Privacy Policy

1. What we collect, and why

We collect only what the product needs. Each purpose is specific; we don’t reuse data for unrelated purposes (purpose limitation).

We do not collect data we don’t need, and we do not buy data about you from anyone.

Application data is used only by the employer for that one opening, for as long as the application is active. Withdrawing an application revokes the employer’s access immediately, but the application record itself is retained until you delete your account or withdraw the application, which is what withdrawal removes access to, not the record. Directory data is used only to show your card to recruiters at claimed employer pages, and stops being shown the moment you turn the directory off.

2. Consent, and withdrawing it

We process your personal data on the basis of your consent, given when you sign up and when you turn on optional features, after notice in clear, plain language. You can:

• withdraw consent anytime — as easily as you gave it — by turning off the relevant feature, or by deleting your account from Settings;
• request this notice and consent information in English (the language Roleora launches in) or in any language listed in the Eighth Schedule to the Constitution of India — write to privacy@roleora.com and we will provide a translation;

• withdraw your application anytime from your application tracker. Withdrawing revokes the employer’s access to the shared data immediately, the same revoke used for any other share link;
• turn off the employer directory anytime from Settings, Privacy. Your directory card is removed immediately and recruiters lose access to it going forward. This does not affect any application you have already submitted, which is a separate consent.

Withdrawing consent stops future processing; it doesn’t make past lawful processing unlawful, and some data may be retained where law requires (e.g., payment records for tax).

3. Our three commitments

1. No AI training on your data. Your content is never used to train or fine-tune AI models — not by us, and contractually not by our AI processor.
2. No selling data. We do not sell, rent, or trade personal data. No “anonymized insights” sold sideways either.
3. No ads. No advertising on Roleora and no ad trackers. We use one analytics tool, Microsoft Clarity, and it runs only if you accept it. See Section 11c.

We charge money for the product so we never have to make money from your data.

4. The encrypted journal — a special note

If you turn on journal encryption, your journal entries are encrypted on your device (AES-256-GCM) with a passphrase only you know. We store ciphertext. We cannot read, recover, or hand over your encrypted journal content — not to you without your passphrase, and not to anyone else. If you lose both the passphrase and your recovery code, that content is permanently unrecoverable. That’s the honest cost of a real lock.

5. Who processes data on our behalf

We use a small set of processors, each bound by contract to process data only on our instructions:

• Microsoft Azure — hosting, storage, and databases. Application services and email run in Azure’s Central India region; AI document generation runs on Azure OpenAI in Sweden Central (EU) — prompts and outputs are processed there and not retained for training.
• Azure OpenAI Service (Microsoft) — AI document generation. Under Azure OpenAI terms, your prompts and outputs are not used to train models and are not shared with other customers or with OpenAI.
• Razorpay — payment processing (an RBI-regulated payment aggregator). Razorpay handles your payment instrument under its own privacy policy; we receive only transaction status and references.
• Azure Communication Services (Microsoft) — sending OTP and service emails.
• Azure AI Speech (Microsoft): turning your spoken answers into text and giving the practice interviewer a voice, in voice interviews only.
• Azure AI Vision (Microsoft): reading the text in scanned PDFs you upload, so a scanned resume can be imported.
• Microsoft Clarity: product analytics (heatmaps, aggregated usage and session replays with all text masked), only if you accept it in the banner. Microsoft handles that data under its own privacy statement. See Section 11c.
• Google: sign-in only. Google tells us who you are; we send it nothing from your record.
• GitHub: sign-in, and the optional connector that reads your own GitHub activity into a review inbox.

Connectors are different. If you switch one on, we send that service only the handle, link or key you give us. We use it to read your own public work. Today that means Credly, Open Badges issuers, DEV.to, Hashnode, Medium and Substack. Others are Codeforces, HackerRank, Stack Overflow, ORCID with OpenAlex and Crossref, YouTube, WakaTime, Toggl and Clockify. GitHub is covered above.

We use no advertising processors. Our one analytics processor is Microsoft Clarity, and it runs only after you accept it.

6. Your rights (Data Principal rights under the DPDP Act)

You have the right to:

• Access — a summary of the personal data we hold about you and how it is processed. Most of this is simply visible in the app; the rest, on request.
• Correction and updating — fix inaccurate or outdated data, mostly self-serve in the app.
• Erasure — delete individual items anytime, or delete your whole account from Settings. Deletion is real (see Section 7).
• Portability — a one-click JSON export of everything you own, free, anytime, from Settings.
• Grievance redressal — see Section 9.
• Nominate a person to exercise your rights if you die or are incapacitated (write to privacy@roleora.com to set this up).

