Privacy Policy

Items in square brackets, such as [TO CONFIRM], are still being finalised by Intellivane.

This Privacy Policy explains how Intellivane Technologies Private Limited collects, uses, shares and protects personal data when you visit intellivane.com, contact us, or use our products such as SakhaOS (app.sakhaos.com). It is written to comply with the Digital Personal Data Protection Act, 2023 (the "DPDP Act"), the Information Technology Act, 2000 and the rules made under them, as applicable from time to time.

1. Who we are

Intellivane Technologies Private Limited ("Intellivane", "we", "us")
Registered office: [TO CONFIRM: full registered address]
CIN: [TO CONFIRM]
Email: info@intellivane.com
Phone: +91 93153 90840
Location: Delhi, India

For the purposes of this website, Intellivane is the Data Fiduciary of the personal data described in this policy. For our products such as SakhaOS, see section 9: our customers are the Data Fiduciaries of the candidate and user data they put into the product, and Intellivane acts as their Data Processor.

2. What personal data we collect

• Enquiry details that you choose to send us: name, email address, phone number, company name and the content of your message. The contact form on this website opens your own email application, so the message is sent from your email account to ours.
• Demo requests: the same details, plus any information you include about your hiring or business needs.
• Technical data recorded by our web server: IP address, browser type, pages requested, date and time. This is used for security and reliability only.
• Communications with us by email, phone or social media.

We do not collect payment card details on this website. We do not knowingly collect sensitive personal data through this website.

3. Why we use it (purposes)

• To respond to your enquiry or demo request and to provide information you asked for.
• To run, secure and improve this website and prevent misuse.
• To send you information about our products and services, only where you asked for it or have agreed to receive it. You can withdraw at any time.
• To meet legal, tax, accounting and regulatory obligations and to establish or defend legal claims.

4. Legal basis: consent and legitimate uses

We process your personal data on the basis of your free, specific, informed and unambiguous consent, given by a clear affirmative action such as sending us an enquiry, and for the "certain legitimate uses" recognised by section 7 of the DPDP Act, for example where you voluntarily provide data for a stated purpose and have not indicated that you do not consent, and for compliance with law. You may withdraw consent at any time (see section 7). Withdrawal does not affect processing already done, and we may need to retain some records as required by law.

5. Who we share it with

We do not sell your personal data. We share it only with:

• Service providers that help us operate, such as email and productivity providers (for example Microsoft and Google), hosting and infrastructure providers, and communication tools, under written terms requiring them to protect it and to use it only for our instructions.
• Professional advisers such as lawyers, auditors and accountants, under confidentiality.
• Authorities and courts where required by law or a lawful order.
• A buyer or successor in a merger, acquisition or restructuring, subject to this policy.

6. Storage, transfer and retention

Our website is hosted on a server we control. Some providers named above may process data outside India. We transfer personal data outside India only to countries and providers not restricted by the Central Government under the DPDP Act, and with appropriate safeguards. We keep enquiry data only as long as needed for the purpose, normally not more than 24 months after our last interaction, unless the law requires a longer period. Server logs are kept for a short period ([TO CONFIRM: number of days]) for security and then deleted. Retention of product data (SakhaOS) is described in section 9.

7. Your rights under the DPDP Act

As a Data Principal you have the right to:

• obtain a summary of the personal data we process about you and the processing activities, and the identities of the parties we have shared it with;
• request correction, completion or updating of your data;
• request erasure of your data when it is no longer needed for the purpose or you withdraw consent, unless retention is required by law;
• withdraw your consent at any time, as easily as it was given;
• have your grievances redressed (see section 11); and
• nominate another person to exercise your rights in the event of your death or incapacity.

To exercise these rights, email info@intellivane.com from the address we hold for you, or write to the Grievance Officer. We may need to verify your identity. We aim to respond within 30 days, and sooner where the law requires.

You also have duties under the Act: do not impersonate anyone, do not suppress material information, do not register false or frivolous grievances, and furnish only verifiably authentic information.

8. Security and personal data breaches

We use reasonable security safeguards appropriate to the data, including encryption in transit (HTTPS), password-protected accounts with role-based access, separation of each Customer's data from every other Customer's, encrypted backups and system monitoring. No system is perfectly secure, and we cannot guarantee absolute security. If a personal data breach occurs that affects you, we will inform you and the Data Protection Board of India in the manner and time required by law.

9. Our products, including SakhaOS

SakhaOS is an AI-assisted recruiter-screening service. An agency or business ("Customer") uploads a job description and candidates' CVs. The service reads and scores CVs, phones candidates for a screening call and a technical interview call using an AI voice assistant, records and transcribes those calls, ranks candidates, and supports the Customer's team with interview feedback, offers and joining checklists. It can also send emails and WhatsApp messages to candidates and to the Customer's team.

Roles. Intellivane provides the technology platform only. All candidate and user data is uploaded, entered or instructed by the Customer; Intellivane does not source, select, own, verify or control it and does not make or influence any hiring decision. The Customer decides why and how the data is used and is the Data Fiduciary. Intellivane is the Data Processor and an intermediary, and processes the data only on the Customer's documented instructions to store it and to help with initial screening, under our agreement with the Customer. To the extent permitted by law, Intellivane is not responsible for the lawfulness of the Customer's collection or use of that data.

