Our Oath
At Virtelligence Software Private Limited and its affiliated entities (“Virtelligence,” “we,” or “us”), we are dedicated to delivering the highest standards of professional service. Central to this commitment is safeguarding your privacy in compliance with the Information Technology Act, 2000 (“Act”) and The Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) (“Privacy Rules”). We recognize the importance of protecting your personal information and are committed to handling it responsibly.
This Privacy Policy outlines how we collect, store, use, and disclose your personal information. By visiting our website, engaging our services, applying for employment with us, or otherwise sharing your personal information, you consent to the practices described in this Privacy Policy.
This policy applies to all individuals, including our clients, individuals whose personal information is collected through clients or third parties, job applicants, and prospective employees, who provide personal information to us.
What personal Information do we gather?
We collect personal information, including health-related details, necessary to deliver the services you request, manage your inquiries, and enhance our business operations. This information typically includes your name, date of birth, address, email, and phone number. Additionally, we may collect the following:
For Recruitment Purposes
- Previous work history and performance evaluations.
- Qualifications and workplace incident details.
- Health information and personal history.
- Opinions from referees and details of absences due to leave, illness, or other reasons.
- Assessments of your suitability as a prospective candidate, including results from psychometric or skills tests.
For Payroll Purposes
- Employment details, bank account information, and related data.
- Ancillary details required to meet contractual, legal, filing, and reporting obligations, including salary and wage payments.
How do we obtain Personal Information?
Whenever possible, we collect your personal information directly from you. This may occur:
- In person, over the phone, or via email.
- When you create an account with us or complete an online or physical form.
- During participation in group sessions at one of our assessment centers.
We may record or monitor telephone calls with our consultants to enhance our services. If you prefer not to have your call recorded, you may either end the call or request it to be transferred to a line where monitoring or recording does not occur (if available).
In many cases, we may also collect your personal information from third parties, including:
- Clients, referees, educational institutions, and current or former employers.
Additionally, when you visit our website, we may automatically gather certain information, some of which may identify you personally. This can include:
- Browser type, operating system, IP address, and website usage patterns.
You can control the information collected through cookies by adjusting your browser settings. However, limiting certain data collection may impact your ability to access all website features.
Anonymity and Consent
If you wish to access our services anonymously or withdraw consent for previously provided personal information, please submit your request in writing. We will accommodate your request. However, without certain personal information, we may be unable to deliver the services or assistance you need, such as arranging interviews/Further steps.
Providing Information About Others
If you provide personal information about another individual, you:
- Must inform them that their information will be shared with us and handled according to this Privacy Policy.
- Should provide them with a copy of this Privacy Policy or direct them to it.
- Warrant that you have their written consent to share their information and agree to its handling, use, disclosure, retention, and/or transfer in accordance with this Privacy Policy.
Why do we gather personal data and how do we exhaust it?
We collect and use your personal information for the purposes for which it was provided, as well as for related purposes or as permitted or required by law. These purposes include:
- Delivering services to our clients and/or you.
- Supporting placement operations and recruitment opportunities for job applicants, including evaluating your application for employment with potential employers and verifying your information.
- Providing additional details about recruitment opportunities or services you have requested.
- Conducting surveys with job applicants regarding the services we offer.
- Sharing information about Virtelligence and its relevant activities (if you have given your consent to receive such updates).
- Any other purpose disclosed to you at the time your personal information is collected.
When do we make known your individual information?
Any personal information you provide to us may be shared with third parties, as appropriate, to support placement operations, verify your details, provide payroll services, market our offerings, and manage our business. These third parties may include:
- Our related entities, affiliates, and agents.
- Clients, including prospective employers and external organizations seeking labor.
- Educational institutions and background screening providers for qualification verification.
- Your referees, as well as current and former employers.
- Third-party service providers, contractors, and suppliers (e.g., IT service providers for database hosting).
- Professional advisors, such as accountants, auditors, and legal counsel.
- Any other third parties identified to you at the time your personal information is collected.
In rare cases, we may also be required to disclose personal information in response to legal proceedings or when we believe, in good faith, that such disclosure is mandated by law, such as in response to a court order, subpoena, or a request from a law enforcement agency.
Do we send data overseas?
Your information may be stored in our data storage facilities located overseas, including in Australia, the United States of America, the Philippines, Malaysia, and New Zealand. It may also be accessed by members of the Virtelligence Software across the APAC region, including in China, Malaysia, Singapore, Hong Kong, Japan, Australia, New Zealand, and the Philippines.
We will take reasonable measures to ensure that any overseas recipient complies with applicable laws and this Privacy Policy. This may include implementing appropriate contractual arrangements to safeguard your privacy.
Truthfulness, approach to and modification of your personal data.
We value your privacy and are committed to respecting your rights regarding the personal information we collect, use, and share. We adhere to all applicable data protection laws and regulations in handling your personal information.
If you wish to exercise your privacy rights, please send an email. Once your request is submitted, we may require additional details to verify your identity, depending on the nature of your request. We will comply with all legal requirements regarding response timelines and will only collect the minimum personal information necessary for verification.
If you encounter any issues with the web form or contact number, please reach out to us at reachus@virtelligencesoftware.com
Safety of your data.
We take reasonable measures to protect the personal information we collect and store. Electronic information is safeguarded using advanced security protocols and stored in facilities that adhere to international standards. Access to this information is restricted to authorized personnel who require it to fulfill their duties.
All electronically captured data from job applicants and clients is transmitted through a secure site using encryption technology to protect your personal information during internet transfers. However, please note that while we strive to maintain robust security, we cannot guarantee the complete security of information transferred over the internet and are not responsible for unauthorized disclosure or transfer.
You are responsible for safeguarding your personal information, such as by securing usernames and passwords. If you become aware of a security breach, please notify us as soon as possible.
Grievances
If you wish to lodge a complaint regarding a breach of this Privacy Policy or the privacy principles outlined in the Act, please contact us using the details provided below. Be sure to include sufficient information about your complaint along with any supporting evidence or relevant details.
Your complaint will be referred to our Privacy Officer, who will investigate the matter within 30 days. The Privacy Officer will determine the necessary steps, if any, to address and resolve the issue. This process may involve:
- Discussing resolution options with you.
- Informing and seeking input from relevant employees involved in the complaint.
- Escalating the matter, if required.
We may contact you to request additional information and will provide a written notification of the investigation’s outcome.
Adjustments to this Privacy Policy
We reserve the right to update or modify this Privacy Policy periodically. We encourage you to review this Privacy Policy regularly for any updates or changes.
If significant changes are made, we will notify you by posting a notice on the “Home” page of our website at www.virtelligencesoftware.com. Where required by the Privacy Rules, we will also seek your consent for any substantial changes.
Your continued use of our website, products, or services, or the provision of additional personal information to us, will be considered your acceptance of the updated Privacy Policy. For material changes, your use of our website, products, or services, or sharing of further personal information after notification of the revised Privacy Policy, will constitute your deemed acceptance of those changes.
In what way to make contact us
For more information about our privacy practices or if you have any questions regarding this Privacy Policy, please reach out to our Privacy Officer using the contact details provided below: