Privacy policy

01The short version

If you read nothing else, read this.

• We collect what you tell Zia, what you send her and what we need to run your account. We use it to give you career help and, if you want, to match you to roles.
• From the moment an EmployLabs recruiter reaches out to you about a role (or you apply to one) until that role is decided, that recruiting team can see what you and Zia talk about in that time, on any channel. Outside that window, your conversations aren’t shared with recruiters. Details below.
• Your current employer never sees your conversations.
• We don’t sell your data and we don’t show you ads. AI models run by other companies process your messages to produce Zia’s replies.
• You can see, correct, forget, export and delete your data, and stop all contact at any time in Settings. Reply STOP on WhatsApp and Zia stops contacting you first and messaging you there.

02Who we are

Zia is an AI career strategist built and run by EmployLabs, an AI recruiting company. In this policy “we”, “us” and “our” mean EmployLabs and Zia. “You” means anyone who uses Zia on the web, on WhatsApp or on a call, including visitors who chat with Zia on our website without an account.

EmployLabs decides why and how your personal data is processed for Zia. Under India’s Digital Personal Data Protection Act, 2023 that makes us the data fiduciary; under the GDPR, the controller.

Questions about this policy: [email protected].

03What we collect

We only collect what we need to run Zia and help you with your career.

04How we use it

We use your data to:

• hold conversations with you and remember your situation so you don’t repeat yourself;
• read the documents you send and answer questions about them;
• estimate pay ranges and give career advice that fits your role, level and city;
• match you to open roles and, when you choose to, help you apply;
• contact you in the ways described in Contact from Zia;
• recognise when you may be in crisis and point you to help;
• run your account, keep it secure, fix errors and understand how Zia is used so we can improve it.

We rely on your consent for most of this, which you can withdraw at any time (see Your rights). Where the law allows, we also rely on what is needed to provide the service you asked for and on our legitimate interest in keeping Zia safe and working.

05How AI is used

Zia is an AI. Her replies are written by large language models. We also use AI models to classify messages (for example, to spot a crisis), to pull structured facts out of conversations and documents, and to create the embeddings that let Zia search her memories.

These models are run by other companies. We reach them through OpenRouter, which routes each request to a model provider such as OpenAI, Anthropic, DeepSeek or Z.ai. Your messages and the context Zia needs to answer them are sent to these providers so they can produce a reply. Messages you send in a website chat without an account go to the same providers.

Website chats without an account aren’t linked to an account, aren’t saved as memories and aren’t shared with EmployLabs recruiting.

We do not train our own AI models on your conversations.

We do not sell your personal data, and we do not use it to show you ads.

AI can be wrong. Check anything important before you act on it. Our terms say more.

06Who we share it with

We share personal data only with the people and services below, and only what each one needs.

Service providers process your data on our behalf and under contract. We may also disclose data when the law requires it, or to protect someone’s safety.

07What EmployLabs sees

EmployLabs builds Zia and is also an AI recruiting company that fills open roles for employers. Here is exactly how your data reaches its recruiting side.

Always

• Your structured career profile (role, experience, skills, pay, preferences and the work profile described above) goes to EmployLabs’s systems, including Serpex, its candidate data service, so you can be matched to roles.
• Your résumé text may be used to match you to open EmployLabs roles.

While a role is open with you

From the moment an EmployLabs recruiter reaches out to you about a role (or you apply to one) until that role is decided, that recruiting team can see what you and Zia talk about in that time, on any channel, whatever the topic. They also see your application, any assessment results and the outcome.

Never

• Outside that window, your conversations aren’t shared with recruiters.
• Your current employer never sees your conversations.

If you stop all contact in Settings, we also tell EmployLabs not to contact you. If you reply STOP on WhatsApp, Zia stops contacting you first and messaging you on WhatsApp, then asks whether EmployLabs should stop too.

08Contact from Zia

Zia may contact you first on WhatsApp, by phone or by email. For example: a welcome call after you sign up on the web, a follow-up you agreed to (where available), a check-in or a market update. She keeps to these limits:

• at most 3 WhatsApp messages a day that you didn’t ask for;
• a minimum gap between check-ins;
• calls only between 10:00 and 19:00, and WhatsApp messages only between 07:00 and 22:00, your local time.

You can switch off any channel, or stop all contact, in Settings or by telling Zia in chat. Replying STOP on WhatsApp stops Zia contacting you first and messaging you on WhatsApp; she then asks whether EmployLabs should stop too. “Stop all contact” in Settings stops everything and tells EmployLabs. Once you stop, Zia only gets in touch again if you clearly ask her to.

09Calls and recording

On a call, your voice is streamed to our speech-to-text provider (Deepgram) and turned into a transcript. Zia’s replies are turned into speech by our text-to-speech provider.

We don’t record call audio. Calls are turned into text as you speak. We keep the transcript and the call’s time, length and outcome.

10How long we keep it

11Your rights

Wherever you live, you can:

• See your data. “What Zia knows” on your profile shows what Zia remembers, and you can export your data from Settings.
• Correct it. Fix anything wrong in “What Zia knows”, or tell Zia in chat.
• Erase it. Ask Zia to forget something, or delete your account (see what that removes).
• Withdraw consent. Turn off any channel, stop all contact, or delete your account. This doesn’t affect what we did before you withdrew.
• Complain. Contact our Grievance Officer (see Contact).

India (DPDP Act, 2023)

You have the right to access a summary of your personal data and how it is processed, to correction, completion, updating and erasure, to grievance redressal, and to nominate someone to exercise your rights if you die or cannot act. If you are not satisfied with our response to a grievance, you can complain to the Data Protection Board of India.

European Union and United Kingdom

You also have the rights to restrict or object to processing and to data portability, and to complain to your local data protection authority.

California and other US states

We do not sell your personal information, and we do not share it for cross-context behavioural advertising.

To use any of these rights, write to [email protected]. We may need to confirm it’s you before we act.

12Deleting your account

You can delete your account from Settings. Here is exactly what happens.

Removed

• Your login, name and email
• Your résumé files and the profile built from them
• Your job decisions, plans and fit scores
• Your memories, which are hidden and no longer used

Kept, and why

• Your phone number and opt-outs, so we never contact you again. Without them we could not honour your opt-out.
• Records of your conversations. Raw transcripts are cleared after 90 days once a conversation has been summarised; summaries are kept.
• Text extracted from documents you sent.
• The work profile built from your calls.
• Your outreach, call and application history.
• Data already shared with EmployLabs recruiting, which stays under its records.

If your account was re-created recently, there is a 7-day wait before it can be deleted again.

If you want something removed that deletion doesn’t cover, write to [email protected] and tell us what.

13Security

We protect your data with access controls, encrypted connections and hashed passwords. Personal data is filtered out of our error reports, and access to the full text of documents you send is logged.

No system is perfectly secure. If a breach affects your personal data, we will tell you and the authorities as the law requires.

14Cookies and local storage

• Cookies keep you signed in and keep job application sessions working. Google Analytics uses cookies to measure how the website is used.
• Your browser’s local storage holds your session token and preferences, such as your theme and your last conversation.
• Your browser’s session storage holds a website chat until you close the tab.

You can clear cookies and local storage in your browser. If you do, you will be signed out.

15Where your data is stored

Our servers are in the European Union, and our database is run by Neon, a US-based provider. Some of the providers listed under sharing process data in other countries. When your data moves across borders we take steps to keep it protected as this policy describes, and we follow the transfer rules of the laws that apply to us.

16Children

Zia is not for anyone under 18. We do not knowingly collect data from children. If you believe a child has used Zia, write to [email protected] and we will delete their data.

17Changes to this policy

When we change this policy we update the date at the top. If a change materially affects how we use your data, we will tell you on the website or in Zia before it takes effect.

18Contact and grievances

Email [email protected] or message us on WhatsApp at +91 80313 40808.

Grievances under the DPDP Act, 2023 go to our Grievance Officer, EmployLabs: [email protected].