To exercise any right the app doesn’t cover self-serve, email privacy@roleora.com. We verify identity via your registered email before acting on requests.

7. Retention and deletion

• Active accounts: we keep your data as long as your account is in use. It’s your record; that’s the product.
• Account deletion: immediate, irreversible erasure from live systems on confirmation; backup copies expire within their 30-day retention window. Payment and tax records are kept as long as law requires, then deleted.
• Dormant accounts: after 24 months with zero logins, we send four notice emails, at 24, 25, 26 and 27 months, each with a one-click export offer. The last one names a deletion date at least 30 days away. A login or a click on keep stops it. If you don’t return, the account and data are deleted. Paying members are never treated as dormant. We don’t keep personal data nobody is using.

8. Children’s data

Roleora is for users 18 and older — under-18 signup is blocked at signup via date-of-birth confirmation. We do not knowingly process a child’s personal data. If we learn an account belongs to someone under 18, we delete the account and its data. We do not do targeted advertising for anyone, of any age; features that observe your activity over time (streaks, heatmaps, AI memory) are the reason we restrict signup to adults, since the DPDP Act prohibits behavioural monitoring of children — a dedicated under-18 experience without such tracking is planned separately.

9. Grievance redressal (Grievance Officer)

Under the DPDP Act and the Information Technology Act, our Grievance Officer is:

Aaryash Kansal

Director, KNETT IT INFRASTRUCTURE AND SOLUTIONS PRIVATE LIMITED

grievance@roleora.com

79, Shyam Lal Road, Darya Ganj, New Delhi, Delhi, India – 110002

We acknowledge grievances within 48 hours and aim to resolve them within the timelines prescribed under applicable law. If you’re unsatisfied with our response, you may approach the Data Protection Board of India.

10. Data breaches

If a personal data breach affects you, we will notify you and the Data Protection Board of India as required by the DPDP Act — promptly, in plain language, with what happened, what data was involved, and what we’re doing about it. No burying it in a changelog.

11. Security

Encryption in transit and at rest; tenant isolation enforced on every database query; short-lived signed URLs for file access; rate limiting, audit logging, and security headers; client-side encryption available for the journal. Payments never touch our servers.

11b. Cookies

Roleora sets first-party cookies that are strictly necessary to sign you in and keep your session secure. We set no advertising cookies.

Analytics cookies are separate, and they are off until you accept them. If you accept, Microsoft Clarity sets two first-party cookies: _clck keeps a random visitor id, and _clsk joins your page views into one session. If you decline, Clarity does not load and sets nothing.

Microsoft also lists third-party cookies for Clarity: CLID, ANONCHK, MR, MUID and SM, set from Microsoft domains. We always tell Clarity that ad storage is denied, which stops MUID. We cannot see or control the rest, so we state them here.

11c. Product analytics

On roleora.com and in the Roleora app we use Microsoft Clarity for product analytics: heatmaps, aggregated usage and session replays. We use it to find pages and screens that confuse people.

It runs only after you accept it. The banner has two buttons, Accept analytics and Decline. Declining is the default, it is remembered in your browser, and it loads nothing.

What it records, once you accept:

• Which pages and screens you open, where you click and scroll, mouse movement and how long you stay.
• Device, browser, operating system, approximate location (country or region) and where you came from.
• A random visitor id and session id, held in the two cookies above.

What it does not record:

• Text. Every piece of text on the page is masked in recordings, so a replay shows shapes, not words. Nothing you type is captured.
• Your record. Résumé, journal, plan and application content is masked like all other text.
• Your voice. The practice interview room and the journal do not load Clarity at all.
• Your name or email. In the app, Clarity gets a one-way hash of your account id and your plan, free or pro.

Microsoft runs Clarity. How Microsoft handles that data is governed by the Microsoft Privacy Statement. We do not sell it and we do not use it for advertising.

To withdraw, choose Analytics in the footer of any page, then Decline. In the app, turn off the Analytics switch in Settings. Clarity clears its cookies, the page reloads, and nothing loads after that.

12. Changes to this policy

Material changes are announced by email and in-app notice before they take effect, with the previous version archived. We will never change the three commitments in Section 3 quietly.

Questions: privacy@roleora.com.