Legal

Privacy Policy

At Ovii, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform as a recruiter, educational institution, student, or candidate, including when candidates use the optional Ovii Autofill Assistant Chrome extension.

Last updated: October 20, 2026.

1. Who We Are

Ovii is a multi-sided recruitment and career platform that connects:

  • Recruiters and Employers: Companies using our Applicant Tracking System (ATS) to hire talent
  • Educational Institutions: Universities and colleges using our campus placement and assessment tools
  • Students: Learners preparing for placements through their institutions
  • Candidates: Job seekers using our job board, resume builder, AI mock interview features, and optional Autofill Assistant Chrome extension

This policy applies to all users of our platform regardless of their role.

2. Information We Collect from Recruiters

When you use Ovii as a recruiter or employer, we collect:

2.1 Account and Company Information

  • Name, email address, phone number, job title
  • Company name, address, industry, size, and website
  • Company logo, description, and branding materials
  • Business registration or verification documents

2.2 Recruitment Activity Data

  • Job postings and descriptions you create
  • Candidate searches and filters used
  • Application reviews, notes, and hiring decisions
  • Interview scheduling and feedback
  • Assessment configurations and results viewing
  • Communication with candidates through the platform

2.3 Billing Information

  • Billing contact details
  • Payment method information (processed securely by our payment provider)
  • Invoice history and subscription details

3. Information We Collect from Institutions

When you use Ovii as an educational institution (TPO, faculty, or administrator), we collect:

3.1 Institution Information

  • Institution name, type, and accreditation status
  • Campus locations and contact details
  • Department and program information
  • Branding materials (logo, colors)

3.2 Staff Account Information

  • Names, email addresses, and roles of TPOs, faculty, and coordinators
  • Department affiliations and access permissions

3.3 Placement Activity Data

  • Campus drive schedules and configurations
  • Employer relationships and approvals
  • Assessment creation and administration records
  • Student batch management and eligibility criteria
  • Placement statistics and reports

4. Information We Collect from Students

When you use Ovii as a student through your institution, we collect:

4.1 Academic Information

  • Name, email, phone number, and student ID
  • Institution, department, and program enrolled
  • Academic records, grades, and graduation status
  • Skills, certifications, and achievements

4.2 Profile and Resume Data

  • Profile photo and personal description
  • Resume content and work experience
  • Portfolio links and project descriptions

4.3 Assessment and Interview Data

  • Assessment responses, scores, and completion times
  • Proctoring data (webcam images, browser activity logs)
  • AI mock interview recordings, transcripts, and feedback
  • Practice session history and progress metrics

4.4 Placement Activity

  • Job applications and preferences
  • Interview participation and outcomes
  • Offer details and acceptance status

5. Information We Collect from Candidates

When you use Ovii as an independent candidate (not through an institution), we collect:

5.1 Account Information

  • Name, email address, phone number
  • Location and work authorization status
  • Google sign-in details if you choose that method for a candidate account

Candidate Google sign-in: If you choose Google to create, sign in to, or link a candidate account, Google provides Ovii with a signed identity token containing your Google account identifier and verified email address, and may include your name and profile photo URL. We use this information to verify your identity, create or access your Ovii account, link your chosen Google account, protect the account, and display your profile photo where enabled.

We store the Google account identifier and available photo URL with your Ovii account, and store your name and email as account information. We do not receive your Google password or use Google sign-in to access your Gmail, Google Drive, contacts, or other Google account content. Sharing of your Ovii account and profile information follows Section 10, retention and deletion follow Section 11, and your account choices are described in Section 12.

5.2 Profile and Resume Data

  • Profile photo and professional headline
  • Work experience, education, and skills
  • Resume content created using our AI Resume Builder
  • Portfolio links and certifications

5.3 AI Mock Interview Data

  • Video recordings: Your face, expressions, and body language during practice sessions
  • Audio recordings: Your spoken responses to interview questions
  • Transcripts: Text versions of your responses generated automatically
  • AI feedback: Scores, suggestions, and model answers generated for you
  • Session metadata: Interview type, questions asked, time spent, and progress history

5.4 Job Search Activity

  • Jobs viewed, saved, and applied to
  • Search queries and filters used
  • Application materials submitted to employers
  • