Privacy Policy
What we collect, why, who sees it, and your rights.
Template text for this deployment. Have it reviewed by legal counsel before production launch.
Who we are
ServiceSetu operates an academic recruitment platform connecting candidates with institutions. For personal data you provide as a candidate, ServiceSetu is the data fiduciary (controller). When you apply to an institution, that institution becomes an independent fiduciary for the application it receives.
What we collect
- Account data: name, email address, password (stored as a one-way hash), and optional two-factor authentication settings.
- Academic record: education, appointments, publications, projects, teaching, awards, references and other information you enter.
- Documents: CVs, statements, certificates and other files you upload, including every version.
- Application data: the profile snapshot, documents and answers submitted to each institution, and status updates.
- Recommendation letters: uploaded directly by your referees. You cannot view them.
- Technical data: IP address, device and browser information, and session records used for security.
Why we use it
- To provide the service: building profiles, submitting applications, notifications and reminders.
- To keep accounts secure: login protection, session management, abuse prevention and audit logs.
- To improve search and matching. Matching is rule-based and explainable; it is a suggestion and never used to reject applications automatically.
We do not sell personal data, and we do not use your documents to train machine-learning models.
Who can see your information
- Institutions you apply to see the snapshot submitted with that application, including documents and confidential letters attached to it.
- Institutions you do not apply to see nothing, unless you choose to make your profile discoverable or public. If you do, verified institutions can see your profile summary, and that you viewed one of their vacancies while signed in, so they can invite you to apply. With a private profile, your visits are only counted, never named.
- Vacancy visits are counted once per visitor per day. For visitors who are not signed in we keep a one-way scrambled code, not an IP address.
- ServiceSetu staff can see accounts, applications, documents and vacancy visits to run, support and secure the platform and meet legal obligations. Every time staff open a person's data, it is logged.
- Service providers (hosting, email delivery, storage) process data on our instructions under contract.
Storage and security
Documents are stored in private storage and served through short-lived, signed links. Data is encrypted in transit and at rest where supported by our providers. We keep submitted applications for as long as your account exists, or as required by law; institutions may retain applications they received under their own policies.
Your rights
You can access and export your data at any time (Settings → Privacy → Export my data), correct it, change your visibility, withdraw consent for optional processing, and request deletion of your account. Contact info@servicesetu.org for any request. We respond within 30 days.
Changes
We will notify you of material changes by email and in the app at least 14 days before they take effect.