Privacy Policy & Terms of Use

Privacy Policy

This Privacy Policy explains how Romulus Digital Pte Ltd (“we”, “our”, “us”) collects, uses, shares, and protects personal information when you use our staging.bluebase.app Application (the “App”). This App is designed to help HR teams manage job posts, applicant pipelines, and communication with candidates.

1. Information We Collect

To operate, provide, and improve our Human Resource Management Application (the “App”), we must collect and process certain information from both HR team members and candidates. The scope and type of data we collect depends on how you use the App, which features you activate, and the permissions you grant. Without some of this information, we may be unable to deliver core functionality such as account creation, recruitment tracking, or secure communication.

1.1. Information You Provide

When you create an account, you provide us with basic details such as your name, work email address, and password. HR team users may also add information like job title, organizational role, or profile photo. Candidates supply their own data through resumes, job applications, or forms submitted via the App, which may include personal details (e.g., name, address, phone number, email), employment history, education, skills, and application status.

You may also provide additional information voluntarily, such as profile updates, uploaded documents, or participation in surveys and assessments. Communications you exchange with us through support channels (such as emails or chat messages) also form part of this category.

1.2. Information Generated Through Use of the App

When you interact with the App, we automatically collect certain usage and activity information. This includes details about how you use features (such as job posting tools, candidate pipelines, or in-App messaging), log data about your sessions (time, frequency, and duration of activity), and performance diagnostics such as crash reports and error logs. Messages exchanged between HR staff and candidates are stored only as necessary to provide services, subject to applicable retention rules and end-to-end security safeguards.

1.3. Device and Technical Information

We gather device and connection-specific information whenever you install, access, or use the App. This includes hardware model, operating system, app version, IP address, device identifiers, browser type, language, time zone, and network information (such as mobile operator or ISP). We may also collect telemetry on device operations (e.g., performance, signal strength, battery usage) to improve reliability and security.

1.4. Candidate and Communication Records

The App is designed to facilitate recruitment workflows and communication. Accordingly, we collect and maintain records of candidate applications, interview notes, evaluation outcomes, and communication threads between HR staff and applicants. These records help teams collaborate effectively and ensure a consistent, transparent recruitment process.

1.5. Information from Others

We may receive personal data about you from third parties. For example, an employer may upload candidate CVs into the App; HR staff may sync their calendars or contact lists, which provides us with related information such as meeting details, attendees, or candidate contact info; or integrated partners (such as applicant tracking systems or job boards) may provide us with job application data. When such data is imported, we treat it with the same level of protection as information collected directly from you.

Where such information is obtained through Google APIs (for example, calendar synchronization), it is handled in accordance with Section 6 (Google User Data) of this Policy.

1.6. Location and Cookies

If you enable location-based features, we may collect and process precise or approximate location data (e.g., using GPS or IP address). This supports functionality such as matching candidates by location or improving security diagnostics. We also use cookies and similar technologies to operate web-based access, remember your preferences, and analyze usage trends, in line with applicable laws and your device settings.

2. How We Use Information

We use the information we collect to operate, provide, and continually improve the Human Resource Management Application (the “App”). How your data is used depends on whether you are an HR team member or a candidate, which features you activate, and the choices you make in your settings. Our primary purposes include recruitment management, secure communication, legal compliance, and service enhancement.

2.1. To Provide and Operate the Service

We use personal and technical information to deliver the core functions of the App. This includes enabling HR teams to create job postings, manage candidate pipelines, track recruitment progress, and facilitate secure communication between candidates and recruiters. Without this information, we would not be able to provide essential features such as account creation, application tracking, or messaging.

2.2. To Improve and Personalize the Experience

We analyze usage data, device information, and interaction logs to understand how the App is used, diagnose issues, and enhance functionality. This allows us to troubleshoot errors, ensure reliability, and introduce new features that meet the evolving needs of both HR professionals and candidates. Where appropriate, we may use aggregated insights and automated systems to personalize recommendations (for example, job matches or workflow suggestions), always in accordance with applicable laws and user preferences.

