This Privacy Policy explains how Sentiva LLC (“Sentiva,” “we,” “us,” or “our”) collects, uses, shares, and protects personal data when you visit our website, use our services, interact with Sentiva-powered hiring or HR workflows, or communicate with us.
Sentiva is an AI-native HR technology platform that helps employers hire, onboard, develop, engage, and retain their people.
For information about cookies and similar technologies, please see our Cookie Policy.
1. Who We Are
Sentiva LLC is located at:
Sentiva LLC
254 Chapman Rd, Ste 208 #20742
Newark, Delaware 19702
United States
Depending on the context, Sentiva may act as:
- a processor or service provider when we process HR, candidate, employee, assessment, or other customer-controlled data on behalf of our customers; and
- a controller or business when we process personal data for our own purposes, such as website operations, marketing, account administration, support, security, billing, service telemetry, and product improvement.
Our customers are generally responsible for determining what personal data is uploaded to Sentiva, how it is used within their organization, and how long it should be retained, subject to their agreement with Sentiva.
2. Scope of This Policy
This Privacy Policy applies to personal data processed through:
- Sentiva’s public website, Trust Center, forms, and subdomains;
- Sentiva’s SaaS platform and related services;
- Sentiva-powered candidate, employee, assessment, and HR workflows;
- communications with Sentiva, including support, sales, events, and marketing; and
- service telemetry, security logs, and operational data used to provide and protect Sentiva.
This policy does not replace the privacy notices of Sentiva’s customers. If you are a candidate, employee, or other end user interacting with Sentiva through an employer or hiring organization, that organization may also provide its own privacy notice explaining how it uses your personal data.
3. Personal Data We Collect
Sentiva may collect or process the following categories of personal data.
| Category | Examples | Source |
|---|---|---|
| Account and contact data | Name, work email, phone number, company, job title, role, login details | Website forms, demo requests, account setup, customer administrators |
| Customer HR and platform data | Candidate profiles, employee profiles, resumes/CVs, applications, assessment responses, interview records, performance records, survey responses, onboarding data, and related HR information | Customers, authorized users, candidates, employees, integrations, data imports |
| AI interaction data | Structured interview responses, transcripts where enabled, evaluation inputs and outputs, summaries, recommendations, prompts, model responses, and related audit information | Users, candidates, customers, Sentiva workflows |
| Usage and device data | IP address, browser type, device information, log data, pages visited, actions taken, session events, product telemetry, error logs | Cookies, server logs, SDKs, analytics tools, product usage |
| Marketing and communications data | Newsletter preferences, event attendance, campaign interactions, email engagement, sales communications | Website forms, emails, webinars, events, cookies |
| Support data | Support requests, ticket content, troubleshooting information, attachments, and call or meeting recordings where applicable and permitted | Users contacting support or sales |
| Billing and commercial data | Subscription details, invoice information, payment status, billing contact details | Customers, payment processors, finance systems |
Some customer-controlled data may include sensitive or special-category personal data, such as health information, disability-related information, ethnicity where collected for equal opportunity reporting, or other information regulated by applicable law. Where Sentiva processes such data on behalf of a customer, we do so only under the customer’s instructions and the applicable agreement.
4. How We Use Personal Data
Sentiva may use personal data for the following purposes.
