Last Updated: Jan 15, 2025.
impress.ai (registered as Ideatory Pte. Ltd.) is an AI-powered recruitment platform that allows enterprise recruiters (each a “Client” and collectively “Clients”) to streamline their application process and hire the best candidates faster while giving a great candidate experience. Ideatory is committed to protecting the integrity and privacy of your personal information. This privacy policy explains how Ideatory collects personal information through our website impress.ai (“Website”) and through our recruitment platform and related services (“Services”). Our Website and Services are intended for (a) businesses and their representatives and (b) Candidates whose information Ideatory process on behalf of our Clients. On this page, the Clients and the Candidates are both Users of Ideatory’s impress.ai platform.
Ideatory may process Personal Data relating to Users if one of the following applies:
Users have given their consent for one or more specific purposes. Note: Under some legislations, Ideatory may be allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever:
In any case, Ideatory will gladly help to clarify the specific legal basis that applies to the processing, and in particular, whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
The Data is processed at Ideatory’s operating offices and in any other places where the parties involved in the processing are located.
Depending on the User’s location, Data transfers may involve transferring the User’s Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by Ideatory to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.
If a client requires data to be hosted in a particular region such as the US, Singapore, Indonesia, Malaysia the European Union, etc., Ideatory is required to ensure that the Data processing occurs exclusively within the borders of that country.
Personal Data shall be processed and stored for as long as required by the purpose they have been collected.
Therefore:
Ideatory may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, Ideatory may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after the expiration of the retention period.
To ensure the security and integrity of our platform, users are strictly prohibited from uploading any files that are harmful, malicious, or pose a threat to the system, including but not limited to files containing viruses, malware, or any other destructive code.
Violations of this policy may result in immediate suspension of access and, if necessary, legal action in accordance with applicable laws and regulations. Using this platform, users agree to comply with this policy and are encouraged to report suspicious activity or file uploads.
The Data concerning the User is collected to allow Ideatory to provide its service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following: Hosting and backend infrastructures, Resume Parsing, Video Interview, External Assessment, Application Tracking System (ATS), Registration and Authentication, User Database Management, Analytics and Backup Saving and Management.
Ideatory provides California residents with rights under the California Consumer Privacy Act (CCPA), including rights to access, delete, and opt out of the sale of their data. We do not sell personal information, and we have no plans to do so in the future. As such, there is no need for California residents to take any action to opt out of the sale of their personal information.
For specific information about the Personal Data used for each purpose, the User may refer to the sections Data Storage and Data Collection and Personal Data Collected using Vendors and Partners.
Personal Data may be disclosed to the Ideatory’s group companies, third-party services providers and partners who provide Data processing services, any competent law enforcement body, regulatory, government agency, court or other third party where disclosure is necessary due to applicable law or regulation.
Personal data may be shared with third-party service providers but not sold, except as permitted by law.
Personal Data collected may be transferred to and processed in countries or jurisdictions other than the country in which the User is a resident.
Unless otherwise stated, or required by local law, Personal Data is hosted in the USA. Personal Data may be transferred to and processed in other countries where our group companies, partners and third-party service providers operate including in the UK, the European Union/European Economic Area, India, Singapore and Australia. This means that when Personal Data is collected, we may process it in any of these locations.
Ideatory has taken appropriate safeguards to require that Personal Data will remain protected in accordance with this Privacy Policy and applicable laws.
As an organization that may process the personal data of U.S.-based users, Ideatory complies with applicable U.S. laws and regulations concerning data privacy and security. This includes obligations under federal laws and state-specific regulations such as the California Consumer Privacy Act (CCPA). Ideatory is committed to responding to lawful requests for information and disclosing personal data in accordance with the following principles:
Compliance with Law Enforcement and Government Requests: Ideatory may disclose personal information as required by law, regulation, or legal process, such as a subpoena, court order, or search warrant. This includes compliance with the USA PATRIOT Act, the Electronic Communications Privacy Act, and any other U.S. federal or state laws that mandate the sharing of personal data under specific circumstances. If a government or law enforcement request is received, Ideatory will evaluate the request and ensure it is valid under U.S. law before proceeding with any disclosure.
Protection of Legal Rights and Prevention of Harm: Ideatory may also disclose personal data if it believes, in good faith, that such action is necessary to protect the rights, property, or safety of our clients, users, or others. This includes instances of suspected fraud, security breaches, or any potential threats to physical safety.
California Consumer Privacy Act (CCPA) Compliance: For California residents, Ideatory upholds the CCPA’s provisions, which grant users the right to access their personal information, request deletion, and opt out of the sale of their personal information. Ideatory does not currently sell personal information; we have no plans to do so in the future.
U.S. Data Processing Locations and Safeguards: Personal data collected from U.S. users may be stored and processed in the United States and other countries where Ideatory operates. When transferring data internationally, Ideatory employs appropriate safeguards to ensure compliance with applicable laws and to maintain the security and confidentiality of personal information. These safeguards include adherence to industry-standard security practices, encryption, and routine assessments of our data handling procedures.
Among the types of Personal Data that the impress.ai platform collects, by itself or through third parties, there are cookies; Usage Data; email address; first name; last name; phone number; profession; country; city; company name; and website.
Personal Data may be freely provided by the User, or, in the case of Usage Data, collected automatically when using this impress.ai platform.
Unless specified otherwise, all Data requested by the impress.ai platform is mandatory and failure to provide this Data may make it impossible for this platform to provide its services. In cases where this impress.ai platform specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the service.
Users, who are uncertain about which Personal Data is mandatory, are welcome to contact Ideatory.
Any use of cookies – or other tracking tools – by impress.ai or by the owners of third-party services used by the impress.ai platform serves the purpose of providing the service required by the User, in addition to any other purposes described in this policy.
Users are responsible for any third-party Personal Data obtained, published or shared through this impress.ai platform and confirm that they have the third party’s consent to provide the Data to Ideatory.
Candidate profile Data such as email ID, name and resume are stored in the impress.ai platform. The candidate may apply to multiple requisitions or job opportunities using this information. If the candidate would like to remove this profile information, the candidate can raise a request to support@impress.ai. If such a request is raised, Ideatory is obliged to service this Data purge request.
By default, client-relevant application Data such as candidate scores, application statuses and chat transcripts, stored in the impress.ai platform, are retained for 7 years or for 1 year after the client terminates its contract with Ideatory. The client can request a Data purge whenever they need to by raising a request to support@impress.ai.
Ideatory takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data.
The Data processing is carried out using computers and/or IT-enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to Ideatory, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this impress.ai platform (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by Ideatory. The updated list of these parties may be requested from Ideatory at any time. Please refer to the section Personal Data Collected by Vendors and Partners.
Generative AI represents a significant advancement in the field of artificial intelligence, opening up numerous possibilities for innovation across various industries. AI in the impress.ai system is designed to enhance the candidate experience by making the application, assessment, and evaluation processes for candidates reliable, engaging, and transparent. Ideatory ensures that AI is used ethically within impress.ai, aligning with both legal standards and moral guidelines.
If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided below.
Ideatory Pte. Ltd. – 80 Robinson Road, #08-01, Singapore 068898
Owner contact email: support@impress.ai
For users based in the United States, Ideatory provides a clear set of rights as outlined by the California Consumer Privacy Act (CCPA). The following rights are available to California residents, with some aspects applicable more broadly to all U.S. users, depending on state regulations:
Description: California residents have the right to request that Ideatory disclose specific details about the personal information collected, used, disclosed, and sold over the past 12 months. This includes:
How to Exercise This Right: Users can submit a request to know via our designated contact methods. Upon verification, Ideatory will provide the requested information in a timely manner, typically within 45 days.
Description: California residents have the right to request deletion of their personal information, subject to certain exceptions. Ideatory will delete the requested information unless it is necessary to:
How to Exercise This Right: Users can submit a deletion request by contacting us through our official channels. Ideatory will verify your identity before processing the request and will delete the data within the required timeframe.
We do not sell personal information, and we have no plans to do so in the future. As such, California residents need not take any action to opt out of the sale of their personal information.
Description: Ideatory upholds the CCPA’s non-discrimination policy, which ensures that users are not discriminated against for exercising their privacy rights. This means that, if you choose to exercise your rights under the CCPA, you will not face:
Our Commitment: Ideatory values privacy rights and adheres to the principle of non-discrimination. Users who exercise their CCPA rights can expect the same high level of service and support as any other client.
Description: California residents may request correction of inaccurate personal information held by Ideatory. Upon receiving a request, we will correct any verified inaccuracies in our records.
How to Exercise This Right: Candidates seeking to update their information should reach out via our support email (support@impress.ai). Once a request is received, our Service Management team will work with the client to secure approval before making any updates, ensuring both accuracy and compliance.
Description: Under the CCPA, users can request their data in a format that allows them to easily transfer their information to another service. Ideatory will provide the personal information collected about the user in a readily accessible format.
How to Exercise This Right: To request data portability, users can contact us via our designated channels. We will respond with a digital file of the requested data, formatted to facilitate its transfer to another service.
Description: California residents may designate an authorized agent to submit requests on their behalf. The agent must provide proof of their authority and identity when making requests, ensuring that data protection and privacy rights are upheld.
How to Designate an Agent: Users wishing to designate an authorized agent must provide written authorization or legal documentation. Both the user’s and agent’s identities will be verified before processing requests.
Where Personal Data is processed for a public interest, in the exercise of an official authority vested with Ideatory or for the purposes of the legitimate interests pursued by Ideatory, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn whether Ideatory is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
Any requests to exercise User rights can be directed to Ideatory through the contact details provided in this document. These requests can be exercised free of charge and will be addressed by the Owner as early as possible and always within two months.
Users may exercise certain rights regarding their Data processed by Ideatory.
The impress.ai platform uses trackers which are small pieces of text information (cookies) on your device to perform basic functions. You can disable the usage of cookies by changing the settings of your browser. By browsing our website without changing the browser settings you permit us to store that information on your device.
The User’s Personal Data may be used for legal purposes by Ideatory in court or in the stages leading to possible legal action arising from improper use of the impress.ai platform or the related services.
The User declares to be aware that Ideatory may be required to reveal Personal Data upon request of public authorities.
More details concerning the collection or processing of Personal Data may be requested from Ideatory at any time. Please see the contact information at the beginning of this document.
The impress.ai platform does not support “Do Not Track” requests. However, we do not sell personal information.
To determine whether any of the third-party services it uses honour the “Do Not Track” requests, please read their privacy policies.
Ideatory reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within its platform and/or – as far as technically and legally feasible – sending a notice to Users via any contact information available to Ideatory. It is strongly recommended to check this page often, referring to the date of the last modification listed at the top.
Should the changes affect processing activities performed based on the User’s consent, Ideatory shall collect new consent from the User, where required.
Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.
Under the CCPA, “Personal Information” refers to information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. This includes, but is not limited to:
Information collected automatically through the impress.ai platform (or third-party services employed in this platform), which can include: the IP addresses or domain names of the computers utilized by the Users who use this platform, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the application, the size of the file received in response, the numerical code indicating the status of the application’s answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the platform with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User’s IT environment.
The individual using the impress.ai platform who, unless otherwise specified, coincides with the Data Subject.
“Candidate” means an individual invited by a customer to use the services.
“Customer” means the company or other legal entity ordering or registering to use the services (sometimes referred to as “Client” which includes “Recruiters” also) pursuant to a Service Order, Free Trial use, or other agreement with impress.ai.
“Customer Data” means all Data, information, and/or materials input, uploaded, or submitted to the services by Customer or its Users or candidates in connection with the customer’s use of the services.
The natural person to whom the Personal Data refers.
The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the controller, as described in this privacy policy.
The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of this Application.
The means by which the Personal Data of the User is collected and processed.
The service provided by the impress.ai platform is described in the relative terms (if available) and on this site/platform.
A “Service Provider” under U.S. privacy laws like the CCPA refers to an entity that processes information on behalf of a business under a contract that prohibits the use of personal information except to provide the specified services to the business. This term distinguishes third-party entities that have access to data solely for business purposes from those that may have broader rights to use or share the data.
Unless otherwise specified, all references made within this document to the European Union include all current member states to the European Union and the European Economic Area.
Cookies are trackers consisting of small sets of Data stored in the User’s browser.
Tracker indicates any technology – e.g. Cookies, unique identifiers, web beacons, embedded scripts, e-tags and fingerprinting – that enables the tracking of Users, for example by accessing or storing information on the User’s device.
Under the CCPA, “sale” is defined as selling, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating a consumer’s personal information to another business or third party for monetary or other valuable consideration.
This privacy statement has been prepared based on provisions of multiple legislations, including CCPA and other U.S. Acts and Art. 13/14 of Regulation (EU) 2016/679 (General Data Protection Regulation),
Personal Data is collected for the following purposes and using the following service.
Purpose: Resumes submitted to the chatbot may be sent to RChilli for parsing. RChilli does not store the Data received for more than 7 days. Furthermore, this Data share applies only if the client chooses to use RChilli for resume parsing.
Personal Data processed: Candidate resume
Place of processing: United States but may vary based on client requirements.
Users applicable: Candidates.
Unique device identification: RChilli may track Users by storing a unique identifier of their device, for analytics purposes or for storing Users’ preferences.
impress.ai can be integrated with various ATS such as Taleo, SuccessFactors etc to deliver a seamless and complete experience to candidates applying for the recruitment process with various clients. If ATS is used by clients, the candidate Data may be synced with the client’s ATS database.
By registering or authenticating, Users allow the below Application to identify them and give them access to dedicated services.
Depending on what is described below, third parties may provide registration and authentication services. In this case, this Application will be able to access some Data, stored by these third-party services, for registration or identification purposes.
Google OAuth is a registration and authentication service provided by Google Inc. and is connected to the Google network.
Personal Data processed: Name, email ID and profile pic (uploaded if any)
Place of processing: United States
Users applicable: Recruiters who request for SSO and candidates
The services contained in this section enable the Owner to monitor and analyze web traffic and can be used to keep track of User behaviour.
Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the Data collected to track and examine the use of the impress.ai website (impress.ai website address), to prepare reports on its activities and share them with other Google services.
Google may use the Data collected to contextualize and personalize the ads of its own advertising network. The data collected includes the number of users, session statistics, approximate geolocation, browser and device information.
Place of processing: US
Users applicable: Website Visitors
By submitting the information asked on the Contact Sales webpage of impress.ai, the User’s email address will be added to the contact list of those who may receive email messages containing information of a commercial or promotional nature concerning this application. Your email address might also be added to this list due to signing up for this Application or after making a purchase.
Personal Data processed: Name, phone number, email address and company name
Users applicable: Customers
impress.ai provides SMS and WhatsApp notifications as part of the recruitment process to candidates who have opted to receive these messages during sign-up or sign-in. For all other candidates, notifications will be sent via email as the standard default option on the platform.
Candidates wishing to opt out of receiving notifications via WhatsApp/SMS can contact support@impress.ai. impress.ai will process such requests and remove the candidate from the notification list within 48 hours of receiving the request.
Please note that carriers are not liable for any delays or undelivered messages.
Standard message and data rates may apply to notifications based on your mobile plan, carrier and/or region.
impress.ai is committed to protecting your privacy. We do not sell SMS data to third parties for commercial purposes. All messages sent are strictly for recruitment-related purposes and do not include advertisements or promotional content.
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