Privacy Policy

1. Who we are

PULSE AI is a product of Hireaxis Advisors ("we", "us"), based in Panvel, Navi Mumbai, Maharashtra, India. You can reach us at info@hireaxis.in or +91 75067 91393.

2. Our role

• Website visitors and demo requests: we decide how this data is used, so we are responsible for it.
• People using the PULSE app through their employer: your employer (our customer) decides what data goes into PULSE and why. We process that data on their behalf and only to provide the service. If you use PULSE at work, please contact your employer first about your data. We will help them answer you.

3. Data we collect

On this website

• Details you enter in the demo or pilot form: name, designation, work email, mobile number, company, city, industry, team size, plan of interest and any notes.
• Basic technical data recorded by our web server, such as IP address, browser type and pages requested. We store only a scrambled (hashed) form of your IP address with form submissions, to block spam.
• Your light or dark theme choice, saved in your own browser.

In the PULSE app

• Account data: name, work email or username, phone number if provided, role, department, team and manager.
• Training data: lessons completed, quiz answers and scores, roleplay conversations and their scores, growth-path level, assignments and attendance in live sessions.
• Field data: visit plans and visit outcomes a rep chooses to log, which may include the name and specialty of the doctor or organisation visited.
• Content your company uploads: product details, prices, brochures, documents, case-study photos and videos.
• Voice: when voice mode is used, the recording is sent to our speech-to-text provider (Groq) to be turned into text. We keep the text of the conversation, not the audio.
• Demo recordings: where your company uses equipment demo practice, the videos reps record are stored so managers can review them, and practice attempts are deleted automatically after 90 days.
• Usage data: login times, features used and the number of AI roleplays used, which we need for billing and support.

We do not ask for, and customers must not upload, patient health records or other sensitive health information about identifiable patients. Case-study photos must not identify a patient unless the customer has that patient's written consent.

4. How we use data

• To reply to demo and pilot requests and talk to you about PULSE.
• To provide the PULSE service: logins, lessons, AI roleplays, scoring, reports and support.
• To bill customers correctly, including counting AI roleplays.
• To keep the service secure, fix problems and improve features.
• To meet legal, tax and accounting duties.

We do not sell personal data, and we do not use it for advertising.

5. AI processing

PULSE uses third-party AI models to run roleplays, score sessions, turn speech into text and generate quizzes and lessons. When you use these features, the text or audio needed for that task, along with relevant product content, is sent to an AI provider (currently Cerebras Systems, Inc. for most text tasks and Groq, Inc. for speech-to-text and some text tasks) to produce a response. We send only what the feature needs. AI scores and feedback support training and coaching. They should not be the only basis for decisions about someone's job.

6. Who we share data with

• Service providers who help us run PULSE: web hosting (Hostinger), the AI providers described above, and email delivery. They may use the data only to provide their service to us.
• Your employer, if you use PULSE at work, according to the role-based access your company sets up. For example, managers see their own team's progress, and HR sees training completion but not roleplay conversations.
• Authorities, when the law requires it.

7. Where data is stored

Our service providers may store or process data outside India, including in the United States. Where this happens, we rely on their contractual and security commitments, and we follow any transfer restrictions notified under Indian law.

8. How long we keep data

• Demo and pilot requests: up to 2 years after our last contact with you, unless you ask us to delete them sooner.
• App data: for as long as your company subscribes. After the subscription ends, we delete or return the company's data within 90 days, unless the law requires us to keep some records longer (for example, invoices).
• Pilot data: deleted 30 days after a pilot ends, unless the company moves to a paid plan.

9. Security

Every PULSE user has their own login, and passwords are stored only in hashed form. Access to data is limited by role, connections use HTTPS, and each company's data is kept separate from other companies. No system is perfectly secure, but we will tell affected customers and the authorities about a personal data breach as required by law.

10. Your rights

Under the Digital Personal Data Protection Act, 2023 you can ask to access a summary of your personal data, correct or update it, have it erased when it is no longer needed, withdraw consent you have given, and nominate another person to act for you. To use these rights, email info@hireaxis.in. If you use PULSE through your employer, we may pass your request to them, since they control that data.

11. Children

PULSE is a workplace tool and is not meant for anyone under 18.

12. Cookies and browser storage

This website does not use advertising or tracking cookies. It saves your theme choice in your browser. The PULSE app uses browser storage to keep you logged in and to remember settings such as quiz progress.

13. Changes to this policy

We may update this policy as PULSE changes. We will change the date at the top, and tell customers about important changes by email.

14. Grievance contact

If you have a concern about how your data is handled, contact our Grievance Officer at info@hireaxis.in, with "PULSE privacy" in the subject line. We aim to respond within 30 days. If you are not satisfied, you can approach the Data Protection Board of India.