Privacy Policy

1. Introduction

Welcome to Replicant ("we," "our," or "us"). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered recruitment platform and services.

Replicant is operated by SELFOUND LTD, a company incorporated in England and Wales with company number 16450921 and registered address at Unit 82a James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE.

By using our services, you agree to the collection and use of information in accordance with this policy and our Terms of Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Email address, password, name, and professional role
• Profile Data: Professional experience, skills, education, career preferences
• LinkedIn Integration: Profile information imported from LinkedIn (with your consent)
• Communication Data: Messages, feedback, and support requests
• AI Training Data: Interview responses, conversation transcripts, and interaction patterns

2.2 Information We Collect Automatically

• Usage Data: Platform interactions, feature usage, session duration
• Technical Data: IP address, browser type, device information, operating system
• Analytics Data: Performance metrics, user behavior patterns, error logs
• Cookies and Tracking: Session management, preferences, and analytics

2.3 AI-Generated Data

• AI Avatar Data: Voice recordings, conversation transcripts, behavioral patterns
• Interview Data: AI-conducted interview recordings and analysis
• Matching Data: AI-generated compatibility scores and recommendations
• Performance Analytics: AI training metrics and model improvement data

3. How We Use Your Information

3.1 Core Services

• Create and manage your AI avatar for job applications
• Facilitate automated job applications and interviews
• Match candidates with suitable employment opportunities
• Provide personalized career recommendations
• Enable communication between candidates and employers

3.2 AI Development and Improvement

• Train and improve our AI models and algorithms
• Enhance voice synthesis and conversation capabilities
• Develop better matching and recommendation systems
• Improve interview performance and authenticity
• Conduct quality assurance and testing

3.3 Legal Basis for Processing

• Contract Performance: To provide our services as requested
• Consent: For AI training and optional features (you can withdraw consent)
• Legitimate Interests: To improve our services and ensure security
• Legal Compliance: To comply with applicable laws and regulations

4. Data Sharing and Disclosure

4.1 With Employers

We share your professional profile and AI avatar interactions with potential employers when you apply for positions or opt into our matching service. You have control over:

• Which information is shared in your profile
• Whether to enable automatic profile sharing
• Which employers can access your information
• When to withdraw from specific opportunities

4.2 Service Providers

We share data with trusted third-party providers who help us deliver our services:

• AI Services: OpenAI, ElevenLabs for voice synthesis and AI processing
• Cloud Infrastructure: Hosting, database, and storage providers
• Analytics: Usage analytics and performance monitoring
• Authentication: LinkedIn for profile integration
• Video Services: Daily.co and D-ID for video call functionality

4.3 Legal Requirements

We may disclose your information when required by law, court order, or to protect our rights and the safety of our users.

5. International Data Transfers

Some of our service providers are located outside the UK/EEA. When we transfer your personal data internationally, we ensure appropriate safeguards are in place:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions for countries with equivalent data protection
• Additional security measures and encryption in transit
• Regular review of transfer mechanisms and provider compliance

6. Data Retention

• Active Accounts: We retain your data while your account is active
• Closed Accounts: Data is retained for up to 48 months after account closure
• AI Training Data: May be retained longer in anonymized form for model improvement
• Legal Requirements: Some data may be retained longer to comply with legal obligations
• Backup Systems: Data in backups is deleted according to our retention schedule

7. Your Rights

Under UK GDPR, you have the following rights:

7.1 Access and Portability

• Request a copy of your personal data
• Receive your data in a portable format
• Transfer your data to another service

7.2 Correction and Deletion

• Correct inaccurate or incomplete information
• Request deletion of your personal data
• Update your profile and preferences

7.3 Control and Objection

• Object to processing based on legitimate interests
• Withdraw consent for AI training and optional features
• Restrict processing in certain circumstances
• Opt out of automated decision-making

To exercise your rights, contact us at privacy@replicant.im or use the privacy settings in your account dashboard.

8. Data Security

We implement comprehensive security measures to protect your information:

• Encryption: Data encrypted in transit and at rest
• Access Controls: Role-based access and multi-factor authentication
• Infrastructure: Secure cloud hosting with regular security audits
• Monitoring: Continuous security monitoring and threat detection
• Staff Training: Regular security awareness training for our team
• Incident Response: Established procedures for security incident handling

9. AI-Specific Provisions

9.1 AI Avatar Creation

When you create an AI avatar, we process your voice recordings and behavioral patterns to create a digital representation. You retain control over:

• Whether to create an AI avatar
• How your avatar represents you in interviews
• Deletion of your avatar and associated data
• Use of your avatar for training our AI systems

9.2 Automated Decision Making

Our AI systems may make automated decisions about job matching and recommendations. You have the right to:

• Understand how our AI makes decisions
• Request human review of automated decisions
• Opt out of automated decision-making
• Challenge decisions that significantly affect you

9.3 AI Training Opt-Out

You can opt out of having your data used for AI training while still using our core services. This may limit some personalization features but will not affect basic functionality.

10. Cookies and Tracking

We use cookies and similar technologies to:

• Essential: Enable core functionality and security
• Performance: Analyze usage and improve our services
• Functional: Remember your preferences and settings
• Analytics: Understand user behavior and platform performance

You can control cookie preferences through your browser settings or our cookie banner. Some cookies are essential for the platform to function correctly.

11. Changes to This Policy

We may update this Privacy Policy periodically. Significant changes will be communicated through:

• Email notification to registered users
• Prominent notice on our platform
• Updated effective date at the top of this policy

Continued use of our services after policy changes constitutes acceptance of the updated terms.

12. Contact Us

For privacy-related questions or to exercise your rights, contact us: