Privacy Policy

1. Introduction

KITANA AI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered interview and assessment services.

By using KITANA AI, you agree to the collection and use of information in accordance with this policy. This policy complies with the Protection of Personal Information Act (POPIA) of South Africa and other applicable data protection laws.

2. Information We Collect

We collect several types of information:

Account Information:

• Name, email address, username, and password
• Company/organization information (for employer accounts)
• Payment and billing information
• Subscription plan details

Candidate Information:

• Full name, email address, and phone number (when provided)
• Resume/CV and job specifications
• Interview responses (both text and voice recordings)
• Video recordings (where consent is given)
• Interview performance reports and scores

Technical Information:

• IP address and device information
• Browser type and operating system
• Pages viewed and time spent on pages
• Error logs and technical diagnostics

3. How We Use Your Information

We use the collected information for:

• Service Delivery: To provide AI-powered interviews, assessments, and reports
• Account Management: To create and manage your account, process payments, and communicate with you
• AI Processing: To analyze interview responses and generate performance insights using OpenAI's API
• Improvement: To improve our AI models and service quality
• Security: To detect, prevent, and address technical issues and fraudulent activity
• Legal Compliance: To comply with legal obligations and enforce our terms

4. Data Sharing & Disclosure

We do not sell your personal information. We may share your data only in the following circumstances:

• With Your Consent: When you explicitly authorize sharing
• Service Providers: With trusted third parties who help us operate our services (e.g., OpenAI for AI processing, PayFast for payments)
• Legal Requirements: When required by law, court order, or government authorities
• Business Transfers: In connection with a merger, acquisition, or sale of assets

For Employers: Candidate data collected through interviews is owned by you. You are responsible for ensuring lawful processing and obtaining proper consent from candidates.

5. Data Retention

We retain your data for the following periods:

• Account Data: For the duration of your active account plus 30 days after deletion
• Interview Records: For 12 months, or as required by our clients for business purposes
• Voice/Video Recordings: For 30 days, unless retained longer for business purposes
• Payment Records: For 7 years as required by South African tax law

You may request deletion of your personal data by contacting us at support@kitana.ai. We will respond within 30 days.

6>Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption: Data is encrypted in transit using HTTPS/TLS
• Secure Storage: Passwords are hashed using bcrypt. Sensitive data is stored securely
• Access Control: Limited access to personal data on a need-to-know basis
• Regular Security Updates: We monitor and update our security practices

However, no method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Your Rights (POPIA)

Under POPIA and other data protection laws, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data
• Objection: Object to processing of your data
• Portability: Request transfer of your data to another service

To exercise these rights, contact us at support@kitana.ai. We will respond within 30 days.

8. Cookies & Tracking

We use cookies and similar tracking technologies:

• Essential Cookies: Required for the site to function (sessions, authentication)
• Performance Cookies: To analyze site usage and improve performance
• Functional Cookies: To remember your preferences

You can manage cookie preferences through your browser settings.

9. Children's Privacy

Our services are not intended for children under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than South Africa. We ensure appropriate safeguards are in place to protect your data in accordance with POPIA requirements.

This includes data processing by OpenAI (United States) for AI interview analysis and other service providers.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new policy on our website
• Sending an email notification to registered users
• Updating the "Last Updated" date