Privacy Policy
Last updated: 16 October 2026
TheBriminc (thebriminc.com) is a recruitment company. RecruitAutomate, at recruit.thebriminc.com, is the platform our team uses to receive job applications, assess them against the roles we recruit for, contact candidates and keep track of interviews, offers and joining. This policy explains what personal information we handle in it, why, who we share it with, how long we keep it, and the rights you have.
TheBriminc decides why and how this information is used, so for India's Digital Personal Data Protection Act, 2023 (the DPDP Act) we are the Data Fiduciary. Questions and requests go to jobs@thebriminc.com.
1. Whose information this covers
- Candidates: people who apply for, or are considered for, roles we recruit for — whether the application reaches us by email, through a job portal (for example Naukri or LinkedIn) or because a recruiter adds a resume they received.
- Users: TheBriminc's recruiters and administrators, and anyone else we invite to use RecruitAutomate.
- Client contacts: people at the companies we recruit for, to whom we send candidate profiles.
2. What we collect
About candidates
- What you send us or what reaches us with your application: your name, email address, phone and WhatsApp number, location, and your resume with everything in it — education, employment history, skills, current employer and designation, years of experience, and current and expected salary (CTC) and notice period where you mention them.
- What you tell us on WhatsApp or by email: whether you are interested in a role, and your answers to our screening questions (for example where you are based, whether you can work from the role's location, your CTC, your notice period, your interview availability and questions specific to the role).
- What our team records: how your profile matches the role's requirements, notes, interview schedules and feedback, the stage of your application, and offer and joining details.
- Records of our contact with you: the WhatsApp messages and emails we exchange, whether they were delivered or read, and whether you agreed to be contacted on WhatsApp or asked us to stop.
About users
- Your name and email address from your Google account when you sign in with Google, your role, and the WhatsApp number you give us (it is shared with the candidates you are responsible for, as their point of contact).
- A record of what you do in the platform (an audit trail), with the time and the internet (IP) address it came from.
About client contacts
- The name and email address of the person at a client company to whom we send candidate profiles.
Technical information
- Our servers record the IP address, browser type and time of requests, to keep the service secure and working. We do not use advertising or tracking tools.
3. How we use it
We use personal information only for recruitment and for running the platform safely:
- to receive, read and organise applications, and match candidates to the roles we recruit for;
- to contact candidates about a role and ask whether they are interested and the screening questions for it;
- to arrange interviews (including calendar invitations), and track offers and joining;
- to share a candidate's profile with the client company recruiting for the role (see section 7);
- to tell our recruiters what needs their attention, and to keep trackers and reports — a client's tracker lists only the candidates put forward for that client's roles, and our internal reports show progress and counts;
- to keep the platform secure, prevent misuse, answer requests about personal data, and meet our legal obligations.
Where we rely on your consent (for example to contact you on WhatsApp), you can withdraw it at any time; where we process information because you applied for or showed interest in a job, we do so for that purpose only. We do not sell personal information, and we do not use it for advertising.
4. AI and how decisions are made
RecruitAutomate uses AI services to read resumes and pull out details such as contact information, experience and skills; to note, for each requirement of a role, whether a resume shows it and the passage that shows it; and to understand free-text replies on WhatsApp. The score shown to recruiters is calculated by our own software from those findings.
People make the decisions. The AI does not decide who is shortlisted, interviewed, offered a job or turned down — our recruiters do, and they can see and correct what the AI read. An answer the AI is not confident about is never used without a person.
The AI services we use are those of OpenAI, Anthropic and Google (Gemini) — one at a time, chosen by our administrator. They receive only what a task needs (for example the text of a resume, or one WhatsApp reply and the question it answers). We use them through their business interfaces, under terms that do not allow them to use our data to train their models.
5. WhatsApp and email
- We send WhatsApp messages through Gupshup, an authorised provider of Meta's WhatsApp Business Platform. Messages, numbers and delivery information pass through Gupshup and Meta (WhatsApp) under their terms and privacy policies.
- We contact a candidate on WhatsApp only about roles they applied for or are being considered for, and only once they have agreed to it or a recruiter has confirmed they did. The first message names the recruiter responsible and gives their WhatsApp number.
- You can stop WhatsApp messages at any time by replying STOP. We stop at once, for every role, and confirm it once. Reply START if you change your mind. A reply asking for a call or for a person goes straight to a recruiter.
- Applications reach our recruitment mailbox by email. We may email you to acknowledge your application, and our recruiters may email you about a role.
