Privacy Policy

Flipped Chat is operated by GAIUS NETWORKS INC, 244 Fifth Avenue Suite L256, New York, NY 10001, USA, and its affiliate Gaius Hyperlocal Pvt Ltd, IIT Madras Research Park, Taramani, Chennai 600013, India (“Flipped”, “we”, “us”).

For information about your own account, we decide how it is used. For candidate data that an organisation uploads, imports or collects through Flipped Chat, that organisation decides how it is used and we process it on its behalf. If you are a candidate, the hiring organisation’s privacy notice also applies, and you can contact it or us about your data.

This policy covers Flipped Chat. Our Flipped.ai Privacy Policy covers the rest of the Flipped platform.

About recruiters and hiring teams

• Account details: name, work email, password, organisation and role.
• Your chats with Flippy, the assistant, including messages, files you attach and the choices you make on cards.
• Role details you write or approve, such as job descriptions, skills, interview questions and tests.
• Settings, connected services, credit and plan usage, and support requests.

About candidates

• CVs and the details in them, such as name, contact details, work history, education and skills, from files you upload or import.
• Recruiter comments imported from an applicant tracking system.
• AI interview and test data: audio, video, transcripts, answers, scores and reports, and proctoring signals where proctoring is turned on.
• Scheduling details for interviews with people.

Collected automatically

• Device and usage data: IP address, browser type, pages visited, and log and diagnostic data.
• Cookies that keep you signed in and remember your preferences.

You can sign in with Google and connect Google services from Settings. Each one is optional, and Flipped Chat uses it only when you ask in a chat.

What we access and why

• Google Sign-In: your name, email address, profile picture and Google account ID, used only to create your account and sign you in.
• Gmail (read-only): when you ask Flippy to find CVs in your mail, it searches your messages for CV attachments, using the sender, subject, words or dates you give it. It shows you what it found, and imports only the attachments you tick. It never sends, moves, changes or deletes mail.
• Google Drive (read-only): when you ask Flippy to find CVs in your Drive, it searches your files or the folder you choose, and imports only the files you tick. It does not change anything in your Drive.
• Google Calendar: your free/busy times, so candidates are offered times when you are free, and the interview events Flipped Chat creates, with a Google Meet link, which it moves or cancels when the interview changes. We do not read the titles, descriptions or attendees of your other events.

What we do not do

• We do not use Google user data for advertising, and we do not sell it.
• We do not use Google user data to train or improve general-purpose AI or machine learning models.
• People at Flipped do not read your Google user data, unless you ask us to for support, it is needed for security or to investigate abuse, or the law requires it.
• Only the CVs you choose to import are kept. Other emails and files are looked at only to show you search results and are not stored.

Sharing, keeping and deleting

• Imported CVs are shared within your organisation’s Flipped account. Candidates see only the interview time and meeting link for their own interview.
• Our hosting and AI service providers process the data for us under contracts that require them to protect it.
• We keep access tokens only while a service is connected. Disconnecting it in Settings deletes the stored token. You can also remove Flipped’s access at myaccount.google.com/permissions.
• To delete your account and the Google user data we hold, email support@flipped.ai. We delete it within 30 days, except where the law requires us to keep a record.

Flipped Chat’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can sign in with Microsoft and connect Outlook mail, OneDrive and SharePoint, and Outlook Calendar. They work the same way as the Google services above:

• Outlook mail (read-only) and OneDrive and SharePoint (read-only): searched only when you ask, for CVs you then choose to import. Nothing is sent, moved, changed or deleted.
• Outlook Calendar: used only to find when you are free and to create, move or cancel the interviews Flipped Chat books, with a Teams link where available.
• We do not use Microsoft data for advertising or to train general-purpose AI models, and disconnecting a service in Settings deletes the stored access token.

If your organisation connects an applicant tracking system such as Workable, Greenhouse or JazzHR, Flipped Chat imports candidates who have an email address, their CVs and, where available, recruiters’ comments. The API key or credentials you enter are used only for importing. You can disconnect at any time from Settings.

The optional Flipped Companion browser extension lets Flippy find CVs in sites you are already signed in to, such as Gmail, Google Drive, Outlook, OneDrive or an applicant tracking system, through your own browser. It has no login of its own and never talks to our servers: everything goes through your open, signed-in Flipped Chat.

