Privacy Policy

Coolgen Solutions Pvt. Ltd. ("Coolgen," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit coolgentech.com, apply for a job with us, request a demo, contact us, or otherwise interact with our website (collectively, the "Site").

By using the Site, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Information You Provide to Us

• Contact & Demo Requests: Full name, email address, phone number, company name, team size, selected product interest (First Click, Fin360, SalesPro CRM), and any message details you submit through our Contact or "Book a Demo" forms.
• Job Applications: Full name, email address, phone number, current location/city, current company, target position, years of experience, notice period, portfolio/LinkedIn URLs, cover letter notes, and your uploaded resume document (filename, file size, and Base64 document content).
• General Inquiries: Any additional details or communication preferences provided in your correspondence with us.

1.2 Information Collected Automatically

When you visit the Site, basic technical metadata may be collected automatically by our hosting platform and cloud infrastructure, including IP address, browser type and version, operating system, referring URL, and page timestamps necessary for security, performance diagnostics, and server load balancing.

1.3 Information from Third Parties

We may receive professional profile information if you apply for a position through third-party job portals, recruitment platforms, or professional networks like LinkedIn.

2. How We Use Your Information

We use the collected information for specific, legitimate business purposes:

• To respond to inquiries and provide details regarding our product suite (First Click, Fin360, SalesPro CRM) and technical services.
• To schedule and conduct personalized product demonstrations.
• To evaluate, verify, and process candidate job applications and communicate regarding career opportunities.
• To operate, maintain, and protect the security and performance of our Site.
• To dispatch automated administrative and notification emails to Coolgen leadership regarding incoming inquiries.
• To comply with statutory legal obligations and enforce our corporate terms.

3. Legal Basis for Processing

Where required under applicable privacy laws — including India's Digital Personal Data Protection Act (DPDP), 2023, and the EU/UK GDPR — we process your personal data based on:

• Consent: When you voluntarily submit forms, send messages, or upload candidate resumes.
• Legitimate Business Interests: For platform security, preventing spam, and evaluating talent for open positions.
• Contractual & Pre-Contractual Steps: Taking necessary steps at your request prior to entering into a commercial software agreement or employment contract.
• Legal Obligation: Compliance with applicable statutory requirements.

4. How We Share Your Information

We do not sell, rent, or trade your personal information. We share data strictly with trusted service providers under confidentiality obligations:

• Cloud Infrastructure & Database Services: Google Firebase (Firestore Database and Authentication) for secure, encrypted storage of form records, published blog articles, and administrative sessions.
• Email Delivery Services: Resend API and Nodemailer SMTP servers to dispatch form submission alerts to Coolgen account representatives.
• Hosting & Edge Infrastructure: Vercel Inc. for website hosting and global content delivery.
• Legal Authorities & Group Affiliates: Disclosure where required by law, regulatory mandate, court order, or corporate restructuring.

5. Data Retention & File Storage

• Job Applications & Resumes: Uploaded resume files (processed as Base64 documents under 2 MB) and applicant data are retained in secure cloud storage for up to 12 to 24 months following submission for recruitment evaluation and potential future roles, unless deletion is requested earlier.
• Contact & Demo Inquiries: Retained as long as necessary to address your request and manage customer relations, or until consent is withdrawn.

6. Cookies & Local Storage

Our Site does not use intrusive third-party advertising or marketing tracking pixels. We utilize standard technical mechanisms:

• Essential Technical Cookies: Standard Firebase Authentication tokens for administrator portal sessions.
• Browser LocalStorage: Client-side browser storage used exclusively to cache non-sensitive site data (such as published blog articles, job listings, and temporary form state) for zero-latency page loading.

7. Data Security

We implement appropriate technical and organizational measures — including HTTPS encryption in transit, Firebase access controls, and least-privilege administrative access — designed to safeguard your personal data. However, no transmission method over the Internet is 100% secure, and absolute security cannot be guaranteed.

8. International Data Transfers

Coolgen operates across India, Saudi Arabia, and Dubai (UAE). Information submitted on our Site is stored and processed on secure cloud servers located in India and supported international regions. By submitting your information, you acknowledge such cross-border data processing in compliance with applicable safeguards.

9. Your Rights

Subject to applicable law (including DPDP 2023 and GDPR), you have the right to:

• Request access to the personal data we hold about you.
• Request correction or updating of inaccurate personal data.
• Request deletion or erasure of your personal records.
• Withdraw consent previously provided for data processing.

To exercise any of these rights, please email us at hello@coolgentech.com.

10. Children's Privacy & Third-Party Links

Our Site is designed for business professionals and job applicants aged 18 and older. We do not knowingly collect personal data from minors. Our Site may contain links to social media networks (LinkedIn, Instagram, X, Facebook); we are not responsible for their independent privacy practices.

11. Contact Us

For questions or data protection requests regarding this Privacy Policy, please contact: