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Privacy Policy

Version v1 – May 2024

Privacy Policy Overview

Welcome to Ovii! At Boltcode India Private Limited, doing business as Ovii (“we,” “us,” “our”), protecting your privacy is fundamental to our mission and central to our services. This Privacy Policy provides detailed information about how we handle the personal data and/or personal information you provide when you visit our website (“Website”) or use our services and applications (“Services”). Collectively, we refer to these platforms as our “Offerings.”

Applicability of This Policy

This Privacy Policy details the scope of data collection and processing activities carried out by Ovii. It applies specifically to personal data and personal information, which encompass any information that can identify you as an individual either directly or indirectly or is capable of being linked to you personally. We use the terms “data” and “information” interchangeably throughout this policy to refer to such personal identifiers.

Your Consent

Please review this Privacy Policy carefully to understand our practices regarding your personal data. If you do not agree with our policies and practices, you should not use our Offerings. By accessing or using our Offerings, you agree to this Privacy Policy.

Scope of This Privacy Policy

Our Offerings involve various functionalities through which your personal data may be collected and processed. Whether you interact with our Website or Services on your own or are granted access through an employer who uses Ovii (“Employer”), the nature of the data collected and how it is processed will depend on your method of interaction.

Here are the principal ways in which we might collect and process your data:

  • As a Visitor: When you browse our Website without engaging in further interaction or registering.
  • As an Independent User: If you participate in the Ovii community, using our Services on your own and not through any Employer’s account.
  • As an Authorized User: When you access our Services through an Employer who has authorized your use under their account.
  • As a Candidate: If you are taking assessments or participating in activities designed to evaluate your skills, as mandated by an Employer using our Services for such purposes.

In each scenario, how we handle your personal information is specifically tailored to the interaction you have with Ovii and our Services. This Privacy Policy outlines our general data processing practices, which are adaptable to the diverse ways our Services are utilized.

Data We Collect and Process

This section outlines the types of data Ovii collects and how it is processed when you use our services. The information collected varies depending on the services utilized and your interactions with these services.

  • Technical Data: When you visit our Sites, we use technology to collect information to help us understand how you use our services and enhance your experience. This includes tracking how long you spend on our Sites, your navigation paths, and what you click on. Specifically, we gather data related to your device type, internet connection, IP address, browser type, and time zone. All of this information helps us make our Sites more user-friendly and tailored to your needs.
  • Usage Details: Insights into the features accessed, preferences set, pages visited, and general navigation and interactions with our services.
  • Cookies and Tracking Technologies: We use cookies and similar tracking technologies to enhance your experience. For detailed practices, please see the “Cookies and Similar Technology” section.
  • Account and Contact Data: Includes names, usernames, email addresses, phone numbers, and social media profile details.
  • Professional Details: Job titles, employment history, employer information, and professional qualifications.
  • Educational Backgrounds: Such as degrees obtained, institutions attended, and other certifications.
  • Participation Outputs: Including responses, results, and content created during use of our interactive services.
  • Visual Data (Specific to Candidates): Images from the candidate’s webcam (during Tests), to prevent cheating, subject to employer activation and user consent.
  • Video Data (Specific to Candidates): Video conference (during interviews), which may include visual data that could suggest characteristics such as age, race, color, sex, gender identity, gender expression, and medical conditions related to pregnancy or childbirth. However, Ovii will not process or store this sensitive information.
  • Audio Recordings: During interviews, we make audio recordings which are primarily used for transcription purposes. This allows us to accurately capture and review conversations, ensuring that all information exchanged is documented and available for further analysis.
  • Extended Professional Profiles: Information including but not limited to educational qualifications, past employment records, and professional achievements provided by external entities to enhance service utility for employer-client relations.

If you provide us with Personal Data about other individuals, you confirm that you have the authority to do so and that you have obtained their consent to share their information with us.

Each of these collection methods is aimed at optimizing our service delivery and improving your platform experience, adhering strictly to applicable privacy laws.

How We Use Your Personal Data

We collect and process your personal data through our services to provide, manage, and enhance our offerings and perform essential business operations. Here’s how we utilize this information:

  • Providing the services you’ve requested or subscribed to, managing your accounts, validating personal data, and enforcing our Terms of Service and Subscription Agreement.
  • Facilitating your access to our Sites, ensuring content is presented effectively for you and your device, and customizing features to your interests and usage patterns.
  • Informing you about relevant services, responding to your inquiries, improving customer interactions, and sending account-related notices, including expiration and renewal alerts.
  • Engaging with you about updates, new services, and promotional offers. Assisting in business development, marketing efforts, and compiling user statistics to enhance service efficiency.
  • Complying with legal obligations, responding to law enforcement requests, and conducting internal audits and identity verifications.
  • Processing interview transcripts and candidates’ performance data to support recruitment activities.
  • Processing names, email addresses, aliases, employer details, and technical job application information from third parties to improve our operations.
  • Providing you with newsletters, articles, alerts, and announcements, and other information that we believe may be of interest to you.
  • Conducting research, surveys, and similar inquiries to help us understand Subscriber or authorized user needs.

We do not engage in profiling or automated decision-making using sensitive personal data. By using our services, you consent to these practices, which are designed to provide a secure and customized user experience while protecting your privacy according to applicable data protection laws.

Additional Use of Personal Data

We collect specific types of visual and audio data to ensure integrity and enhance assessment accuracy during recruitment processes when you use our Ovii services. Below is an explanation of how we handle this data:

Visual Data Collection

During Tests, images from the candidate’s webcam are captured to prevent cheating. This feature is activated by the employer and requires consent from the user.

During Interviews, video data may reflect visual information potentially indicating characteristics such as age, race, color, sex, gender identity, gender expression, and medical conditions related to pregnancy or childbirth. Ovii uses this video data solely to facilitate the interview process and does not process or store this sensitive information for any other purpose.

Audio Data Collection

During interviews, audio recordings are made primarily for transcription purposes. This enables us to document and review conversations accurately and extensively.

Data Usage for Analysis

We send the collected visual and audio data to OpenAI APIs to analyze the correctness of candidate responses. This helps us assess the quality and content of the answers provided by candidates. In sending data to OpenAI for analysis, we comply with OpenAI’s privacy policy, ensuring all data is processed securely and according to the highest standards of data privacy.

Consent and Privacy

The activation of webcam features for image capture and the recording of audio during interviews require explicit consent from the user or authorization by the employer. All personal data is processed under strict privacy protocols in line with this Privacy Policy, ensuring sensitive information is handled with the utmost care. We do not retain details not necessary for assessment purposes.

We are dedicated to upholding the highest standards of data privacy and comply with applicable data protection laws. By engaging with our services, you consent to the use of your data in accordance with this policy, aimed at maintaining fairness and integrity in the recruitment process.

How We Share and Disclose Personal Data

We may share the data we collect, as detailed in the “Data We Collect and Process” section of this Privacy Policy, with various third parties. Our commitment to transparency ensures you understand how your data may be shared under different circumstances:

Employers

For candidates or users, we disclose your information, including performance results, to the relevant employers using our services. Employers use this data to evaluate your skills, qualifications, and suitability for specific roles. This may include detailed reports on your test results, interview performances, and other relevant metrics.

Service Providers

We engage third-party companies to facilitate various functions of our services. This involves sharing your data with providers that help us serve both you and employers better. These service providers may include:

  • Cloud Storage Providers: To securely store and manage data.
  • Customer Support Tools: To provide timely and effective support services.
  • Communication Platforms: To send notifications, updates, and marketing messages.
  • Database Management Services: To ensure efficient data processing and retrieval.

Other Third Parties

We may share your data with other third parties, including:

  • Payment Processors: For secure transaction processing, ensuring your payment details are handled safely and efficiently.
  • Analytics Tools: To understand service usage and improve user experience, we may share data with analytics providers who help us analyze trends, monitor user activities, and optimize our platform.
  • Identity Verification Services: To verify your identity when accessing our services, we may share data with identity verification companies that ensure only authorized individuals can access certain features.
  • Technical Support Services: For maintaining security and integrity, we may share data with technical support providers who assist in troubleshooting and resolving issues.

Integrations

If an employer uses third-party services integrated with our platform, we may share your data with these external services as per the employer’s settings. This could include integrations with:

  • Applicant Tracking Systems (ATS): To streamline recruitment processes.
  • Human Resources Information Systems (HRIS): To manage employee data and records.
  • Background Check Services: To facilitate pre-employment screening and background checks.

Legal and Compliance

We may disclose your data if required by law for compliance purposes. This includes sharing information to comply with legal obligations, such as adhering to non-discrimination laws, responding to lawful requests from public authorities, or for protecting the rights, property, or safety of any entity. Examples include:

  • Compliance with Court Orders: Providing data in response to legal proceedings or court orders.
  • Regulatory Requirements: Meeting the demands of regulatory bodies and authorities.
  • Law Enforcement: Cooperating with law enforcement agencies during investigations.

Affiliates

We may share your data within our family of affiliated companies to streamline operations and service delivery, consistent with the terms of this policy. Affiliates are entities that are legally part of the same corporate group or are under common control with us, and they may assist in providing our services, developing new features, and conducting business operations.