• What it reads. On sites you allow, the list of results for a search Flippy asked for: file names, sizes, senders, subjects and dates, and for an applicant tracking system, applicant names, job titles and dates. If the usual way of reading a site doesn’t work, it reads the page’s link texts, button labels, headings and a short excerpt of visible text, to find its way. That text goes through your chat to Flipped, where our AI uses it only to choose the next step of that search.
• What it does on the page. Only what a search needs: open the search page, scroll, open a result, go to the next page or type your search into the site’s own search box. It never clicks anything that sends, replies, deletes, moves, shares or changes something.
• What it downloads. Only the files you tick. They are uploaded to your Flipped account, like files you drop into the chat.
• What it never does. It never reads passwords or form fields; never sends, deletes, moves or changes anything; never acts without a request from your Flipped Chat; and keeps nothing it read from a site after the search ends. We never sell or share this data.
• How we use it. Data from the extension is used only to find and import the CVs you ask for. It is not used for advertising, to decide creditworthiness or lending, or to train general-purpose AI models, and people at Flipped do not read it unless you ask us to for support, it is needed for security or to investigate abuse, or the law requires it.
• Updates it keeps. To show you what finished while you were on another tab, the extension keeps your last few Flipped Chat updates (up to 10, such as “24 CVs imported”) for up to a day. They stay in your browser and are cleared when you close it, or with Clear in the extension’s menu.
• Where data goes. Only to your Flipped account, through your open chat. Nothing goes to third parties.
• Your control. Chrome asks you once before the extension can read each site. You can remove a site’s access from the extension’s menu, or uninstall the extension, at any time.

The use of information received through Flipped Companion adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements.

• To run Flipped Chat: read CVs, suggest matches, draft questions and tests, run AI interviews, report results and schedule interviews.
• To send candidates the invitations, reminders and updates your organisation asks us to send.
• To track credits and plan usage, and to process payments.
• To keep Flipped Chat secure, prevent fraud and abuse, and enforce our Terms.
• To provide support and respond to your requests.
• To understand how Flipped Chat is used and improve it.
• To meet legal obligations.

Where data protection law requires a legal basis, we rely on performing our contract with you or your organisation, our legitimate interests in running and improving Flipped Chat, your consent, or a legal obligation.

Flipped Chat uses AI models, including models run for us by AI service providers, to understand your messages, read CVs, match candidates to roles, run and transcribe AI interviews, and write summaries and reports. Those providers process the data only to provide their service to us.

AI results help hiring teams review candidates. They do not make hiring decisions: a person at the hiring organisation decides who moves forward. Candidates can ask the organisation or us for a human review of an outcome.

We do not sell personal information. We share it only:

• Within your organisation’s account, with the colleagues who use Flipped Chat with you.
• With candidates, only what they need for their own interview or test, such as the invitation, time and link.
• With service providers that help us run Flipped Chat, such as cloud hosting, email delivery, payment processing, and AI and transcription services, who may use it only to provide their service to us.
• For legal reasons, if the law requires it or to protect the rights, safety and property of Flipped, our users or others.
• In a business transfer, such as a merger or acquisition, subject to this policy.

We keep account data while your account is open. Candidate data is kept for as long as your organisation keeps it in Flipped, and you can delete chats yourself at any time.

When an account is closed, or you ask us to delete data, we delete or anonymise it within 30 days, except where we must keep it longer for legal, tax or accounting reasons, to resolve disputes or to enforce our agreements. Copies in backups are removed as the backups expire.

We protect personal information with encryption in transit, access controls and monitoring. Only staff and providers who need the data to do their job can access it. No system is perfectly secure, so keep your password private and tell us straight away if you suspect unauthorised access.

Depending on where you live, you may have the right to:

• Access the personal information we hold about you and get a copy.
• Correct information that is inaccurate or incomplete.
• Delete your information.
• Object to or restrict certain processing.
• Receive your information in a portable format.
• Withdraw consent at any time, where we rely on consent.
• Ask for a human review of a decision made using AI.
• Complain to your local data protection authority.

These include rights under the EU and UK GDPR, India’s Digital Personal Data Protection Act 2023 and US state privacy laws. To use any of them, email support@flipped.ai. If you are a candidate, we may pass your request to the organisation that holds your data.

We operate in the United States and India, and our service providers may process data in other countries. Where we transfer personal information across borders, we use appropriate safeguards such as standard contractual clauses.

We may update this policy. We will change the date at the top, and for important changes we will tell you in the app or by email.

For privacy questions or requests, email support@flipped.ai, or write to GAIUS NETWORKS INC, 244 Fifth Avenue Suite L256, New York, NY 10001, USA. See also Contact us.