting and databases)
- Cloudflare (file storage)
- Google (sign-in, and Gmail access when you connect it)
- Microsoft (Outlook access when you connect it)
- OpenAI (resume parsing and matching)
- xAI (voice interviews)
- Resend (service email)
- Meta (WhatsApp messages to candidates, when a customer enables it)
- Sentry (error reports with personal data removed)
Legal reasons: when required by law or to protect rights, safety and security.

7. Security

Data is encrypted in transit. Mailbox access tokens are encrypted with a key unique to each workspace. Access to candidate data is role-based and logged. Resume files are reachable only through short-lived links.

8. Where data is stored

Workspaces in the United States are stored in the United States. Workspaces in India are stored in Singapore.

9. Retention and deletion

Disconnecting a mailbox (Settings → Mailboxes) stops all access and deletes its stored access token. You can also remove access at any time from your Google Account’s third-party connections page.
Candidate data is kept while the customer’s workspace is active, subject to the workspace’s retention settings. By default interview audio is deleted after 90 days and transcripts after one year.
Customers can export or erase any candidate at any time.
When a customer’s contract ends, the workspace and its data are deleted after an export is provided. Backups expire on a rolling schedule.
To ask us to delete your account data, email privacy@stackaisolutions.com.

10. Candidates’ rights

If a recruiting firm that uses TalentPool AI holds your information, contact that firm to access, correct or delete it. If you contact us instead, we will forward your request to the firm within two business days. Depending on where you live, you may have additional rights under laws such as India’s Digital Personal Data Protection Act or the California Consumer Privacy Act.

11. Children

TalentPool AI is not intended for anyone under 18.

12. Changes

We will post changes here and update the effective date. We will notify customers in advance of material changes.

13. Contact

Questions or requests: privacy@stackaisolutions.com. See also our terms of service.

Changes and contact

We will post any changes to this policy on this page and update the effective date. For questions about Part A or Part B, email privacy@stackaisolutions.com, or write to us at Stack AI Solutions, 4th Floor, Urban Blocks Business Center, Hyderabad, India. Our terms cover use of this website and of TalentPool AI.