Privacy Policy

Version 1.1 · Last updated 25 October 2026 · Moonfire Private Limited ("Moonfire", "we", "us")

Please read this note. We are continuing to improve our Privacy Policy and Terms of Use, and we will update them whenever we think it is necessary. You must visit both pages regularly to check for changes. The version number and the "last updated" date above show which version is current. Whatever the current version says, you can permanently delete your account yourself, at any time, from the "Delete my account" page on your dashboard.

This policy explains what personal information the Moonfire careers portal (the "ATS") collects from candidates, why, who can see it, how it is protected, and how long we keep it. By creating an account or applying, you agree to it. Please read it together with our Terms of Use.

1. What we collect

Account details: name, email address, phone number and a password (stored only as a one-way hash).
Application details: the role you apply for, your résumé file, and the profile information you enter (for example headline, location, experience, skills, current and expected salary, notice period, and cover note).
Verification photograph: a photo of your face, uploaded by you (see section 3).
Training program applications: your name, contact details and answers for the program you apply to, and any certificate issued to you.
Security records: sign-in history, IP address and browser type, failed-attempt counters, and an audit log of key actions (such as a photo upload or a status change).

What we do not ask for. Moonfire does not ask candidates, by phone, by email or on this portal, for their Aadhaar number, PAN, passport number or any other identification details, for bank account details, or for any OTP. The only OTP connected to the ATS is the password reset code, which is sent by email only, and only if you ask for it on the Forgot password page. You type it into the ATS yourself. A new reset code can be requested only once every 24 hours for an account. Nobody from Moonfire will ever ask you to tell or forward a code to them, and the ATS sends you no other automatic email. Please do not send any of these details to us at this stage, and treat any such request as a scam. Report it to support@moonfiregroup.com.

After you are shortlisted. If your résumé is shortlisted and you wish to go further in the recruitment process, Moonfire HR will tell you what is needed and why, and you must provide the details HR reasonably requires, for example identity proof and, on joining, bank details for payroll. Such details are used only for recruitment, onboarding and employment, and they are protected and retained as described in this policy. Check that the request clearly comes from Moonfire HR (an @moonfiregroup.com address or the ATS) before you reply. If you are unsure, email support@moonfiregroup.com first. We never ask for money or a payment at any stage.

2. Why we collect it

To assess your application and contact you about it.
To confirm that each applicant is a real, individual person. We receive a high volume of spam, duplicate and fake applications, and the companies we recruit for expect us to check before details are passed on.
To keep the portal secure, prevent abuse, and investigate misuse.
To issue and verify training certificates.
To meet legal obligations.

We do not sell your information, we do not use it for advertising, and we do not use your photograph for anything except the purposes in this section.

3. Verification photograph

Why it is required. A clear photo is one of several checks, alongside a review of your résumé and details. It is required before an application can move to the verification stage. Applications without a photo cannot be verified.

What we ask for. A recent, clear photo of your face looking at the camera, with only you in the frame and no sunglasses or filters. JPG, PNG or WebP, up to 5 MB.

How it is stored.

When you upload it, we re-save it as a standard image (maximum 800 px on the longest side). Hidden data embedded in the file, such as location, is removed.
It is stored on our server under a random file name, in a folder that cannot be reached from the public internet.
The only way to view it is through a signed-in session. Nobody can open it with a link.
Each upload is recorded in our audit log.

Your consent. Before you upload, you are asked to tick a box giving consent. The consent is for these purposes only: (a) verifying your identity for your application(s); and (b) if you are selected, Moonfire's onboarding and employment records. We record the date and the version of the wording you agreed to. Nothing is pre-ticked. If we change what your photograph is used for, we will ask you to agree again on your dashboard, and we will not use your photograph for the changed purpose until you do. If you do not agree, you can delete your account at any time.

It is your choice, and your control. Moonfire does not force anyone to apply or to share a photo. If you prefer not to, do not upload one and do not apply. You can delete your account, résumé and photograph yourself at any time from your dashboard (see section 7). You do not need to ask us.

