Privacy Policy

This policy explains how LessRounds collects, uses, stores and shares personal data when you visit lessrounds.ai, create or use a LessRounds account, or contact us. If you are a candidate who took an interview, read the Candidate Privacy Notice instead: it’s written for you.

1. Who we are

LessRounds is a product of OLN Labs, the operating name of OLOG N Solutions Technology LLP, a limited liability partnership organized under the laws of India (LLPIN ACG-5470, GSTIN 09AAIFO9740R1Z8). Registered office: Vaishali, Ghaziabad, Uttar Pradesh, India. Operations: Bengaluru, India. In this policy, “we”, “us” and “our” mean OLOG N Solutions Technology LLP.

For the personal data in this policy (account holders, team members and website visitors), we are the data controller under the EU and UK GDPR and the data fiduciary under India’s Digital Personal Data Protection Act, 2023 (DPDP Act). This means we decide why and how this data is used.

For candidate data that companies collect through LessRounds, the company is the controller (or data fiduciary) and we act as its processor, handling the data on the company’s behalf. Our Data Processing Addendum covers that relationship.

2. What we collect

Account and team data. When you sign up or are invited to a team: your name, work email address, phone number (optional), company name, and your role on the team.

Content you create. Interviews you build: titles, job descriptions, questions, skills, settings, notes about candidates and status changes. This is your company’s data.

Sign-in data. One-time codes (stored only as a hash, for 10 minutes) and session tokens (stored only as a hash).

Usage and technical data. Pages and features used, browser and device type, IP address, and error logs, collected so we can run, secure and fix the service.

Communications. Emails you send us and details you give when you book a call through our scheduling provider.

We don’t buy personal data, and we don’t collect more than the product needs.

3. How we use it

• To provide LessRounds: create your account, sign you in, run your interviews and show you results.
• To keep it secure: prevent abuse, limit how many sign-in attempts can be made (rate-limiting) and investigate problems.
• To support you: answer questions and help with your account.
• To improve the product, using usage patterns that are combined across users and have identifying details removed (aggregated and de-identified).
• To send service messages, such as sign-in codes and important changes. We don’t send marketing email without your permission.
• When you email a candidate through LessRounds: to show your name in the email and send their reply to your email address.
• To meet legal obligations, such as tax and accounting records.

We do not sell personal data, use it for advertising, or use your interviews or your candidates’ data to train AI models.

4. Legal bases (EU and UK)

Under the EU and UK GDPR, we need a lawful reason, called a legal basis, to use personal data. Ours are:

• Contract: to provide the service you signed up for.
• Legitimate interests: security, fraud prevention, product improvement and responding to inquiries, balanced against your rights.
• Legal obligation: tax, accounting and lawful requests.
• Consent: where we ask for it, such as optional communications. You can withdraw consent at any time.

5. Who we share it with

• Subprocessors, the other companies that host and run the service for us, listed on our subprocessors page, under contracts that limit their use of the data.
• Your team: people in your company workspace can see the interviews and candidates in it.
• Tools your company connects: if your company uses our API or webhooks, we send the data it chooses (for example a team member’s name next to a status change they made) to the web addresses and tools it sets up. That copy is then under your company’s control.
• Authorities, when the law requires it, and only as much as it requires.
• A buyer or successor, if our business or LessRounds is transferred, with this policy continuing to apply.

6. International transfers

Our servers and database are hosted by Google Cloud in India (Mumbai). Some subprocessors, including OpenAI, Resend and our monitoring provider, process data in the United States. Where the GDPR or UK GDPR applies, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses (model contract terms that protect personal data sent to other countries).

7. How long we keep it

• Account data: while your account is open, then up to 24 months after it closes, unless you ask us to delete it sooner.
• Interview content, recordings and transcripts: up to 3 years from when they were created, or sooner at your request.
• Sign-in codes: 10 minutes. Sessions: up to 30 days (12 hours for our staff).
• Invoices and billing records: as long as Indian tax and accounting law requires.
• Technical logs: kept for a limited period for security and debugging, then deleted.

8. Your rights

Depending on where you live, you can ask to access, correct, delete or export your personal data, object to or restrict some processing, and withdraw consent. Under the DPDP Act you can also seek grievance redressal (have a complaint dealt with) and nominate someone to exercise your rights. California residents have the right to know, delete and correct, and to non-discrimination (not being treated worse for using these rights). We don’t sell or share personal information for cross-context behavioral advertising (ads targeted using your activity on other websites and apps).

To use any of these rights, email privacy@lessrounds.ai with the subject “Data Rights Request”. We’ll confirm who you are and reply within the time the law allows, usually within 30 days.

9. Security

We use encryption in transit and at rest, passwordless sign-in, hashed session tokens, separation of each company’s data and private file storage with short-lived links. No system is perfectly secure. We work to protect your data, and we will notify you as the law requires if a breach affects it. More on our security page.

10. Cookies

We use a small number of strictly necessary cookies and browser storage to keep you signed in and remember preferences. We don’t use advertising cookies. See our Cookie Policy.

11. Children

LessRounds is for businesses and is not directed at anyone under 18. We don’t knowingly collect data from children.

12. Changes

We’ll update this policy as the product changes. The date at the top shows the latest version. If a change is significant, we’ll tell account holders by email before it takes effect.

13. Contact and grievances

• Email: privacy@lessrounds.ai
• Grievance Officer (DPDP Act): Aditya, reachable at privacy@lessrounds.ai
• Post: OLOG N Solutions Technology LLP, Vaishali, Ghaziabad, Uttar Pradesh, India

If you’re not satisfied with our response, you can complain to the Data Protection Board of India or, in the EU or UK, to your local data protection authority.