VHR is engineered to streamline talent discovery and hiring while maintaining strict confidentiality. We do not sell your personal data, we never monetize candidate resumes to unauthorized third parties, and we apply end-to-end security controls to ensure data governance at every stage of the hiring lifecycle.
01. Introduction & Overview
This Privacy Policy describes how VHR (“Company”, “we”, “our”, or “us”) handles personal data collected through the virtual human resource and recruitment application, website, and related APIs (collectively, the “Platform”).
By using our Platform, accessing our recruitment services, submitting an application, or creating an employer or recruiter profile, you acknowledge that you have read and understood the practices described in this Privacy Policy.
02. Scope & Applicability
This Privacy Policy applies to all individuals who interact with the VHR Platform, including:
Individuals who browse job openings, submit resumes, complete assessments, or participate in interviews.
Recruiters, hiring managers, interviewers, and team administrators managing vacancies and pipelines.
Users who visit our marketing pages, documentation, or public recruitment portal.
03. Information We Collect
We collect personal information directly from you, automatically through your use of the Platform, and occasionally from authorized third parties (e.g., employers or background check partners).
A. Information Provided by Job Seekers & Candidates
- Contact Details: Full name, email address, telephone number, geographic location, and country of residence.
- Professional Profile & Resume: Employment history, education credentials, skill endorsements, portfolio links (e.g., GitHub, LinkedIn, personal website), certifications, and references.
- Application Materials: Cover letters, answers to job-specific screening questionnaires, salary expectations, notice period availability, and work authorization status.
- Interview Information: Availability schedules, attendance logs, notes, and performance evaluations submitted by hiring panels.
B. Information Provided by Employers & Recruiters
- Account Credentials: Name, work email address, company designation, password hash, and two-factor authentication records.
- Organization Details: Company legal name, registration details, billing address, corporate logo, industry, and team member permissions.
- Hiring Requisitions: Job descriptions, compensation bands, required skill sets, and internal evaluation rubrics.
C. Automatically Collected Technical Data
- Device and Network Information: IP address, browser type and version, operating system, device identifiers, and network connection parameters.
- Log & Usage Metrics: Timestamped access logs, page views, clickstream activity, error logs, and navigation timing within the Platform.
04. How We Use Your Information
We process collected information for the following legitimate business purposes:
05. Interviews & Evaluation Records
When conducting interviews through VHR or connected teleconferencing tools (such as Google Meet or integrated meeting software):
- No Surreptitious Recording: VHR does not covertly record audio or video streams. If an interview is to be recorded, clear advance consent will be requested from all participants.
- Feedback Rubrics: Scorecards, interview notes, and ratings provided by interviewers are accessible only to authorized members of the relevant hiring organization and administrator staff.
- Candidate Protection: Candidate evaluation data is kept confidential and is not shared with competing companies or third-party recruiters without explicit candidate authorization.
06. Data Sharing & Third Parties
We do not sell, rent, or trade your personal data. We disclose personal data only under the following strictly defined conditions:
Your application data is shared with the specific employer or recruiter offering the position you applied for.
Trusted hosting providers, secure transactional email services, and authentication APIs operating under confidentiality agreements.
When required by applicable statutory regulations, court subpoenas, or authorized government agencies.
In the event of a merger, corporate restructuring, or asset acquisition, where the acquirer agrees to uphold this policy.
07. Candidate Privacy & Legal Rights
Subject to applicable privacy regulations (such as India's Digital Personal Data Protection Act, GDPR, and regional employment laws), you maintain substantial rights regarding your data:
08. Employer & Recruiter Responsibilities
Employers and recruiters using VHR act as data controllers or independent fiduciaries with respect to applicant resumes received through the platform. Employers explicitly warrant and agree that:
- They will process candidate resumes solely for legitimate hiring and evaluation purposes.
- They will not export, distribute, or resell applicant databases to unauthorized third parties or marketing lists.
- They will implement adequate internal safeguards to ensure candidate confidentiality within their organization.
09. Data Security & Safeguards
We implement robust technical, administrative, and physical security measures designed to protect your personal data from loss, unauthorized access, destruction, or misuse:
All data in transit is encrypted using modern TLS 1.3 cryptographic protocols. Sensitive stored data is encrypted at rest using AES-256 standards.
Strict role-based permissions ensure that hiring managers and recruiters only access candidates and jobs within their designated scope.
10. Data Retention & Erasure
We retain your personal information only for as long as necessary to fulfill the recruitment purposes outlined in this policy, unless a longer retention period is mandated by law (e.g., labor law compliance or tax audits).
If a candidate account remains inactive for an extended period, or if an applicant submits an erasure request, we securely purge or anonymize their personal identifying information in accordance with our data lifecycle procedures.
11. Cookies & Tracking Technologies
The Platform uses first-party cookies and essential session storage strictly for operational needs:
- Strictly Necessary Cookies: Required to keep you authenticated, preserve your session state, and protect against CSRF attacks.
- Preference Cookies: Store user interface choices, such as dark/light theme mode and filter configurations.
- Performance & Analytics: Measure system speed and platform health to optimize application response times.
12. International Data Transfers
Your information may be stored and processed in secure data centers located in India and other jurisdictions where our cloud infrastructure providers operate. When data is transferred across borders, we ensure that appropriate safeguards and contractual assurances are in place to preserve standard privacy levels.
13. Children's Privacy
VHR is a professional recruitment platform and is not directed to individuals under the age of 18. We do not knowingly collect personal data from minors. If we discover that a minor has submitted personal information, we will take immediate steps to delete such records.
14. Updates to this Privacy Policy
We may periodically update this Privacy Policy to reflect enhancements to our Platform, emerging legal requirements, or operational changes. The “Last Updated” date at the top will indicate when modifications took effect.
We encourage you to review this page periodically. Continued use of VHR following the posting of modifications indicates your acknowledgement of the updated terms.