Who can see it. You, when signed in, and authorised Moonfire recruitment administrators. Your photograph stays with Moonfire. We do not send it to client companies, other candidates or any other third party, we do not publish it, and it is not included in any automated data feed. We do not use it for facial recognition or biometric matching, and we do not run it through automated identity databases.

How long we keep it. While your account exists. If you upload a new photo, the previous one is deleted. When you delete your account, your photo file is permanently deleted with it, and because it was never sent elsewhere, no other copy exists.

If you have concerns. Read this policy and the Terms of Use before uploading. Moonfire does not offer an alternative to the photograph at present, so without one your application cannot proceed past the verification stage. If you would rather not, do not upload one.

4. Who we share information with

Moonfire staff who handle recruitment, on a need-to-know basis.
Client companies we recruit for, but only for roles you applied to, and only your résumé and profile details, and only once your résumé is shortlisted. Your photograph is never sent to them. A client company that receives your résumé holds its own copy for its own hiring decision, under its own policies. We ask clients to use it only for that role and to keep it secure, but once it has been shared, deleting your Moonfire account does not delete the client's copy. Please contact the client directly about it.
Service providers that host our systems and deliver email, under duties of confidentiality.
Authorities, where the law requires it or to protect against fraud or abuse.

The public certificate check shows only a holder's name, program and dates. It never shows contact details.

5. Security

Connections use HTTPS. Passwords are hashed. Uploaded files are kept outside the public web folder and served only to authorised, signed-in users. Sign-in, registration and password reset are rate-limited and protected against automated abuse. No online service is perfectly secure, so please use a strong, unique password and do not share it.

6. Cookies and similar technology

We use a session cookie to keep you signed in and to protect forms against forgery. It is essential and cannot be switched off while using the ATS. Your browser also stores a display-theme preference. Pages load fonts and scripts from third-party content delivery networks (such as Google Fonts, Tailwind CSS and unpkg), which means those providers can see your IP address when your browser fetches them. We do not use advertising cookies.

7. How long we keep information, and deletion

We keep your account, applications, résumé and photograph while your account exists, so you can apply to future roles without re-entering them.
Deleting your account yourself. You can permanently delete your account at any time from the Delete my account page of your dashboard. Everything is self-service and nothing needs to be requested from Moonfire. It permanently erases your profile, applications, résumé files, photograph and sign-in history from Moonfire, and we cannot restore it afterwards. Copies of a résumé already shared with a client company are not affected (see section 4). When you delete your account we keep only your name, a one-way scrambled form of your email address (it cannot be turned back into the address) and the date, for up to 180 days, so that our recruitment team can see which accounts were deleted and count how many people delete their account and register again. We do not keep your email address, phone number, résumé, photograph or applications. This record is removed automatically after 180 days and is not used to refuse or block you.
Password reset codes expire after 10 minutes and are removed within a day.
We may keep a minimal record (such as an audit entry or a record that a certificate was issued) where needed to prevent fraud, resolve a dispute, or comply with law.

8. Your rights

The portal is self-service. While signed in you can view and correct your profile and résumé yourself at any time, and you can delete your account yourself at any time. Moonfire does not handle deletion or withdrawal requests manually. If you have a question or complaint about how your information is handled, email support@moonfiregroup.com and we will respond within a reasonable time.

9. Who may use the ATS

The ATS is for people aged 18 and over applying for themselves. Do not submit another person's information or photograph.

10. Changes to this policy and your duty to check

We are improving this policy and the Terms of Use, and will update them whenever it seems necessary. We may not notify you individually. You must visit both pages regularly to see any changes, and the version number and "last updated" date at the top show the current version. Continued use of the ATS after a change means you accept the updated version. If you do not accept a change, you can permanently delete your account yourself at any time from your dashboard.

11. Contact

Questions about privacy or your information: support@moonfiregroup.com. Please email only. We do not handle privacy or careers queries by phone.