2.3. To Ensure Safety, Security, and Integrity

Protecting our users and safeguarding data is fundamental. We process information to authenticate accounts, detect suspicious or fraudulent activity, and prevent misuse of candidate data. This may include monitoring system logs, verifying identities, and investigating reports of misconduct. These activities are necessary to uphold the integrity of recruitment processes, protect sensitive candidate data, and comply with workplace and data protection standards.

2.4. To Support Legal and Regulatory Compliance

We may use and retain information where required to meet obligations under labor, employment, or data protection laws. This includes verifying candidate eligibility, maintaining accurate recruitment records, and responding to lawful requests from regulators or authorities.

2.5. To Communicate with You

We use your information to provide updates about the App, respond to inquiries, and deliver customer support. HR teams and candidates may also receive important notifications related to job applications, interview scheduling, or account activity. You can manage non-essential communication preferences in your account settings, but you cannot opt out of messages that are strictly service-related, such as legal notices or security alerts.

2.6. To Conduct Research and Service Development

We use anonymized or aggregated data to conduct internal research, assess recruitment trends, and evaluate new features. These insights help us refine the App, improve user experience, and ensure our platform remains effective and relevant for HR operations.

2.7. With Your Consent

Where required by law or for optional features, we will seek your explicit consent before using your data for additional purposes, such as advanced analytics, candidate experience surveys, or integration with third-party recruitment services. You may withdraw your consent at any time through the App’s settings.

3. Sharing of Information

We share information in ways that are necessary to operate the Human Resource Management Application (the “App”), support recruitment processes, and comply with our legal and contractual obligations. The scope of sharing depends on your role (HR team user or candidate), the features you use, and the settings or permissions you select.

3.1. Sharing with HR Staff and Employers

Candidate information — such as resumes, applications, interview notes, and communication records — is made available to authorized HR team members and the employer who manages the recruitment process. This ensures that the hiring team can evaluate applications, collaborate internally, and communicate with candidates in a consistent and transparent manner.

3.2. Sharing with Third-Party Service Providers

We rely on carefully selected service providers to deliver, secure, and enhance the App. These include providers of cloud hosting, data storage, analytics, communication platforms, payment processors (if applicable), and customer support tools. These providers may process personal data strictly on our behalf and only under contractual obligations that require them to follow our instructions, implement appropriate safeguards, and refrain from using the data for their own purposes.

3.3. Sharing with Integrated or Linked Services

When you choose to connect the App with third-party services (for example, calendar integrations, job boards, or messaging tools), those services may receive information necessary to enable the integration. The use of such data is governed by the third-party’s own terms and privacy policies, which you should review before activating integrations.

3.4. Sharing with Regulators and Legal Authorities

We may disclose personal data when required to comply with applicable laws, labor regulations, or lawful requests from public authorities. This includes responding to subpoenas, court orders, or regulatory audits, as well as cooperating with government investigations or proceedings. In such cases, we will limit disclosures to what is legally necessary and, where appropriate, attempt to notify affected users unless prohibited by law.

3.5. Sharing with Your Consent

In certain situations, we may share your data for purposes not covered above, but only when you have given your explicit consent. For example, you may authorize us to share candidate information with external recruitment agencies, background check providers, or other partners who assist in the hiring process.

3.6. Responsibility of Users

Please note that HR team members and employers who use the App may download, copy, or reshare candidate information outside of the platform. We expect all users to handle such data responsibly and in compliance with applicable labor and privacy laws.

4. Your Rights and Obligations

We believe that users — whether HR professionals or candidates — should have control over their personal data. This section explains your rights under applicable data protection laws, as well as the obligations you must respect when using the App.

4.1. Your Rights

Access and Portability. You may request access to the personal data we hold about you. Where applicable, we will also provide you with a copy of your data in a structured, machine-readable format, enabling portability to another service.

Correction and Updates. You may review and update your account details, such as contact information, login credentials, or application data, at any time through your account settings. If any information we hold is inaccurate or incomplete, you have the right to request correction.

Deletion (“Right to be Forgotten”). You may request the deletion of your account or specific personal data when it is no longer necessary for the purposes outlined in this Policy, when you withdraw consent, or when required by law. Please note that some data may remain in backup archives for a limited time or may be retained where necessary for compliance with legal obligations, dispute resolution, or fraud prevention.

