Privacy Notice

Who we are

Arcanext is provided by Arcanext AI, 87, Tarabai Nagar, Saki Vihar Road, Powai, Mumbai, Maharashtra, India 400072. Privacy questions and requests: ayush@arcanext.com.

What the pilot does

The closed pilot processes personal data only for these features:

• Employer user accounts and organizations, through Clerk
• Jobs, job descriptions and interview questionnaires, including drafts generated with Azure OpenAI
• Candidate records and résumé files that employers upload, stored in private Azure Blob Storage
• Résumé parsing, embeddings, matching and ranking against the employer's job, using Azure OpenAI
• Billing in Razorpay test mode; no real payments are taken during the pilot

No candidate contact during the pilot

During the closed pilot, voice calling, candidate messaging and text interviews are switched off: Arcanext does not call, text or email candidates, and no candidate data is sent to Twilio, Deepgram or Cartesia or through Resend.

Employer users

When you use Arcanext for your organization, we process your name, work email address, organization membership and role, sign-in metadata such as IP address and browser, the actions you take in your workspace, and billing contact and business details. We use this data to provide and secure the service, to support you and to bill your organization. Our legal bases are performance of our contract with your organization and our legitimate interest in running a secure service.

Candidates whose data an employer uploads

If you applied for a job with an employer that uses Arcanext, that employer decides how your data is used and is the controller of it. Arcanext processes it on the employer's behalf.

We process the contact and professional details in the candidate records and résumé files the employer submits, the text extracted from your résumé, numerical representations (embeddings) of that text, match scores and rankings against the employer's job, and notes the hiring team adds.

Arcanext does not make hiring decisions. Résumé match scores and rankings are shown to the employer's hiring team, labelled for human review, and only a person at the employer can record a hiring decision.

Azure OpenAI does not use customer data to train models; prompts may be retained for up to 30 days for abuse monitoring.

To exercise your rights over this data, contact the employer you applied to. You can also contact us at ayush@arcanext.com.

Screening calls, invitations and messages

The rest of this section applies only once an employer's voice screening, candidate messaging or text interviews are switched on. When they are, we also process your phone number and email address to contact you, the recording and transcript of a screening call, your interview answers and their evaluation against the employer's criteria, your messages and replies, and records of the permissions you gave or refused.

Every screening call opens with a fixed script, not an AI model. The caller says it is an AI assistant calling from the employer about the role the candidate applied for, and asks the candidate to confirm their full name and whether they are ready for a short interview. The name the candidate says is compared with the name the employer holds and is not stored; the interview goes ahead only when it matches. The caller then says the call is recorded for quality and monitoring purposes and asks whether the candidate is okay with that. The recording and transcript start only when the candidate says yes; before that, only a consent record (times, the outcome and the script version) is kept, and, if the candidate asks to be called back, their request as text of up to 300 characters. A candidate who does not agree to the recording, or whose name cannot be confirmed, is not interviewed. A candidate who asks for a person or an accommodation is not interviewed, and the hiring team is asked to contact them. The employer's hiring team reviews the recording and transcript; they are not used to train AI models. A candidate who asks to stop part-way is asked once to confirm, the answers already given are kept for the hiring team, and they can ask to be called back. A candidate can say stop at any time to end the call and not be called again.

Before you give permission to record, the first few words of your first one or two replies may be sent to Azure OpenAI solely to detect an answering machine. They are not recorded or stored by us; Azure OpenAI may keep them for up to 30 days for abuse monitoring.

A synthesized greeting containing the candidate's first name is cached for up to 15 minutes to avoid delay at call start, then deleted.

During a call the AI may answer a candidate's questions using only information the employer provided for that purpose. Questions it cannot answer are passed to the employer's hiring team, and the questions a candidate asks are logged for the hiring team. Candidate questions are never used as evidence when answers are scored.

When the employer has switched on email follow-ups and the candidate agreed to receive them, a candidate who could not be reached by phone, or who asked to be called later, may receive a reminder email from the employer asking for a good time to call. A reply to that email is read by Azure OpenAI only to find the call-back time the candidate asked for. The call is then booked within the permitted calling hours and confirmed by email. A copy of each email reply, without the earlier message it quotes, is sent to the employer's hiring contact so they can answer the candidate directly.

Calls are placed only within the candidate-local calling hours listed for each country. A call on a Saturday, a Sunday or an Australian national public holiday in the candidate's local time is placed only when the employer has confirmed weekend calls for those candidates.

• United States: 09:00 to 20:00, candidate-local time, every day
• Canada: 09:00 to 20:00, candidate-local time, every day
• United Kingdom: 09:00 to 20:00, candidate-local time, every day
• Australia: 09:00 to 20:00, candidate-local time, every day
• United Arab Emirates: 09:00 to 18:00, candidate-local time, every day
• India: 09:00 to 20:00, candidate-local time, every day

Invitations by email

If an employer confirms that candidates gave it their contact details for recruitment purposes, Arcanext may send each of those candidates one email per job inviting them to a short voice screening interview. This is not consent to a call: Arcanext never calls on that basis, and a call is placed only after the candidate clicks to start the screen. Every email includes unsubscribe and delete-my-data links.

Every email Arcanext sends to a candidate on an employer's behalf ends with a link to this notice, a delete-my-data link and an unsubscribe link. Text messages include the delete-my-data link, and replying STOP ends them.

