Official Compliance & Legal Document
Privacy Policy
This Privacy Policy provides comprehensive, transparent disclosures regarding how RoundMate AI collects, accesses, processes, protects, stores, and deletes user data, including specific disclosures required for Google OAuth user data.
Application: RoundMate AI • Website: https://www.roundmateai.com • Effective Date: August 1, 2026 • Last Updated: September 8, 2026
Google API Services User Data Policy Compliance
RoundMate AI integrates Google Sign-In via Google OAuth 2.0 to offer a secure, frictionless authentication experience. In accordance with Google’s API Services User Data Policy, this section provides detailed, explicit disclosures concerning our access, collection, usage, sharing, retention, and protection of Google user data.
Google Limited Use Disclosure:
RoundMate AI's use and transfer to any other app of information received from Google APIs will adhere to the
Google API Services User Data Policy, including the Limited Use requirements.
1. What Google User Data Is Accessed by RoundMate AI
When you choose to sign in to RoundMate AI using your Google account, our application requests access solely to standard identity and profile information through the basic OpenID Connect scopes (email, profile, openid). Specifically, RoundMate AI accesses:
- Google Account Email Address: Your primary verified email address associated with your Google account.
- Google Display Name: Your first name, last name, or full display name as configured in your Google profile.
- Google Profile Picture URL: The public link to your Google avatar image.
- Google User Identifier (UID): A unique, pseudonymous alphanumeric string provided by Google to distinguish your account.
Note: RoundMate AI does NOT request, access, read, or process sensitive Google Workspace scopes such as Google Drive files, Gmail messages, Google Calendar events, Google Contacts, or browsing history.
2. How RoundMate AI Uses Google User Data
We use your Google user data strictly to provide and improve user-facing features that are prominent in the RoundMate AI interface. Specifically, Google user data is used for:
- Authentication and Account Creation: Authenticating your identity when you sign in, establishing your candidate profile, and preventing unauthorized access.
- Session and Device Management: Associating your saved interview session histories, mock test transcripts, and personalized settings with your unique account.
- Enforcing Single-Device Policies: Ensuring fair access and preventing account sharing by maintaining active session tokens tied to your authenticated identifier.
- Transactional Notifications: Sending essential service-related communications, purchase receipts, billing invoices, and critical security notices.
- Personalized UI Experience: Displaying your name and profile photo within the desktop application and web navigation bars.
3. Sharing, Transfer, and Disclosure of Google User Data
RoundMate AI does NOT sell, rent, lease, or trade Google user data to third parties under any circumstances.
We do not transfer or disclose Google user data to third parties for reasons other than providing or improving our core application features. Specifically:
- We do NOT transfer Google user data for targeted advertising, personalized advertising, retargeted advertising, or interest-based advertising.
- We do NOT provide Google user data to data brokers or information resellers.
- We do NOT use Google user data for credit-worthiness evaluation or lending purposes.
- Prohibition on AI/ML Foundation Model Training: We explicitly affirm that Google user data and data obtained through Google APIs are NOT used to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models.
The only third parties who process your information are essential infrastructure sub-processors (such as Google Cloud Platform and Firebase Authentication) operating under strict data processing agreements to securely host our databases and execute identity tokens.
4. Data Protection Mechanisms for Google User Data
Security procedures are in place to protect the confidentiality, integrity, and availability of your data:
- Encryption in Transit: All data transmitted between your browser, our desktop application, and Google API servers is secured using Transport Layer Security (TLS 1.3) with high-strength cipher suites.
- Encryption at Rest: Account records, session tokens, and metadata are encrypted on disk using AES-256 encryption.
- Access Controls: Administrative access to systems holding user credentials is strictly limited to authorized personnel using multi-factor authentication (MFA) on a least-privilege basis.
5. Data Retention and Deletion Policy for Google User Data
- Retention Period: We store your personal information and Google user data for a period of time that is consistent with our business purposes and for the duration that your account remains active.
- Automatic Cleanup: When an account is terminated or data reaches the end of its retention lifecycle, we securely delete or destroy it.
- Right to Request Deletion: You may request that your account and all associated Google user data be permanently deleted at any time. Simply email our Data Protection Office at privacy@roundmateai.com or support@roundmateai.com. Upon receiving your verified request, we will permanently purge your Google user record, profile metadata, and session histories from our active databases within 30 business days.
1. Introduction & Overview
Welcome to RoundMate AI (“RoundMate”, “Company”, “we”, “our”, or “us”). This Privacy Policy applies to the RoundMate AI website located at https://www.roundmateai.com, the RoundMate desktop application, interview copilot services, mock interview modules, and all related software tools (collectively, the “Service”).
By accessing or using RoundMate AI, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, usage, and handling of your information as outlined herein.
