Your data, handled with care.
Majhi OS is a recruiting operating system. We process data on behalf of the organisations that use our platform and take our responsibilities as a data processor — and in some cases controller — seriously. This policy explains what we collect, why, and what rights you have.
1. Who we are
Majhi OS is operated by Majhi Group (referred to as "Majhi OS", "we", "us", or "our"). Our registered address and data protection contact is: [email protected]. For EU/UK GDPR purposes, Majhi OS acts as a data processor for customer data and a data controller for account and usage data.
2. Data we collect
| Category | What | Why |
|---|---|---|
| Account data | Name, work email, company, role | To create and manage your account |
| Usage data | Feature interactions, session duration, browser/OS | Product improvement and support |
| Mandate data | Job descriptions, candidate pipelines, outreach content | Core service delivery; processed on your behalf |
| Candidate data | Publicly available professional profiles, CV data you upload | Sourcing and screening; processed on your behalf |
| Communications | Support emails, contact form submissions | To respond to your enquiries |
| Payment data | Billing name and address only — card details go directly to our payment processor | Invoicing and compliance |
3. Legal basis for processing (GDPR)
We rely on the following lawful bases:
- Contract performance — processing necessary to deliver the service you've subscribed to.
- Legitimate interests — product analytics, security monitoring, and fraud prevention.
- Legal obligation — retaining financial records as required by applicable law.
- Consent — marketing communications (opt-in only; withdraw any time).
4. Candidate data and public records
All candidate records processed through Majhi OS include GDPR-status flags and regional privacy-constraint markers. Your organisation remains the data controller for candidate data you process through our platform. A Data Processing Agreement (DPA) is available on request at [email protected].
5. How we use your data
- Delivering, maintaining, and improving the Majhi OS platform
- Sending transactional emails (account setup, mandate updates, billing)
- Providing customer support and responding to enquiries
- Detecting and preventing fraud, abuse, and security incidents
- Complying with legal and regulatory obligations
- Sending product updates and announcements (with your consent; unsubscribe any time)
6. Data sharing and sub-processors
We do not sell your data. We share data only with trusted sub-processors required to operate the platform. Our current key sub-processors include infrastructure (cloud hosting), email delivery, payment processing, and analytics. A full sub-processor list is available on request.
7. Data retention
- Account data: Retained for the duration of your subscription plus 90 days post-cancellation, then deleted.
- Mandate and candidate data: Deleted within 30 days of account closure or earlier on request.
- Financial records: Retained for 7 years as required by tax law.
- Usage logs: Aggregated and anonymised after 12 months.
8. International transfers
Our infrastructure is primarily located in the EU/EEA. Where data is transferred outside the EEA, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission, or equivalent safeguards.
9. Your rights
Under GDPR and applicable law, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate data
- Erase your data ("right to be forgotten")
- Restrict or object to processing
- Port your data in a machine-readable format
- Withdraw consent at any time (where processing is consent-based)
- Lodge a complaint with your local supervisory authority
To exercise any right, email [email protected]. We respond within 30 days.
10. Cookies
We use strictly necessary cookies (session management, security) and, with your consent, analytics cookies to understand how the platform is used. You can manage cookie preferences in your account settings. We do not use advertising cookies.
11. Changes to this policy
We may update this policy periodically. Material changes will be notified by email or in-app notice at least 14 days before they take effect.