Privacy Policy

What we collect, why, and who ever sees it.

This policy explains how IncognitoH handles personal data. The short version: we collect what the service needs to work, we separate the parts that identify you from the parts that make you findable, and we do not disclose your identity to anyone without you approving that specific disclosure.

IncognitoH operates incognitoh.com from San Francisco, California, and is the controller of the personal data described here. Questions and requests go to coo-office@incognitoh.com.

What we collect

• Account data: the email address you register with and your role. Passwords are handled by our identity provider and are never stored by us in a recoverable form.
• Identity data: your name and contact details, your LinkedIn profile, your employment history, and the original resume file you upload.
• Profile data: location, work authorisation and visa status, years of experience, job status, salary expectations, target roles, your profile summary, and the professional detail you add for recruiters.
• Approach and interview data: the opportunities sent to you, your answers and questions, the fields you released and when, and interview times proposed and accepted.
• Community content: posts, comments, photos, reactions and follows, attached to your posting alias or, where you chose it for a post, to your real name; and the result of the automated check each post and photo goes through before it is published.
• Invitation data: the email addresses you enter to invite someone, and whether an invitation led to a sign-up.
• Challenge data: your answers, scores and leaderboard position, recorded against your posting alias.
• Career preparation: the interview plans Career Hub builds from your profile for the roles you are targeting.
• Sign-in provider data: if you sign in with Google, or another provider we offer, the email address and name that provider shares with us, used to create or link your account.
• Recruiter data: for a recruiter account, your name, company and work email, the roles you describe, the candidates you shortlist and approach, the interview times you propose, and your plan and billing status. Card details go to Stripe and never reach us; we hold a Stripe customer reference and a record of the invites you sent and the profiles you opened.
• Usage data: sign-in events, connection requests and outcomes, messages sent through a connection, and in-app notifications.
• Site analytics: a random identifier your browser invents for itself, your device type, a country inferred from your browser's timezone, the channel you first arrived from in one word (search, social, direct, or a campaign name) and which pages you visited. It is never attached to your account, we store only a hash of the identifier, and it carries no IP address.
• Technical data: your IP address and request details, kept in request logs for thirty days; and an approximate location read from your connection to set sensible defaults, which is not stored.

Why we use it, and on what basis

Where the GDPR or the UK GDPR applies to you, each purpose below rests on one of its legal bases: performing our contract with you, your consent, our legitimate interests, or a legal obligation. The basis is given with each purpose.

• To operate your account and keep it secure (contract).
• To make your profile findable by recruiters, without identifying you (contract).
• To generate profile summaries and rank you against roles (contract).
• To pass on the specific details you choose to release (consent, which you give field by field and can withdraw).
• To run the community feed, and to check content before it is published (contract, and our legitimate interest in keeping the feed safe).
• To send the invitations you ask us to send, on your behalf (your request; for the person invited, our legitimate interest in delivering one message you asked us to send).
• To take payment for recruiter plans and keep a record of the invites each plan has used (contract, and legal obligation for the accounting records).
• To understand how the site is used, in aggregate and without identifying anyone (legitimate interest).
• To detect and investigate abuse of the service (legitimate interest).
• To meet legal obligations (legal obligation).

How your identity is kept separate

Identity data is stored apart from searchable profile data, under separate encryption, and the services that serve recruiter search hold no permission to read it. Resume text is redacted before it is analysed or summarised, so identifying details do not enter the searchable data in the first place. Your posting alias is stored so that it cannot be joined to your profile. This is described in more detail on the anonymity page.

When someone invites you

If a member invites you, we receive the email address they entered and send one invitation, and may send it again if they ask us to resend it. We use that address for nothing else, we do not add it to any marketing list, and we do not sell or share it. Write to coo-office@incognitoh.com and we will delete the address and stop any further mail. Otherwise an invitation that is not taken up is deleted after six months.