6. Google user data
RecruitAutomate uses Google services in three ways:
- Sign-in: users sign in with their Google account. We receive their name, email address and Google account identifier, and use them only to identify the user and decide what they may see.
- Gmail: RecruitAutomate connects to TheBriminc's own recruitment mailbox, with the mailbox owner's permission, to read the job applications sent to it, label the messages it has processed, and send the acknowledgement and notification emails the platform sends.
- Google Drive: resumes and related documents are stored in TheBriminc's own Google Drive folders, organised by role and stage.
We use information received from Google APIs only to provide these functions of RecruitAutomate. It is not sold, not used for advertising, not used to develop, improve or train generalised AI or machine-learning models, and not read by people except where needed for recruitment work, for security, or to comply with the law. Resume text from the mailbox may be sent to the AI service described in section 4 only to read it for the application it belongs to.
RecruitAutomate's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
7. Who we share it with
- Client companies: when a candidate is put forward for a role, we send their profile and the relevant details to the company recruiting for it. For a confidential role, our messages to candidates do not name the client company.
- Service providers who host and run the platform for us, under contracts or terms that allow them to use the data only to provide their service:
| Provider | What they do for us |
|---|---|
| Supabase | Hosts the platform's database |
| Hostinger | Provides the server the platform runs on |
| Sign-in, the recruitment mailbox (Gmail) and document storage (Google Drive) | |
| Gupshup and Meta (WhatsApp) | Send and receive WhatsApp messages |
| OpenAI, Anthropic or Google (Gemini) | AI reading of resumes and replies (one at a time, see section 4) |
- Authorities, when the law requires it, or to protect the rights and safety of people and of TheBriminc.
We do not sell or rent personal information to anyone.
8. Where it is stored
The platform's database is hosted in Mumbai, India. Some of our service providers (for example the AI services, Google and Meta) may process information in other countries, including the United States. Where that happens we rely on their safeguards and terms, and we follow any restriction the Government of India places on transfers under the DPDP Act.
9. How long we keep it
- We keep a candidate's information only as long as we need it for recruitment and to meet our legal obligations. As a rule, the details of a candidate who was never shortlisted are deleted or anonymised about 12 months after the last activity on their application, and those of a candidate whose applications have all ended about 24 months after the last activity.
- Deleting means anonymising: names, contact details, resumes, messages and notes are removed, while counts and dates without a name (used in reports) remain.
- Raw WhatsApp delivery records are removed after about 90 days, and backups age out after 30 days.
- If you asked us to stop WhatsApp messages and your data is later deleted, we keep a one-way coded form of your number (which cannot be turned back into the number) so that we do not message you again.
- Users' accounts are kept while they work with us; the audit trail is kept for up to 36 months.
10. How we protect it
- All connections to the platform are encrypted (HTTPS). The keys and access tokens for connected services are stored encrypted.
- Access is by invitation only, with Google sign-in, and each user sees only what their role allows; the database itself enforces these limits.
- Actions on personal data are recorded in an audit trail that cannot be edited.
- Files received are checked before they are stored, and resume content is treated as data, never as instructions.
No system is perfectly secure. If a breach affecting your personal data occurs, we will inform you and the Data Protection Board of India as the DPDP Act requires.
11. Your rights
Under the DPDP Act you can ask us:
- for a summary of the personal data we hold about you and how we use it, and with whom we have shared it;
- to correct, complete or update it;
- to erase it, when it is no longer needed for the purpose or you withdraw your consent;
- to stop contacting you (on WhatsApp, simply reply STOP);
- to nominate another person to exercise these rights for you if you die or become unable to do so.
Write to jobs@thebriminc.com, or tell the recruiter who contacted you. We may need to confirm it is you before acting, and we will answer promptly. Withdrawing consent does not affect what was done before, and we may keep what the law requires us to keep.
12. Cookies and your browser
RecruitAutomate does not use advertising or analytics cookies. When a user signs in, the browser keeps a sign-in token in its local storage so that the user stays signed in; signing out removes it. Candidates do not need to visit the platform at all.
13. Children
RecruitAutomate is meant for adults looking for work. We do not knowingly process the personal data of anyone under 18; if we learn we have, we delete it.
14. Changes to this policy
We may update this policy when our practices or the law change. The date at the top shows the latest version; for significant changes we will tell users in the platform.
15. Contact and grievances
For any question, request or complaint about your personal data, write to jobs@thebriminc.com (TheBriminc, thebriminc.com). We will look into it and reply. If you are not satisfied with our answer, you may complain to the Data Protection Board of India.
See also our Terms of Use.