Privacy Policy

1. Introduction

Mindova ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Platform.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, account type (Contributor/Company)
• Profile Information: Skills, experience, availability, bio, profile picture, country/region
• LinkedIn Profile URL: You may optionally add a link to your LinkedIn profile manually. We do not connect to LinkedIn or import data from it automatically.
• Company Information: Company name, industry, website, description, logo
• CV/Resume: Uploaded documents for skill extraction and matching
• Challenge Information: Challenge descriptions, requirements, deadlines
• Communications: Messages, feedback, and support requests

2.2 Automatically Collected Information

• IP address and device information
• Browser type and version
• Usage data and activity logs
• Profile view records (who viewed a given profile)
• Records of non-disclosure agreements you sign for confidential challenges, including a signature hash, IP address, and device/browser information at the time of signing
• Access logs for links you create or receive to share content on the Platform
• Cookies and similar tracking technologies

3. How We Use Your Information

We use collected information to:

• Create and manage your account
• Match contributors with appropriate challenges and tasks
• Form optimal teams using AI algorithms
• Facilitate communication between users
• Track progress and provide analytics
• Improve our AI matching and team formation algorithms
• Send notifications about matches, invitations, and updates
• Provide customer support
• Ensure Platform security and prevent fraud
• Comply with legal obligations

4. AI Processing and Analysis

We use Anthropic's Claude AI models to process and analyze:

• CV/Resume content for skill extraction
• Challenge descriptions for task decomposition
• Contributor profiles for matching optimization
• Team composition and task assignments
• Content quality scoring (ideas, solutions, comments, community responses, challenge briefs, and complexity)
• Certificate and workspace summaries
• Your conversations with our in-platform AI assistant ("Mindy") and workspace AI assistant

Data sent to our AI provider: Because our AI features work directly on your content, the text of your CV, challenge descriptions, related submissions, and your conversations with our AI assistants is sent to Anthropic's API for processing. We retain logs of these AI requests (including the submitted content and the AI's response) for up to 30 days for quality assurance, debugging, and abuse prevention, after which they are automatically deleted.

5. Information Sharing and Disclosure

5.1 Within the Platform

• Contributor identity protection: In our talent directory, companies see contributor profiles, skills, and a pseudonymous, non-identifying avatar - never a contributor's real name, contact details, CV file, real photo, or links to personal/professional profiles. Your real name is shared with a company only if and when you choose to accept a hiring request from that company; even after that point, a verified hiring record is shared with the company rather than your original CV or profile documents. If you decline a hiring request, none of your protected details are revealed to the company; only the decision (and, optionally, a reason) is shared. We do not share your email address or phone number with companies through the Platform.
• Company identity protection: Some challenges are published with the company's identity hidden. When a company chooses to keep its identity confidential, the real company name is shown only to: (1) the company that owns the challenge, (2) Mindova platform administrators, and (3) contributors who have been formally assigned to that challenge (as a team leader, assigned expert, or accepted task contributor) and have signed a non-disclosure agreement for that specific challenge. All other viewers see the challenge under a generic "Confidential Company" label.
• Team members can see each other's names, roles, and assigned skills.
• Reputation and leaderboard: Any signed-in user can view platform-wide leaderboards ranking contributors by reputation points, number of challenges completed, hours contributed, or average idea score.
• Match compatibility scores are used internally for matching and, where applicable, shown to signed-in users within relevant challenge and team contexts.
• Hiring verification: After a contributor accepts a hiring request, the engagement is recorded with a unique verification ID. Anyone who is given that ID can view a verification page showing the contributor's name, the company, and a link to the contributor's public profile, so the engagement can be independently confirmed by third parties such as future employers.

5.2 Third-Party Services

We may share data with:

• Anthropic: For AI analysis and processing (see Section 4)
• Cloud/Hosting Providers: For hosting and data storage
• Analytics Providers: We may use website analytics tools (which can include cookies, pixels, or session-replay technology) to understand Platform usage and improve the product. Where such tools are active, we will disclose them here and provide applicable controls.

5.3 Legal Requirements

We may disclose information to comply with legal obligations, enforce our Terms of Service, or protect rights and safety.

6. Data Security

We implement security measures including:

• Encryption of data in transit (HTTPS/TLS)
• Secure password hashing (bcrypt)
• Rate limiting on authentication and sensitive endpoints
• Role- and policy-based access controls
• Two-factor authentication (TOTP) available for user accounts
• Private, non-public storage for uploaded CVs and documents

We are continuing to invest in our security infrastructure, including additional encryption measures for stored data. No system is completely secure, and you are responsible for maintaining the security of your account credentials.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services, except where a shorter retention period applies (for example, AI request logs, retained for up to 30 days as described in Section 4).

To request access to, correction of, or deletion of your personal data, please contact us using the details in Section 13. We will respond to such requests within 30 days.

8. Your Rights and Choices

Depending on your location, you may have rights regarding your personal data, including the right to:

• Access: Request a copy of your personal data
• Correction: Update inaccurate or incomplete information (available directly in your profile settings, or by contacting us)
• Deletion: Request deletion of your account and data
• Objection: Object to certain data processing activities
• Opt-Out: Unsubscribe from marketing communications

To exercise these rights, please contact us at the email listed in Section 13. We will respond within 30 days. Some requests are currently processed manually while we build dedicated self-service tools.

9. Cookies and Tracking

We use cookies and similar technologies for authentication and session management. Where we enable additional cookies or tracking technologies for analytics or marketing purposes, we will update this section to describe them and any applicable choices. You can control cookie settings through your browser, though this may affect Platform functionality.

10. Children's Privacy

Our Platform is intended for users aged 18 and over. We do not knowingly collect information from children, though we do not currently verify age at registration.

11. International Data Transfers

Our Platform is hosted with a third-party hosting provider. Content processed by our AI features is sent to Anthropic's API and processed in the United States. As a result, your information may be transferred to and processed in countries other than your own. We take reasonable steps to ensure such transfers are handled appropriately.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes through the Platform or via email. Continued use after changes indicates acceptance of the updated policy.

13. Contact Us

For questions about this Privacy Policy or our data practices, or to exercise your rights under Section 8, contact us at:

Email: hisham@mindova.online