| Purpose | Typical data used | Basis or reason |
|---|---|---|
| Provide and operate Sentiva | Account data, customer HR and platform data, usage data | To perform our contract with customers and provide the services |
| Secure and protect Sentiva | Account data, usage data, device data, logs, security events | To protect the platform, prevent abuse, and maintain reliability |
| Support AI-assisted features | Customer HR and platform data, AI interaction data, usage data | To provide features such as structured interviews, candidate evaluation support, summarization, recommendations, and auditability |
| Provide support and respond to inquiries | Account data, support data, communications | To respond to requests and manage customer relationships |
| Improve and troubleshoot the service | Usage data, telemetry, support data, and aggregated, de-identified, or pseudonymized data where appropriate | To maintain, debug, improve, and develop Sentiva, subject to contractual and legal limits |
| Send marketing communications | Account data, marketing data, communications data | With consent where required, or based on legitimate business interest where permitted |
| Manage billing and commercial operations | Account data, billing data, commercial records | To manage subscriptions, invoices, payments, and contracts |
| Comply with legal obligations | Relevant personal data depending on the obligation | To comply with law, legal process, audits, and regulatory requirements |
| Prevent fraud and enforce terms | Account data, usage data, logs, commercial data | To protect Sentiva, customers, users, and the integrity of the service |
Where GDPR, UK GDPR, Sri Lanka’s Personal Data Protection Act, or similar privacy and data protection laws apply, our processing is based on an appropriate legal basis or permitted ground, such as contract, legitimate interests, consent, legal obligation, performance of a legal duty, legitimate business purposes, or documented customer instructions, as applicable.
Customer data is not used to train external or third-party foundation models.
Sentiva does not currently train its own AI models using customer data. If Sentiva develops internal models in the future, customer data will only be used where permitted by the applicable customer agreement, law, and documented privacy safeguards. Where appropriate, Sentiva will use aggregated, de-identified, pseudonymized, or otherwise protected data and will maintain controls designed to prevent customer data from being exposed to other customers.
For more information about AI-assisted processing, human oversight, and candidate rights, please see our Responsible AI page.
5. How We Share Personal Data
Sentiva does not sell personal information for money.
We may share personal data with:
- Customers and authorized users: Customer-controlled HR data is made available to the relevant customer and its authorized users according to their permissions and configuration.
- Service providers and subprocessors: We use trusted providers for hosting, infrastructure, security, analytics, email, customer support, payments, monitoring, and related services.
- AI and technology providers: We may use model, transcription, communication, infrastructure, or other technology providers to deliver Sentiva features, subject to contractual and technical safeguards.
- Professional advisers: We may share information with lawyers, auditors, insurers, accountants, and other advisers under confidentiality obligations.
- Authorities or legal parties: We may disclose information where required by law, legal process, court order, regulatory request, or to protect rights, safety, and security.
- Corporate transaction parties: Information may be disclosed as part of a merger, acquisition, financing, restructuring, or sale of assets, subject to appropriate safeguards.
Where required, Sentiva enters into data protection agreements with customers and service providers, including appropriate confidentiality, security, and data processing obligations.
6. International Data Transfers
Sentiva is a global service. Personal data may be processed in countries other than the country where you are located, including the United States and other locations where Sentiva, our service providers, or our customers operate.
Where personal data is transferred internationally, we use appropriate safeguards where required by applicable law. These may include:
- contractual protections such as the EU Standard Contractual Clauses or UK international data transfer mechanisms;
- data processing agreements with customers and service providers;
- security measures such as encryption in transit and at rest;
- access controls and data minimization; and
- other lawful transfer mechanisms under GDPR, UK GDPR, Sri Lanka’s Personal Data Protection Act, or similar laws where applicable.
Specific hosting region details may be made available to enterprise customers as part of contract discussions.
7. Security
Sentiva uses technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.
These measures may include:
- encryption in transit and at rest;
- role-based access controls;
- tenant isolation controls;
- authentication and access management;
- logging and monitoring;
- vulnerability management;
- backup and recovery processes;
- secure development practices;
- incident response procedures; and
- periodic security reviews and testing.
Additional security documentation may be available to enterprise customers under NDA.
8. Data Retention
Sentiva retains personal data for as long as necessary to provide the services, comply with legal obligations, resolve disputes, enforce agreements, support security, and maintain business records.
Default retention periods may include:
| Data type | Default retention approach |
|---|---|
| Customer HR and platform data | Retained during the subscription term and deleted or returned after termination according to the customer agreement, typically within 30 days unless otherwise agreed or legally required. |
| Account and contact data | Retained while the account or customer relationship is active and for a reasonable period afterward for legal, security, and business record purposes. |
| Usage, telemetry, and security logs | Retained for a limited period based on operational, security, and legal needs, then deleted, anonymized, or aggregated where appropriate. |
| Marketing records | Retained until opt-out or for as long as needed to maintain suppression lists and demonstrate compliance. |
| Support records | Retained for as long as needed to provide support, maintain service history, and meet business or legal requirements. |
| Billing and commercial records | Retained as required for tax, accounting, audit, and legal purposes. |
Customers may configure or request different retention periods where supported and contractually agreed.
9. Your Privacy Rights
Depending on your jurisdiction, including the European Union, United Kingdom, Sri Lanka, California, and other regions, you may have rights over your personal data.
These rights may include the right to:
- access your personal data;
- receive a copy of your personal data;
- correct inaccurate personal data;
- delete personal data;
- restrict or object to processing;
- withdraw consent where processing is based on consent;
- request data portability;
- opt out of certain marketing or advertising uses; and
- lodge a complaint with a data protection or privacy authority.
To exercise privacy rights, contact Sentiva’s Data Protection Officer at dpo@sentiva.ai.
If your personal data is processed by Sentiva on behalf of a customer, we may need to refer your request to that customer or act on the customer’s instructions. For example, if you are a job candidate or employee using Sentiva through an employer or hiring organization, that organization may be responsible for responding to your request.
We respond to verified requests as required by applicable law, generally within 30 days unless a different timeframe applies or an extension is permitted.
10. Additional Information for California Residents
This section applies to California residents where the California Consumer Privacy Act, as amended by the California Privacy Rights Act, applies to Sentiva’s processing of personal information.
Sentiva does not sell personal information for money.
Depending on the advertising technologies enabled on our website, some marketing cookies may be considered “sharing” personal information for cross-context behavioral advertising under California privacy law. California residents may opt out of this by opting out of non-essential cookies.
Subject to applicable law, California residents may have the right to know, access, correct, delete, and receive information about certain personal information we collect, use, disclose, sell, or share. They may also have the right to opt out of sale or sharing and to limit certain uses of sensitive personal information.
Sentiva will not discriminate against individuals for exercising their privacy rights.
11. Cookies and Similar Technologies
Sentiva uses cookies and similar technologies for website functionality, security, analytics, preferences, and marketing.
You can manage cookie preferences using the Cookie Settings link where available. For more information, please see our Cookie Policy.
12. Children’s Privacy
Sentiva is a business-to-business service and is not directed to children.
We do not knowingly collect personal data from children under 16, or under 13 where that is the applicable threshold, unless the data is provided by a customer for a lawful HR, employment, education, internship, apprenticeship, or similar purpose and processed under the customer’s instructions.
If you believe a child’s personal data has been provided to Sentiva unlawfully or in error, please contact us at dpo@sentiva.ai.
13. Security and Privacy Incidents
If Sentiva becomes aware of a security or privacy incident affecting personal data, we will investigate and take steps to contain, assess, and remediate the incident.
Where required by applicable law or contract, we will notify affected customers, individuals, regulators, or other relevant parties. For customer-controlled data, this typically means notifying the customer without undue delay so they can assess and meet their own legal obligations.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or privacy practices.
When we update this policy, we will revise the “Last updated” date. If changes are material, we may provide additional notice, such as through the Site, in-app notice, email, or other appropriate means.
15. Contact Us
Questions or concerns about this Privacy Policy or Sentiva’s privacy practices can be sent to:
Sentiva LLC
254 Chapman Rd, Ste 208 #20742
Newark, Delaware 19702
United States
Email: dpo@sentiva.ai
Sentiva has appointed a Data Protection Officer who can be contacted at dpo@sentiva.ai for privacy-related questions, concerns, or rights requests.