Privacy Policy

We collect information in several ways when you interact with our Service:

a. Information You Provide Directly

• Account Information: Name, email address, company name, job title, and password when you create an employer or recruiter account.
• Job Posting Data: Job descriptions, requirements, salary ranges, and other details you provide when creating job listings.
• Payment Information: Billing address and payment details processed through our third-party payment processor (PayPal). We do not store your full payment card details on our servers.
• Communication Information: Information you provide when contacting our support team, submitting feedback, or participating in surveys.

b. Information Collected Automatically

• Usage Data: Features used, job postings created, candidate interactions, timestamps, and performance metrics.
• Device Information: IP address, browser type and version, operating system, device identifiers, and screen resolution.
• Cookies and Tracking Technologies: Standard browser session cookies used solely to maintain your login state. These are not used for tracking or advertising.
• Location Data: Approximate location inferred from your IP address.

• CV & Resume Data: When candidates apply through VKHire-powered portals, we process their submitted resumes, cover letters, and application materials.
• AI Interview Data: Audio/video responses and transcripts from AI-conducted screening interviews, processed to generate candidate scores and summaries.
• Candidate Scores: AI-generated rankings, match scores, and evaluation data created by our screening algorithms.
• Sourced Candidate Data: If employers use our CV sourcing feature, we process publicly available professional profile data.

We do NOT use candidate interview recordings or CV data to train our AI models without explicit opt-in consent from the employer account holder.

We use your information for the following purposes:

• Provide the Service: Process job applications, conduct AI-powered screenings, rank candidates, and deliver hiring intelligence features.
• Improve the Service: Analyze usage patterns, diagnose technical issues, and develop new features. We may use aggregated, de-identified data to improve our AI models.
• Communicate with You: Send service notifications, product updates, security alerts, and respond to support inquiries.
• Marketing: Send promotional communications about VKHire (with your consent where required). You can opt out at any time via the unsubscribe link in each email.
• Security and Compliance: Detect fraud, prevent abuse, enforce our terms, and comply with legal obligations.
• Analytics: Understand how our Service is used to improve user experience and inform business decisions.

We do NOT sell your personal information or candidate data to third parties.

We share your information only in the following circumstances:

• Service Providers: We share data with trusted vendors who perform services on our behalf, including cloud hosting (AWS, Google Cloud), payment processing (PayPal), AI processing services, analytics, and customer support. All service providers are contractually bound to protect your data.
• Within Your Organization: If you use VKHire through a team or enterprise account, your data and candidate information may be accessible to your organization's administrators as configured.
• Legal Requirements: We may disclose information when required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.
• With Your Consent: We may share information for any other purpose with your explicit consent.

We do NOT share candidate data with any third parties for advertising purposes.

We take the security of your data seriously and implement industry-standard measures, including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
• Regular security assessments and vulnerability testing.
• Role-based access controls with multi-factor authentication for internal systems.
• SOC 2 Type II compliance (in progress).
• Automated threat monitoring and intrusion detection.
• Employee security training and background checks for personnel with data access.
• Incident response procedures and data breach notification protocols.

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

We retain your information only as long as necessary for the purposes described in this Policy:

• Candidate Data (CVs, interview recordings, scores): Retained for the duration of your active subscription. Upon cancellation, candidate data is deleted within 90 days unless you request earlier deletion.
• Account Information: Retained until you request account deletion. After deletion, we may retain certain information for up to 30 days for backup and fraud prevention.
• Usage and Analytics Data: Aggregated and anonymized after 12 months. Anonymized data may be retained indefinitely for analytical purposes.
• Legal Obligations: We may retain certain information longer if required by legal, tax, or regulatory obligations.

a. GDPR Rights (EEA, UK, and Switzerland)

If you are located in the European Economic Area, United Kingdom, or Switzerland, you have the following rights under GDPR:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data ("right to be forgotten").
• Data Portability: Receive your data in a structured, machine-readable format.
• Restriction: Request restriction of processing in certain circumstances.
• Object: Object to processing based on legitimate interests or for direct marketing.
• Withdraw Consent: Withdraw consent at any time where we rely on consent as the legal basis for processing.

b. CCPA Rights (California Residents)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected.
• Right to Delete: Request deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out: Opt out of the sale of personal information. We do not sell personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To exercise any of these rights, contact us at connect@visionkai.com. We will respond within 30 days (GDPR) or 45 days (CCPA) of receiving your verified request.

VisionKai is based in India. If you are accessing our Service from outside India, your information may be transferred to and processed in India or other countries where our service providers operate.

We ensure appropriate safeguards for international transfers through:

• Standard Contractual Clauses (SCCs) approved by the European Commission.
• Data Processing Agreements with all sub-processors.
• Compliance with the EU-U.S. and Swiss-U.S. Data Privacy Framework.

Our Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete that information promptly. If you believe a child under 16 has provided us with personal information, please contact us at connect@visionkai.com.

We use only strictly necessary session cookies to keep you authenticated on our Service. We do not use tracking cookies, advertising cookies, or third-party analytics cookies. You can manage cookies via your browser settings at any time.

Our Service may contain links to third-party websites or integrate with third-party services (e.g., LinkedIn, job boards, HRMS platforms). This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access through our platform.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by email or through a prominent notice on our website at least 30 days before the changes take effect. Your continued use of the Service after the effective date of the updated Policy constitutes acceptance of the changes.

For privacy-related questions, to exercise your rights, or to file a complaint:

• Email: connect@visionkai.com
• Address: VisionKai, Inc., Bengaluru, Karnataka, India

See also: Terms of Service