Emails we send you

We email you about your own account: confirming your address, a recruiter's invite, an interview, a password reset. We also send a small number of reminders - to finish signing up, to upload a resume, to complete your profile, to answer a waiting invite, and a monthly note from the Career Hub. Reminders are at most one a day and three a week, and each one has an unsubscribe link; you can also switch them off under Settings. We do not send promotions for anyone else and never share your address.

Who we share it with

Each provider acts on our instructions and is bound to protect what it handles. We do not sell personal data, and we do not share it for advertising.

• Recruiters: only the fields you explicitly release, only to the recruiter you released them to.
• Other members: anything you publish in the feed, and your alias and score on a challenge leaderboard.
• Amazon Web Services: hosting, storage, identity management, email delivery, and the AI models and content checks described below, all inside our own AWS environment in the United States.
• Stripe: our payment processor, which receives what it needs to take a recruiter's payment and handles card details under its own privacy policy.
• Google: only if you choose to sign in with it, and only the fact that you are signing in to IncognitoH.
• YouTube: Career Hub lists videos found through the YouTube API; opening one takes you to YouTube, under its policy. We send YouTube the search, never anything about you.
• Zoho: receives the email you send to our addresses.
• Authorities: where we are legally required to, and where we can, after telling you.

AI processing and automated decisions

Profile summaries, role extraction, interview preparation, news summaries and the automated content checks on the feed use models running on Amazon Bedrock and Amazon Rekognition inside our own AWS environment. Amazon does not use what we send to train its models. Your resume is not sent to any AI provider outside that environment and is not used to train any publicly available model.

Match scores rank candidates against a role so that a recruiter can decide whom to read and approach; the score is shown with its reasons, and the decision to approach, interview or hire is always made by a person. Content checks on the feed are automated and can refuse a post or a photo. Nothing with a legal or similarly significant effect on you is decided by automated means alone. If you think a score or a refusal is wrong, write to coo-office@incognitoh.com and a person will look at it.

How long we keep it

Profile and identity data are kept while your account is active. Deleting your candidature removes them, along with your uploaded file and the interview plans built from it. Posts and comments stay published until you delete them, because they are not part of the profile being removed. News stories are removed after a week, notifications after ninety days, an invitation that is not taken up after six months, and request logs, which hold IP addresses, after thirty days. The record of invites and profile reads, which names handles rather than people, is kept as an accounting record. Limited records may be retained beyond that where we are required to keep them.

Your rights

You can access, correct, export, or delete your data, and object to or restrict some processing. Viewing, editing and deleting you can do yourself from your profile and Settings. There is no self-serve export yet: write to coo-office@incognitoh.com from the address on your account and we will send you a copy of what we hold within thirty days. We do not sell personal data, so there is nothing to opt out of on that front. If you are in the EEA, the UK or Switzerland, you may also complain to your data protection authority. See "Your data and your rights" for the detail.

California residents

Under the California Consumer Privacy Act you have the right to know what personal information we collect and how it is used, to delete it, to correct it, and to limit the use of sensitive personal information, and we will not discriminate against you for exercising any of them. We collect the categories above: identifiers, professional and employment information, internet activity limited to the pages you visit here, commercial information for recruiter accounts, and inferences in the form of your profile summary and match scores. Work authorisation and visa status are sensitive personal information; we use them only to match you against roles that require them, which is a use the law permits, and for nothing else.

We do not sell personal information and do not share it for cross-context behavioural advertising. To exercise a right, write to coo-office@incognitoh.com from the address on your account; we confirm identity that way rather than by asking for documents. An authorised agent may act for you with your written permission.

Children

The service is for adults and is not directed at anyone under 18. If you believe we hold data about a child, write to coo-office@incognitoh.com and we will delete it.

International transfers

Our infrastructure is hosted in the United States. If you are elsewhere, your data is transferred to and processed there. For transfers from the EEA, the UK and Switzerland we rely on the EU-US Data Privacy Framework, under which our providers are certified, and on standard contractual clauses where it does not apply.

Changes and contact

We will post any update here and, where the change is significant, tell you directly before it takes effect. Questions go to coo-office@incognitoh.com.