1. Information we process
Depending on your role and the features your institution enables, PlaceAI may process account and identity information; academic and student profile information; resumes and supporting documents; job applications, eligibility results, interviews, attendance and offers; recruiter and company verification information; communications, audit events and security logs; and technical information necessary to operate and secure the service.
2. Why we process information
We use information to authenticate users, provide role-based placement workflows, manage institution and recruiter operations, evaluate configured eligibility criteria, support interview and application workflows, send account and security communications, prevent abuse, maintain auditability, diagnose service issues and provide authorized AI-assisted analysis.
3. Institutions and authorized users
For institution-managed records, the relevant institution may determine why and how student or placement information is used. PlaceAI processes that information to provide the service and according to the institution's authorized configuration, applicable agreements and law. Users must only access information they are authorized to handle.
4. AI-assisted features
PlaceAI sends the minimum information necessary for a requested AI feature to its configured providers: OpenAI, Google Gemini or, when the free pilot is enabled, Groq. Provider availability depends on the feature and configuration. AI output is practice coaching or decision support for authorized human review, and is not a guaranteed hiring, placement or eligibility decision. Public-market roadmap evidence may be collected from public job feeds without an AI API.
Recorded spoken answers
With explicit consent, descriptive answers can be recorded separately as voice and HR answers as camera-and-microphone clips. Legacy assessments may contain a single HR video. The assessment notice identifies the configured processor before recording. Switching an existing recording to Groq requires the student's updated consent. Groq processing is enabled only after its Zero Data Retention setting is verified; audio/video files are submitted for transcription, and selected video frames may be analyzed for directly visible communication observations. Speech recognition and sampled frames do not establish pronunciation accuracy, continuous-video behavior, personality, emotion, honesty or employment suitability.
The student and authorized staff in the same institution may review private recordings for 30 days. Scheduled cleanup removes expired recording bytes while reports and feedback may remain. For Gemini processing, PlaceAI requests deletion of the uploaded provider copy after analysis; the Files API also expires uploads after 48 hours. For Groq processing, inference requests use Zero Data Retention rather than persistent remote file storage. Quota limits can delay analysis; complete results appear together after every required question has been evaluated. Recordings and submitted answers are preserved while analysis is pending, subject to retention expiry.
5. Service providers and international processing
PlaceAI uses infrastructure and communications providers to host the application, database, transactional email and AI functionality. These providers may process information in jurisdictions outside the user's location. PlaceAI limits provider access to what is necessary to deliver and secure the service.
6. Cookies and session information
PlaceAI uses essential authentication and security mechanisms required to sign users in, maintain authorized sessions and protect accounts. PlaceAI does not require advertising cookies to operate the placement workspace.
If you choose Google sign-in, PlaceAI receives a verified Google account identifier, email and name to authenticate and link your account. Google sign-in does not grant PlaceAI access to Gmail messages or Drive files and does not change your assigned role.
Optional first-party page-usage analytics run only after you choose to allow them in Privacy choices. You can decline or withdraw permission at any time using the Privacy choices control. We respect browser Do Not Track and Global Privacy Control signals. Analytics use random identifiers stored as keyed hashes and omit assessment answers, recordings, passwords, full referral URLs and page query strings. Essential sign-in and security cookies continue to work when analytics are declined.
7. Retention
Information is retained for as long as required to provide the service, satisfy institutional instructions, preserve legitimate security and audit records, meet contractual obligations or comply with applicable law. Retention requirements may vary by institution and record type.
8. Security
PlaceAI uses role-based authorization, institution scoping, encrypted HTTPS transport, secure password handling, session controls, audit records, rate limiting, security headers, dependency scanning and production health checks. No online service can guarantee absolute security, so suspected security incidents should be reported promptly through the authorized PlaceAI support channel.
9. Your choices and rights
Users may request access, correction or other action concerning personal information through their institution where the institution manages that information, or through the PlaceAI support/access channel for platform-managed information. Requests are handled subject to identity verification, institutional responsibilities and applicable law.
10. Student and age considerations
PlaceAI is intended primarily for higher-education placement operations. Institutions are responsible for ensuring that accounts and student information are collected and used with the appropriate authority, notice or consent required by applicable law.
11. Changes to this policy
We may update this policy when the service, providers, legal requirements or data practices change. The effective date above will be updated when material revisions are published.
12. Contact
For privacy or data-handling questions, use the PlaceAI access/support channel or the support contact supplied by your institution. Security vulnerabilities should be reported through the process described in PlaceAI's Security Policy.