2. Categories of Information We Collect
We collect personal data to provide a responsive, high-performance interview preparation platform. The categories of information we collect include:
| Category |
Data Elements |
Purpose |
| Authentication Data |
Google email, display name, profile avatar URL, unique Google user ID (via OAuth 2.0). |
Account creation, user authentication, session security, and identity verification. |
| Candidate Materials |
Resumes (PDF, DOCX, TXT), job descriptions, target roles, interview notes. |
Tailoring real-time hints, generating relevant questions, and contextual response suggestions. |
| Audio Data (Ephemeral) |
Microphone and browser tab audio streams during active live or mock sessions. |
Real-time speech-to-text transcription to provide teleprompter assistance. Processed purely in-memory. |
| Billing & Transaction Data |
Payment transaction IDs, token pack purchased, date, status (processed via PayU). |
Order fulfillment, billing records, refund verification, and tax compliance. |
| Technical & Telemetry Data |
IP address, browser type, operating system, device identifiers, latency metrics. |
Enforcing single-device session integrity, diagnosing server lag, and preventing abuse. |
3. Audio Processing & Stealth Screen-Share Architecture
Ephemeral Audio Streaming
When you activate interview assistance or a mock interview, audio is captured through your selected input device (microphone or system audio loopback). This audio is streamed in real-time over encrypted WebSockets to speech-to-text inference engines.
Zero Archival Audio Recording: Audio buffers are processed purely in-memory and are immediately deleted as soon as textual transcript tokens are returned. We do not store, archive, or listen to raw audio recordings of your private interviews.
Hardware-Accelerated Stealth Overlay
The RoundMate AI desktop application utilizes a proprietary GPU-rendered, click-through overlay window that operates on your local operating system layer.
- The overlay does not inject scripts into third-party conferencing web applications (such as Zoom, Google Meet, or Microsoft Teams).
- Zero Screen Recording: RoundMate AI does not record, stream, screenshot, or upload your desktop screen, webcam feed, or conferencing window to any remote server. Screen capture functions (such as the Screenshot Lab) execute locally on your machine.
4. How We Use Collected Information
We process personal data only when we have a legitimate business purpose and a valid legal basis. Purposes include:
- Providing sub-second AI coaching, suggested bullet points, and situational interview hints during practice rounds.
- Evaluating candidate mock interviews to provide objective scoring, speech pacing metrics, and improvement recommendations.
- Enforcing our single active session policy to prevent unauthorized credential sharing and maintain low server latency.
- Processing payments, managing token balances, and honoring our 30-day money-back guarantee.
- Responding to customer support tickets and resolving technical inquiries.
- Protecting against fraud, security incidents, and violations of our Terms of Service.
5. Sharing and Disclosure of Information
We never sell, rent, or monetize your personal information or candidate documents. We share data only with service providers (sub-processors) who assist us in operating the platform:
- Hosting & Identity Infrastructure: Google Cloud Platform and Firebase Authentication for secure database storage, serverless functions, and OAuth token verification.
- AI Model Inference: Secure enterprise foundation model APIs (e.g., Google Gemini, OpenAI API) utilized under zero-data-retention enterprise terms where prompt inputs are not used to train models.
- Payment Processing: PayU Payments for processing checkout transactions securely. Sensitive payment card numbers never touch RoundMate AI servers.
- Legal Compliance: We may disclose information if required to do so by applicable law, regulation, legal process, or governmental request.
6. Data Retention & Account Deletion Policy
We retain your personal data for as long as necessary to provide our services and fulfill the objectives described in this policy:
- Active Accounts: Resumes, uploaded job descriptions, and past session summaries remain available in your personal dashboard until you delete them or close your account.
- User-Initiated Deletion: You may delete individual resumes, session notes, and interview logs directly through the dashboard interface at any time.
- Complete Account Deletion: To request complete, permanent purging of your account and all associated data (including Google OAuth profile identifiers), email privacy@roundmateai.com or support@roundmateai.com. We will verify and process your request within 30 business days.
7. Your Rights Under GDPR, CCPA, and Global Privacy Laws
Depending on your location, you may have specific statutory privacy rights under the European Union General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA/CPRA), or related international legislation:
- Right to Know & Access: You have the right to request details regarding the categories and specific pieces of personal information we have collected about you.
- Right to Rectification: You may request corrections to any inaccurate or incomplete personal data.
- Right to Erasure (Right to be Forgotten): You have the right to request the permanent deletion of your personal data.
- Right to Data Portability: You may request an export of your resumes, notes, and session summaries in a structured, machine-readable format.
- Right to Non-Discrimination: We will never deny services, charge different prices, or provide a different quality of service for exercising your privacy rights.
- Right to Opt-Out of Sale: We do not sell or share personal information for monetary or other valuable consideration, so no opt-out is necessary.
To exercise any of these rights, please contact our Data Protection Team at privacy@roundmateai.com.
8. Information Security Standards
We employ technical and organizational security measures engineered to safeguard personal data against accidental loss, unauthorized access, alteration, and disclosure:
- All external network traffic is encrypted using Transport Layer Security (TLS 1.3).
- Databases and backups are encrypted at rest using AES-256 encryption.
- Single-session locking automatically detects and halts unauthorized concurrent access to candidate accounts.
- Continuous vulnerability monitoring and automated security patches are applied across our infrastructure.
9. Children's Online Privacy Protection (COPPA)
RoundMate AI is designed exclusively for job seekers, working professionals, and university students preparing for employment interviews. The platform is not directed toward children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have inadvertently collected data from a child under 16, we will immediately delete that information.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our technologies, legal requirements, or service features. When updates are published, we will revise the “Last Updated” date at the top of this page. In the event of material changes that impact how we handle your personal data or Google user data, we will provide prominent notice through the application interface or via email.