Restriction and Objection. You may ask us to restrict processing of your data in certain circumstances (for example, while we verify accuracy or handle an objection). You may also object to specific processing, including direct marketing or automated profiling, unless we demonstrate compelling legitimate grounds.

Withdrawal of Consent. Where processing relies on your consent (such as optional features or integrations), you may withdraw that consent at any time. Withdrawal will not affect processing already carried out but may limit your ability to use certain features.

Regulatory Rights. Depending on your jurisdiction (e.g., EU/UK GDPR, California CCPA, Singapore PDPA), you may have additional rights, including the right to lodge a complaint with your supervisory authority if you believe your data rights have been violated.

Data Retention. We retain personal data only for as long as necessary to deliver the App, fulfill legitimate business purposes, or comply with legal obligations. Retention periods depend on the type of data:

• Candidate applications and recruitment records are typically retained for a defined period (e.g., 12–24 months) unless extended by consent or required by law.
• HR user account data is retained while the account remains active.
• Technical logs and diagnostic data are retained for shorter periods unless needed for troubleshooting, fraud detection, or security monitoring.
• Aggregated or de-identified data may be retained indefinitely for analytics and research.

When you close your account, we will remove or anonymize your personal data within a reasonable timeframe, subject to legal, regulatory, or contractual retention requirements.

4.2. Your Obligations

As a user of the App, you agree to handle personal data responsibly and in compliance with applicable labor, employment, and data protection laws. Specifically, you must:

• Use candidate and HR data solely for lawful recruitment and internal communication purposes.
• Not disclose, reshare, or export personal data outside the App without proper authorization or legal basis.
• Keep login credentials secure and notify us immediately of unauthorized access.
• Respect candidates’ privacy rights, including their right to access, correction, and deletion of data.

Failure to comply with these obligations may result in suspension or termination of your account, as well as legal liability under applicable laws.

5. Our Rights and Obligations

We may access, preserve, and share personal information collected through the App when we have a good-faith belief that doing so is necessary to protect the integrity of the platform, comply with the law, or safeguard the rights and safety of our users and company.

5.1. Compliance with Law and Legal Process

We may disclose information where required by applicable law, regulation, legal process, or government request. This includes responding to subpoenas, court orders, regulatory audits, or lawful investigations. We will only share data to the extent necessary and, where permitted, notify affected users unless prohibited by law.

5.2. Enforcement of Terms and Policies

We may use or share information to enforce our Terms & Conditions and other applicable policies. This may involve investigating suspected breaches, preventing misuse of candidate data, and addressing fraudulent or unauthorized activities. Violations may result in account suspension, termination, or referral to relevant authorities.

5.3. Security, Fraud Prevention, and Risk Management

We implement security safeguards designed to protect your data and monitor the App for potential vulnerabilities, abuse, or attacks. We may process and share information to detect, investigate, and prevent security incidents, fraudulent activities, or other threats to the rights, property, and safety of users, candidates, employers, or the company. While we employ encryption, monitoring, and role-based access controls, no system can guarantee absolute security.

5.4. Protection of Rights, Property, and Safety

We may access or share information when necessary to protect against harm, including imminent physical danger, unlawful conduct, or threats to personal safety. This extends to safeguarding candidates, HR users, and other stakeholders in the recruitment ecosystem.

5.5. Cross-Border Data Transfers

Given the global nature of digital services, your information may be stored, processed, or transferred to servers located outside of your home country, including in jurisdictions that may not provide the same level of data protection as your own. We rely on legally recognized mechanisms such as Standard Contractual Clauses, adequacy decisions, or user consent to ensure compliance with international data transfer requirements.

5.6. Assignment, Change of Control, and Business Transactions

If our company undergoes a merger, acquisition, restructuring, bankruptcy, or sale of assets, your data may be transferred to successor entities or new owners as part of the transaction. Any such transfer will comply with applicable data protection laws, and your personal information will remain subject to the commitments set forth in this Privacy Policy unless you consent otherwise.

5.7. Lawful Bases for Processing

We only process personal data where a valid legal basis exists. Depending on the context, this may include:

• Performance of a contract: where processing is necessary to deliver recruitment services or fulfill agreements with you.
• Legitimate interests: where processing is required for purposes such as improving the App, securing the platform, or managing business operations, provided such interests do not override your rights.
• Compliance with legal obligations: where processing is required by law.
• Consent: where you have provided explicit consent for specific features or uses, which you may withdraw at any time.

6. Google User Data

If you sign in with Google or connect your Google Calendar to the App, we access and process certain Google user data through Google’s APIs. This section explains exactly what data we access, how we use it, with whom we share it, how we protect it, and how long we retain it.

BlueBase’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

6.1. What Google User Data We Access

The App requests only the following Google scopes, and accesses only the data associated with them:

• Basic profile information (openid, email, profile): your name, email address, and profile picture, obtained when you sign in with your Google account.
• Calendar events (https://www.googleapis.com/auth/calendar.events): the ability to view, create, and update events on your Google Calendar, including event titles, dates and times, attendees, locations, and descriptions.

We do not request access to Gmail, Google Contacts, Google Drive, or any other Google service. If you do not connect your Google account, no Google user data is accessed.

6.2. How We Use Google User Data

We use Google user data solely to provide the user-facing features you have requested:

• Basic profile information is used to authenticate you, create and identify your account in the App, and display your name and profile picture within your workspace.
• Calendar event data is used to schedule, display, update, and manage interview appointments and recruitment-related meetings directly from within the App, and to keep those events in sync with your Google Calendar.

We do not use Google user data for advertising purposes, and we do not sell Google user data to any party. Humans do not read your Google user data unless (a) we have your explicit consent, (b) it is necessary for security purposes (such as investigating abuse), (c) it is necessary to comply with applicable law, or (d) the data has been aggregated and anonymized for internal operations.

6.3. Use of Google User Data with AI/ML Models

Certain optional features of the App use artificial intelligence to assist with scheduling workflows (for example, suggesting interview time slots). For these features, relevant Google Calendar event data may be processed by Google Gemini via Gemini 2.5 Pro — Standard, operating under Google Cloud’s data governance commitments.

• Google user data processed through these AI features is used only to generate results for you in real time.
• Google user data is never used to train or improve any AI/ML models, whether ours or any third party’s, including generalized or foundation models.
• We do not transfer raw or derived Google user data to any AI service that uses such data for model training.

Limited Use compliance statement: The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

6.4. How We Share Google User Data

We do not transfer or disclose Google user data to third parties except in the following limited circumstances:

• Within your organization: interview events created through the App (such as meeting times and attendees) are visible to authorized HR team members of your organization, according to the App’s role-based permissions.
• Sub-processors: trusted service providers (such as cloud hosting and infrastructure providers) that process data strictly on our behalf, under contractual obligations of confidentiality and security, and only as necessary to operate the App. These providers are prohibited from using Google user data for their own purposes, including AI/ML training.
• Legal requirements: where disclosure is required by applicable law, regulation, legal process, or enforceable governmental request.
• Business transfers: in connection with a merger, acquisition, or sale of assets, provided the receiving entity remains bound by commitments consistent with this Policy and the Google API Services User Data Policy.

We do not sell Google user data, share it with advertisers or data brokers, or use it for serving advertisements.

6.5. How We Protect Google User Data

We apply industry-standard safeguards to all Google user data:

• Encryption in transit: all data exchanged with Google APIs and between your device and our servers is encrypted using TLS 1.2 or higher.
• Encryption at rest: Google user data stored in our systems is encrypted at rest using AES-256.
• OAuth token security: Google access and refresh tokens are stored encrypted and are never exposed to client applications or third parties.
• Access controls: internal access to systems processing Google user data is restricted on a least-privilege, role-based basis, with authentication and audit logging.
• Monitoring: we monitor our systems for vulnerabilities, unauthorized access, and abuse, and we maintain incident response procedures.

6.6. Retention and Deletion of Google User Data

• We retain Google user data only for as long as your Google account remains connected to the App and only as needed to provide the features described above.
• Disconnecting: you may disconnect your Google account at any time in the App’s settings, or by revoking the App’s access via your Google Account security settings. Upon disconnection, we stop accessing your Google data.
• Deletion: when you disconnect your Google account or delete your App account, we delete stored Google user data (including cached calendar event data and profile information) from our active systems within 30 days, except where retention is required by law. Residual copies in encrypted backups are purged within 90 days in accordance with our backup rotation cycle.
• Calendar events already created on your Google Calendar remain on your calendar (under your control) and are not deleted by us when you disconnect.
• You may also request deletion of your Google user data at any time by contacting us at [email protected], and we will honor the request within the timeframes above.

Terms of Use

By accessing or using this Application (“App”), you agree to comply with and be bound by these Terms of Use (“Terms”). If you do not agree, you must not use the App. These Terms apply to all authorized users, including HR staff, employers, and candidates.

1. Eligibility

Use of the App is restricted to individuals who are at least 18 years of age. If you are accessing the App on behalf of your employer, you confirm that you are duly authorized to do so and that your use will comply with all applicable company policies and legal requirements.

2. Account Responsibilities

When creating an account, you must provide accurate, complete, and current information. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. If you become aware of any unauthorized use or security breach, you must notify us immediately. Failure to do so may result in the suspension or termination of your access.

3. Acceptable Use

The App is intended solely for lawful recruitment and candidate management purposes. You must not use it to post false or misleading job advertisements, process candidate information for purposes unrelated to recruitment, or engage in conduct that could harm candidates, employers, or the integrity of the platform. You are prohibited from attempting to reverse engineer, hack, or disrupt the App’s operation, as well as from using it in any way that violates applicable labor or data protection laws.

4. User Content

Candidates retain ownership of their CVs, personal information, and related content submitted through the App. Employers and HR teams are granted a limited license to process such data strictly for recruitment purposes, and only in compliance with applicable laws. Any content uploaded by users, including job postings and communications, must not infringe the rights of others or violate ethical or legal standards.

5. Communication with Candidates

The App facilitates communication between HR staff and candidates. Users agree to engage in such communication respectfully and lawfully, refraining from harassment, discrimination, or any other form of inappropriate conduct. To protect the integrity of interactions, we reserve the right to monitor communications where necessary for compliance, quality assurance, or security.

6. Subscriptions and Payments

Where applicable, subscription fees, billing cycles, renewal terms, and refund policies are outlined in your selected service plan. Payment obligations must be honored in accordance with those terms. Accounts with overdue payments may be suspended until the balance is settled.

7. Termination

We reserve the right to suspend or terminate accounts that violate these Terms, breach applicable laws, or pose risks to the security and stability of the App. Users may also terminate their accounts at any time by following the account closure process available in the App. Certain provisions of these Terms, such as those relating to confidentiality, liability, and indemnification, will survive termination.

8. Limitation of Liability

The App and its services are provided on an “as is” and “as available” basis without warranties of any kind, either express or implied. To the maximum extent permitted by law, we disclaim all liability for any indirect, incidental, special, or consequential damages, including but not limited to loss of data, revenue, or business opportunities. Our total liability under these Terms shall not exceed the fees, if any, paid by you during the twelve (12) months preceding the claim.

9. Indemnification

You agree to indemnify and hold harmless Romulus Digital Pte Ltd, together with its affiliates, officers, employees, and partners, from and against any claims, damages, liabilities, costs, or expenses arising from your misuse of the App, your breach of these Terms, or your infringement of third-party rights.

10. Governing Law and Dispute Resolution

These Terms are governed by the laws of Singapore without regard to conflict of law principles. Any disputes arising out of or in connection with these Terms shall be resolved through the courts of Singapore unless otherwise required by applicable law. By using the App, you agree to submit to the jurisdiction of such courts or tribunals.

Updates To Our Policy

We may update or amend this Privacy Policy and related Terms from time to time to reflect changes in our practices, legal requirements, or the features of the App. When we make material changes, we will update the “Last Updated” date at the top of this document and provide notice in a manner appropriate to the circumstances.

Depending on the nature of the changes, this notice may include in-App notifications, emails, or device alerts. We encourage you to review this Policy periodically to stay informed about how we collect, use, and protect your information.

Your continued use of the App after the effective date of an updated version constitutes acceptance of the revised Policy. If you do not agree to the changes, you should discontinue use of the App and, where applicable, delete your account.

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