9A. What the Customer is solely responsible for

• Having a lawful basis (for example the candidate's consent or another legitimate use under the DPDP Act) to upload candidate data and to contact the candidate.
• Giving candidates a clear notice that explains who is calling, that the call is made by an AI assistant and that it is recorded and transcribed, and why. Our standard call script says that the caller is an AI assistant and that the call is recorded, but the Customer remains responsible for its own notices and consents.
• Calling only within lawful hours and only people it is entitled to call, including observing telecom do-not-disturb rules.
• Responding to candidates' requests to access, correct or erase their data, and deciding how long to keep it.
• Keeping a human in the loop. AI scores, summaries and rankings are decision-support only, and hiring decisions are the Customer's.

9B. If you are a candidate

If an agency or employer using SakhaOS contacted you, this is what may happen with your data:

• Data held: your CV and the details in it (such as name, phone number, email, work history, education, current and expected pay, notice period, location), your answers on the screening and technical calls, a recording and transcript of those calls, AI-generated scores and summaries, interviewer feedback, and, where an offer is made, offer and joining details.
• AI use: your CV, call audio and transcript are processed by AI models and speech services to read and score your profile, hold the conversation, convert speech to text and prepare summaries. The AI assistant says that it is an AI and that the call is recorded. If you do not want to continue, say so on the call or tell the agency.
• Identity checks: to help the Customer confirm that the person on the calls is the candidate, the service compares the sound of your voice on the screening call with the technical call (and with other calls made for the same Customer), checks the dates on your CV for inconsistencies, and notes if the technical answers appear to be read out or prompted. The voice comparison uses a numeric voice pattern computed from the call recording; it is kept only with the recording, is used for no other purpose and is deleted with it. These checks only flag things for a person to review; they never reject a candidate on their own. The call opening says the call is recorded for quality and identity checks.
• Who sees it: the agency (and its client, where the agency shares a profile with them), authorised users of that agency, and Intellivane and its sub-processors only as needed to run the service.
• Your rights: to see, correct or erase your data, withdraw consent, and complain. Please contact the agency or employer that contacted you first. Intellivane does not decide on your request itself, but will assist the Customer in honouring it. You may also write to us (section 11) and we will pass your request to the agency and help it act on the request.
• Not used to train our models: [TO CONFIRM: confirm that candidate data is not used by Intellivane or its AI providers to train models, and the provider settings that ensure this.]

9C. What Intellivane does

• Keeps each Customer's data separate, and limits access to the Customer's own users according to their role (for example administrator, recruiter, viewer, interviewer).
• Uses sub-processors to deliver the service. In general terms these are: AI model providers (CV scoring, conversation, summaries and the in-product assistant), speech and voice providers (speech recognition, voice synthesis, voice-call platforms), telecom carriers, email and WhatsApp messaging providers, and hosting and backup infrastructure. Some of these are located outside India. A current list is available on request to the Grievance Officer. [TO CONFIRM: publish named list.]
• Keeps encrypted backups for disaster recovery. Deleted data may remain in backups until they are overwritten in the normal cycle ([TO CONFIRM: backup retention period]).
• Does not sell Customer or candidate data and does not use it for advertising.
• Retention: candidate data, recordings and transcripts are kept for as long as the Customer's account is active and the Customer keeps them, unless the Customer deletes them sooner. After the agreement ends, data is deleted or returned within [TO CONFIRM: number of days], subject to legal retention. [TO CONFIRM: default retention for call recordings and CVs, if any automatic deletion is set.]
• Passes on, and helps the Customer act on, requests from candidates, and tells the Customer without undue delay if we become aware of a personal data breach affecting its data.

9D. Our Customers' users

For people who sign in to SakhaOS on behalf of a Customer (administrators, recruiters, interviewers and so on), we hold their name, work email, role, a securely stored password, sign-in records and an activity log of actions in the product. We use this to provide and secure the service. The portal sets a session cookie to keep you signed in (for 30 days if you choose "Keep me signed in") and does not use advertising cookies.

10. Children

Our website and products are not directed at children (under 18 years). We do not knowingly process the personal data of children without verifiable consent of a parent or lawful guardian. If you believe a child's data has been given to us, please contact us and we will delete it.

11. Grievance Officer and complaints

In accordance with the Information Technology Act, 2000 and the DPDP Act, 2023, you may contact our Grievance Officer with any concern about your personal data:

Grievance Officer: [TO CONFIRM: name of Grievance Officer], Intellivane Technologies Private Limited
Email: info@intellivane.com (subject: "Privacy grievance")
Phone: +91 93153 90840
Dedicated grievance email: [TO CONFIRM: optional, e.g. a separate address]
Office hours: Monday to Friday, 10:00 to 18:00 IST

We will acknowledge your grievance within 48 hours and aim to resolve it within 30 days. If you are not satisfied with the response, you may complain to the Data Protection Board of India once it is constituted and operational, after first exhausting our grievance process.

12. Cookies and analytics

See our Cookie Policy. At the time of writing, this website does not set tracking or advertising cookies.

13. Third-party links

This website links to third-party sites such as Instagram, YouTube and X. We are not responsible for their content or privacy practices. Please read their policies.

14. Changes to this policy

We may update this policy as our business or the law changes. The date at the top shows the latest version. Material changes will be highlighted on this page.

15. Governing law

This policy is governed by the laws of India. Courts at Delhi have jurisdiction, subject to any rights you have under applicable law.