Privacy Policy

1. Introduction

Kadazima ("the Service") is a WhatsApp-based AI career assistant developed and operated by Vortasyn ("we," "us," or "our"). Kadazima helps job seekers discover, match with, and apply to job opportunities. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you interact with Kadazima through WhatsApp.

By using Kadazima, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

2.1 Information You Provide Directly

When you interact with Kadazima through WhatsApp, we collect:

• WhatsApp Phone Number — Your phone number, used as your unique identifier on the Service.
• WhatsApp Profile Name — Your display name as set in your WhatsApp profile.
• Curriculum Vitae (CV/Resume) — Documents you upload in PDF or DOCX format, including all content contained within such as your name, address, contact details, work history, education, skills, and any other information present in the document.
• Job Preferences — Your target job role, preferred work locations, remote work preferences, and seniority level, as provided by you during onboarding.
• Chat Messages — Messages you send to the Service for the purpose of processing your requests and improving our responses.
• Feedback and Interactions — Your responses to job matches (e.g., interested, not interested, applied, skipped), follow-up outcomes, and other interactions with the Service.

2.2 Information We Extract and Generate

Using artificial intelligence, we extract and generate additional data from the information you provide:

• Parsed Profile Data — Structured information extracted from your CV, including your full name, physical address, primary role, skills, years of experience, education history, and location preferences.
• Optimized CVs — Tailored versions of your CV generated by AI for specific job opportunities, including quality scores across multiple dimensions.
• Cover Letters — Personalized cover letters generated by AI for specific job opportunities.
• Match Scores and Analysis — Compatibility scores and explanations generated by AI when matching your profile against job listings.
• Preference Profiles — Patterns inferred from your feedback to improve future job recommendations, including preferred and disliked roles, companies, industries, and locations.

2.3 Information Collected Automatically

• Timestamps — When you created your account, last interacted with the Service, consented to terms, and other activity timestamps.
• Onboarding State — Your progress through the onboarding flow.
• Message Metadata — Message identifiers used for deduplication and delivery tracking.

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing the Service — Onboarding, CV processing, job matching, and document generation
• Job Discovery — Searching for jobs that match your profile across multiple job platforms
• AI-Powered Matching — Analyzing your profile against job listings to determine compatibility
• CV and Cover Letter Generation — Creating tailored application documents for specific roles
• Improving Recommendations — Learning from your feedback to provide better job matches over time
• Communication — Sending you job matches, follow-ups, and service-related messages via WhatsApp
• Service Improvement — Analyzing usage patterns to improve the Service
• Compliance — Meeting legal obligations and enforcing our terms

We will never auto-apply to jobs on your behalf without your explicit approval.

4. How We Share Your Information

We do not sell your personal information. We share your data only with the following categories of third parties, and only as necessary to provide the Service:

4.1 AI Processing Providers

4.2 Messaging Platform

4.3 Infrastructure Providers

• Cloudflare — Network traffic (encrypted) | Secure tunnel and webhook delivery
• Hosting Provider — All data (encrypted at rest) | Server infrastructure and data storage

4.4 Legal and Compliance

We may disclose your information if required to do so by law, regulation, legal process, or governmental request, or if Vortasyn believes disclosure is necessary to protect our rights, your safety, or the safety of others.

5. Data Storage and Security

5.1 Where Your Data Is Stored

• Relational Data — Your profile, preferences, matches, and interactions are stored in a PostgreSQL database.
• Generated Documents — Optimized CVs and cover letters are stored as PDF and DOCX files on our servers, organized by your unique user identifier.
• Temporary Data — Message deduplication records and operational caches are stored in Redis with automatic expiration (typically 30 minutes).

5.2 International Data Transfers

Your personal data may be transferred to and processed in countries outside of your country of residence, including the United States, where our third-party service providers (OpenAI and Meta) operate. These transfers are necessary to provide the Service and are conducted with appropriate safeguards.

5.3 Security Measures

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encrypted data transmission (TLS/HTTPS)
• Secure webhook verification for WhatsApp messages
• Rate limiting to prevent abuse
• Distributed locking mechanisms to prevent data corruption
• Access controls and authentication for administrative functions

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:

After the retention period, your data will be securely deleted or anonymized.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

7.1 All Users

• Right to Access — Request a copy of the personal data we hold about you.
• Right to Correction — Request correction of inaccurate or incomplete data.
• Right to Deletion — Request deletion of your personal data by sending "delete my data" to the Kadazima WhatsApp number.
• Right to Withdraw Consent — Withdraw your consent at any time, though this may affect your ability to use the Service.
• Right to Object — Object to our processing of your personal data for certain purposes.

7.2 Users in Nigeria (NDPR/NDPA)

In addition to the rights above, Nigerian residents have the right to:

• Be informed about the collection and use of their personal data.
• Data portability — receive their data in a structured, commonly used format.
• Lodge a complaint with the Nigeria Data Protection Commission (NDPC).

7.3 Users in the European Economic Area (GDPR)

If applicable, EEA residents have additional rights including right to restrict processing, right to data portability, and right to lodge a complaint with a supervisory authority.

7.4 How to Exercise Your Rights

To exercise any of your rights, you may send "delete my data" via WhatsApp to request data deletion or contact us at support@kadazima.com for any privacy-related requests. We will respond to your request within 30 days.

8. Consent

8.1 How We Obtain Consent

Before you can use the Service, you must provide explicit consent through an interactive WhatsApp prompt. You will be informed that:

• Your CV, job preferences, and chat messages will be stored for the purpose of job matching.
• We will not auto-apply to jobs without your explicit approval.
• You may request deletion of your data at any time.

You may accept or decline consent. If you decline, you will not be able to use the Service.

8.2 Withdrawing Consent

You may withdraw your consent at any time by contacting us at support@kadazima.com. Upon withdrawal, we will cease processing your data and delete your account in accordance with Section 6.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: