Privacy Policy

For the personal data described in this Policy, Ultivora Technologies acts as the “Data Fiduciary”, meaning the entity that decides why and how the data is processed. “You” means any individual whose personal data we handle, including visitors, job seekers, referees and representatives of employers or business partners.

This Policy applies to the Website and to the recruitment and staffing services we provide through it. It does not apply to websites or services run by other organisations, including prospective employers, even where we link to them.

If you are engaged by us or placed with an employer, you may receive a separate notice that explains how your data is handled during that engagement. Where there is any inconsistency, that notice applies to that engagement.

The personal data we collect depends on how you interact with us. Typically it falls into the following categories.

We do not ask for sensitive information through the Website, such as bank or card details, passwords, government identification numbers, health information, caste, religion or sexual orientation. Please do not include such information in the contact form or in messages to us. We do not collect Aadhaar numbers through the Website. If an identity document is genuinely required for a specific role, we will tell you what is needed, why, and how it will be handled before we ask for it.

• Directly from you, when you complete the contact form, email or call us, attend an interview, or send us your CV.
• Automatically, through basic technical logs and privacy-friendly analytics when you browse the Website (see our Cookie Policy).
• From other sources, such as a colleague or contact who recommends you, publicly available professional profiles, job platforms you have used to apply, and, for verification, the referees and organisations you name.

We use personal data only for specific, stated purposes:

• To respond to your enquiry and communicate with you about your request.
• To understand your career goals or an employer’s hiring needs, and to assess suitability for roles.
• To present your profile to a prospective employer, only after you have agreed to be considered for that role.
• To arrange and coordinate interviews, assessments, offers and joining formalities.
• To carry out reference and background checks that are lawful, proportionate and relevant to the role, with your knowledge and consent.
• To maintain our candidate and client records so that we can contact you about suitable opportunities in future, where you have agreed to this.
• To operate, secure and improve the Website, and to prevent fraud, spam and misuse.
• To meet legal, regulatory, tax and audit obligations, and to establish, exercise or defend legal claims.

We do not sell personal data. We do not use it for automated decisions that have legal or similarly significant effects on you; people review every shortlisting decision.

We process personal data on the basis of your consent, which you give freely, for a specific purpose, by a clear affirmative action such as ticking a box on our contact form or sending us your CV for consideration. We may also process data for the limited “legitimate uses” that the DPDP Act recognises, for example where you voluntarily provide data to us for a purpose and have not indicated that you object, or where processing is needed to comply with the law.

You may withdraw your consent at any time by writing to us (see “Your rights”). Withdrawal does not affect processing carried out before you withdrew, and it may mean that we can no longer consider you for opportunities or respond to your enquiry. Where you withdraw consent, we will stop processing and delete your data unless the law requires us to keep it.

We share personal data only where there is a need and a lawful basis, and only the data that is necessary:

• Prospective employers and clients: your profile is shared only after you have agreed to be considered for the relevant role.
• Service providers who help us run our business under written commitments to protect the data, such as providers of cloud hosting, database storage, website analytics, email and internal messaging tools.
• Background-verification and assessment partners, where a role requires checks and you have been informed of them.
• Professional advisers such as lawyers, auditors and insurers, on a confidential basis.
• Government authorities, regulators, courts and law-enforcement agencies, where we are legally required to do so or to protect our rights.
• A successor organisation, in the event of a merger, acquisition or restructuring, subject to the same protections.

We require our service providers to process personal data only on our instructions and to maintain appropriate security. We remain responsible for the data we entrust to them.

Some of our technology providers store or process data on servers located outside India. Where this happens, we take steps to ensure that your data remains protected, and we transfer data only to the extent permitted by Indian law, including any restrictions the Government of India may notify under the DPDP Act.

We keep personal data only for as long as it is needed for the purpose for which it was collected, or as the law requires.

• Website enquiries: for up to 24 months from our last interaction with you, unless you ask us to delete the data sooner.
• Candidate profiles: for up to 24 months from our last interaction, unless you ask us to delete the profile sooner or agree to a longer period.
• Records that the law requires us to keep, such as accounting and tax records: for the period the law prescribes.
• Data needed to handle a dispute or claim: until the matter is resolved and any limitation period ends.

When the retention period ends, or when you withdraw consent and no legal requirement to retain applies, we delete the data or anonymise it so that it can no longer identify you.

We apply reasonable security safeguards appropriate to the nature of the data, including encrypted connections (HTTPS), access limited to authorised personnel on a need-to-know basis, secure storage with restricted access controls, and confidentiality obligations for our team and service providers.

No system is completely secure, and we cannot guarantee absolute security. Please help us by not sending sensitive information, such as passwords or financial details, through the Website or by email.

Subject to applicable law, you have the right to:

• Obtain a summary of the personal data we hold about you, the processing we carry out, and the other parties with whom we have shared it.
• Ask us to correct inaccurate data, complete incomplete data, or update outdated data.
• Ask us to erase your personal data when it is no longer needed for the purpose for which it was collected, unless the law requires us to retain it.
• Withdraw your consent at any time.
• Have your grievance addressed by us and, if it is not resolved, approach the Data Protection Board of India once that remedy is available to you.
• Nominate another individual to exercise your rights in the event of your death or incapacity.

Write to our Grievance Officer at hello@ultivora.xyz with the subject “Data request”, telling us who you are, the request you are making, and how we can reach you. We may ask for information to confirm your identity before acting, to protect you from impersonation.

We acknowledge requests within two business days and aim to respond within 30 days. In any case we will respond within the period prescribed by law. There is no charge for making a request. For the full process, see our Grievance Redressal Policy.

The Website and our services are intended for individuals aged 18 and above. We do not knowingly collect personal data of children. If you believe a child has provided data to us, please write to us and we will delete it promptly.

We contact you about the matter you raised, about opportunities you have asked to hear about, and about administrative matters. If you receive a message from us that you do not wish to receive, tell us and we will stop. Please note that opting out of marketing-type communication does not stop service messages that are necessary to handle an active enquiry or process.

The Website may link to websites that we do not own or control. We are not responsible for their privacy practices or content. Please read the privacy policy of any site you visit.

If a breach affects your personal data, we will take immediate steps to contain it and will notify the Data Protection Board of India and affected individuals in the manner and within the time required by law.

We review this Policy regularly and update it when our practices or the law change. The “Last updated” date at the top shows when it was last revised. Where a change is significant, we will give prominent notice on the Website and, where the law requires, seek your fresh consent.

For questions, requests or complaints about this Policy or our handling of personal data, please contact:

• Designation: Grievance Officer
• Organisation: Ultivora Technologies
• Email: hello@ultivora.xyz

General enquiries:

• Ultivora Technologies
• Email: info@ultivora.xyz

This Policy is governed by the laws of India. Subject to our Grievance Redressal Policy and any mandatory remedy available to you, disputes arising from it are subject to the jurisdiction of the competent courts in India having territorial jurisdiction over our registered office.