Where data is stored and who processes it

Arcanext stores data in Microsoft Azure in the Central US and East US 2 regions of the United States. Short-lived rate-limit counters, and live call state once voice screening is enabled, are held in Azure Managed Redis. The service providers that process data for us, with their purpose, data and region, are listed on our sub-processors page at arcanext.com/subprocessors.

Where personal data is transferred from the United Kingdom, the European Economic Area or Switzerland to the United States, the transfer relies on the safeguards set out in the Data Processing Addendum: the UK International Data Transfer Agreement or the UK Addendum, and the EU Standard Contractual Clauses.

Security

Data in transit is protected with TLS 1.2 or higher. Microsoft Azure documents AES-256 encryption at rest for the storage services we use. Each employer's data is kept within its own organization, and team members' access is controlled by the roles their organization assigns.

Retention and deletion

Customer data is kept while the customer's organization account exists, including after a subscription ends or a plan changes.

When an employer deletes a job, the transcripts, interview answers, candidate questions and recordings of that job's calls are deleted 30 days later, and a candidate with no other job with that employer becomes due for erasure at the same time.

When an employer's organization account is deleted or closed, every candidate in it becomes due for erasure 30 days later.

If your phone number or the job is in one of these countries: United Kingdom, India, your data becomes due for erasure 180 days after the last of your jobs with that employer closed or was deleted, unless the employer recorded that you joined its talent pool.

You can ask for your data to be deleted with the delete-my-data link in our emails and messages, or as described at arcanext.com/privacy/delete-my-data. A request made with the link is due to be completed within 30 days.

Deletion is handled through erasure requests. An administrator of the customer's organization can record a request for a candidate, and by default a second administrator must authorize it. A request a candidate makes with a delete-my-data link is authorized automatically if no administrator authorizes it first, and the deletion rules above record and authorize their own requests. Requests are recorded at once and are carried out only while erasure is enabled for the service. Erasure removes the candidate's content from the application database and deletes their stored résumé files and call recordings, except files shared with other candidates or under a legal hold. It does not remove copies held in backups or by sub-processors, and some billing records keep a pseudonymous reference. Deleting an organization account makes its workspace unavailable at once.

When the data of a candidate with a United States phone number or a United States job is erased, a de-identified record of each such application is kept for four years, so that the employer can answer an audit of its use of AI in hiring. It holds no name or contact details. It holds random record references, references to the employer and the job, the job country and the candidate's phone country, how the candidate was sourced, the screening status, the hiring decision with the date it was recorded and a reference to the employer user who recorded it, the résumé match score and the interview score with the scorer, model and prompt versions used, the dates the application was added and erased, and the date the record is due for deletion.

If you ask us to stop contacting you or to delete your data, we keep a keyed one-way hash of your phone number and/or email address, so that Arcanext does not call, text or email you again for any employer. We use it only to recognise contact details you asked us not to use, we do not keep them in readable form, and the hash is kept after your other data is deleted.

United Kingdom and European Union (UK GDPR and GDPR)

You have rights to access, correct and erase your personal data, to restrict or object to its processing, and to data portability. You can complain to the UK Information Commissioner's Office or your local supervisory authority.

Article 22 restricts decisions based solely on automated processing that have legal or similarly significant effects. Arcanext makes no such decision: match scores, rankings and interview evaluations inform the employer's hiring team, and only a person at the employer can record a hiring decision.

United States (California CCPA/CPRA)

For candidate data, Arcanext acts as a service provider to the employer. We do not sell personal information or share it for cross-context behavioral advertising. California residents can ask to know, correct or delete their personal information and to limit the use of sensitive personal information by contacting the employer, or us at ayush@arcanext.com. We will not discriminate against you for exercising these rights.

Canada (PIPEDA and Quebec Law 25)

You can ask for access to, and correction of, your personal information, and withdraw consent subject to legal and contractual limits. Under Quebec law you must be informed of any decision based exclusively on automated processing; Arcanext makes no such decision. Our privacy officer can be reached at ayush@arcanext.com.

Australia (Privacy Act 1988)

You can ask to access or correct your personal information and complain to us or to the Office of the Australian Information Commissioner.

Automated decisions (from 10 December 2026): Arcanext uses computer programs to extract information from résumés, compute match scores and rank candidates against an employer's job and, once voice screening or text interviews are switched on, to score interview answers against the employer's criteria. These outputs are given to the employer's hiring team to inform its decisions; they do not make them, and only a person at the employer can record a hiring decision.

India (Digital Personal Data Protection Act 2023)

The employer is the Data Fiduciary for candidate data and Arcanext processes it as a Data Processor. You can ask for a summary of your personal data, its correction or erasure, and grievance redressal, and you can nominate another person to exercise your rights. Grievances: Ayush Mahesh Singh, Grievance Officer (India DPDP Act), ayush@arcanext.com.

United Arab Emirates (Federal Decree-Law No. 45 of 2021)

The employer is the controller of candidate data and Arcanext processes it on the employer's behalf. You can ask for access to, correction or erasure of your personal data, restrict or object to its processing, and object to decisions based solely on automated processing; Arcanext makes no such decision.

Changes to this notice

A changed notice receives a new version number and effective date on this page.