Consent-Based Sharing

At times, we might seek your explicit consent to share your data for a particular reason. In such cases, your data is shared only after receiving your approval.

Test Authors

We share aggregated candidate test feedback with subject matter experts who have developed tests for product improvement. This feedback helps test authors refine and enhance the quality of their assessments, ensuring they remain relevant and effective for evaluating candidate skills.

Data Security

We are committed to protecting your personal data through robust technical and organizational measures. By utilizing the latest technologies, we strive to safeguard your information against loss or unauthorized access. We continuously enhance our security practices and verify identities before granting access to your account or the platform.

Despite our rigorous measures, the transmission of information via online forms and applications can never be completely secure. While we cannot guarantee absolute security, we pledge to notify you of any personal data breach in compliance with applicable laws, ensuring transparency and responsibility.

How Long Do We Keep Your Data?

We will retain your Personal Data to provide our services, fulfill the purposes outlined in this Privacy Policy, and as long as your account is active. We may also keep your information for up to five years after account deactivation to comply with legal obligations, conduct audits, resolve disputes, and enforce our agreements.

The employer (the data controller) decides how long to keep the names, first names, and interview logs of candidates. The employer also determines the retention period for text transcriptions and any related interview content.

The data mentioned in the “Additional Use of Personal Data” section is deleted within a maximum of 90 days.

Children’s Privacy

Our platform is not designed for children under the age of 16. We do not knowingly collect any personal data from children. 

If you are a parent or guardian and believe your child (under 16) has provided us with personal information, please contact us immediately. We will promptly delete any such data if we become aware of it.

Your Personal Data Choices and Rights

Under the General Data Protection Regulation (GDPR), you have specific rights concerning the personal data we hold about you. Here is an outline of these rights:

  • Right of Access: You have the right to confirm whether your personal data is being processed and, if so, obtain access to your personal data along with certain other details. This access helps you understand the personal data we hold about you and verify the lawfulness of the processing.
  • Right to Correction: You are entitled to have any inaccurate or incomplete personal data we hold about you corrected.
  • Right to Erasure: You can request the deletion or removal of your personal data where there is no compelling reason for its continued processing. However, there are certain scenarios where we may refuse to delete your data, such as when the personal data is needed for compliance with a legal obligation or for establishing, exercising, or defending legal claims.
  • Right to Restriction of Processing: You have the right to request that we suspend the processing of your personal data in certain circumstances, such as if you contest the accuracy of that data or if you have objected to our use of the data but we need to verify whether we have overriding legitimate grounds to use it.
  • Right to Data Portability: In certain situations, you have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and you also have the right to transmit that data to another controller without hindrance from us.
  • Right to Object: You have the right to object to the processing of your personal data based on legitimate interests, including profiling, unless we demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms. You can always object to the processing of your personal data for direct marketing purposes.

Exercising Your Rights

To exercise any of these rights, please contact us at [email protected]. If you have any questions or concerns, do not hesitate to reach out to us.

Account Information

If you are a Subscriber and have an account with us, you may update, correct, or delete your Personal Data, or deactivate your account at any time by emailing us at [email protected].

Your California Privacy Rights

If you are a California resident, you have certain rights regarding your personal data, as outlined under the California Consumer Privacy Act (CCPA). These rights include:

Right to Know

You have the right to request disclosure of the specific pieces and categories of personal data that we have collected about you, the categories of sources from which the personal data is collected, the business or commercial purpose for collecting or selling personal data, and the categories of third parties with whom we share personal data.

Right to Delete

You can request the deletion of your personal data that we have collected from you, subject to certain exceptions set forth by the CCPA.

Right to Non-Discrimination

You have the right not to receive discriminatory treatment for the exercise of the privacy rights conferred by the CCPA.

Right to Opt-Out of Sale

While we do not sell personal data in the traditional sense, the CCPA broadens the definition of “sale” to include sharing practices that might be considered a sale. You have the right to opt-out of the sale of your personal data. Currently, Ovii does not sell personal data to third parties.

Exercising Your Rights

To exercise any of these rights under the CCPA, please contact us at [email protected]. When making a request, please indicate that you are a resident of California and clearly describe your request. We will verify your identity before processing your request, which may include verifying your account information or other provided identifiers.

Changes to This Policy

We reserve the right to amend or revise our Privacy Policy occasionally. Any updates will be made evident by posting the revised policy on this page. We encourage you to visit this section regularly to stay informed of any changes. Please note that these changes will take effect immediately upon their posting on this page. By continuing to use our services after these changes are made, you agree to the revised policy.