Privacy Policy

Coolgen Solution 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 accessing or 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 submitted 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 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 process and share data strictly with infrastructure service providers under confidentiality obligations to support site operations:

• Database & Application Infrastructure: Secure relational database systems (PostgreSQL with Prisma ORM) and dedicated application services for storing business inquiries, candidate applications, published articles, and administrative records.
• Transactional Email Services: Resend API and Nodemailer SMTP delivery channels to dispatch real-time alerts to designated Coolgen account representatives upon form submission.
• Interactive Map Tile Services: The interactive office locator on our Contact page loads map raster tiles from the CARTO / OpenStreetMap tile delivery network. When loading map tiles, your browser makes standard HTTP asset requests to the tile provider.
• Web Hosting & Edge Delivery: Cloud hosting infrastructure for fast, global delivery of static assets and application code.
• Legal Authorities: Disclosure where required by applicable statutory requirements, court orders, or governmental directives.

5. Data Retention & File Storage

• Job Applications & Resumes: Uploaded resume files and candidate information submitted through our Careers portal are retained in secure storage for up to 12 to 24 months to evaluate eligibility for current and upcoming openings, unless you request earlier deletion.
• Contact & Demo Inquiries: Retained for the duration needed to fulfill your inquiry, provide software demonstrations, manage commercial relations, or until you request removal.

6. Cookies, Consent & Local Storage

We prioritize visitor privacy. Our website is built with a zero-optional-tracking default policy. We utilize the following technical and preference storage mechanisms:

• Consent Preference Cookie (cg_consent): A first-party cookie stored on your browser to record your cookie preference decisions (Strictly Necessary, Preferences, Analytics, Marketing) so you are not prompted repeatedly.
• Admin Authentication Session (cg_admin_session): A strictly necessary, HttpOnly, Secure, SameSite=Strict cookie used exclusively for authenticating authorized administrators to the management portal.
• UI Theme Preference (coolgen-theme): Stored in your browser's localStorage to remember your selected light or dark mode setting across page visits.
• Managing Your Preferences: You can review, modify, or withdraw your optional cookie preferences at any time by clicking the Cookie Settings link located in our website footer.

7. Data Security

We maintain technical and organizational safeguards designed to protect personal data against unauthorized access, loss, or alteration. These measures include TLS/HTTPS encryption for data in transit, encrypted session handling, CSRF protections on state-changing operations, and role-based access restrictions for administrative systems. While we implement robust security practices, no method of electronic transmission or storage is completely impenetrable.

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: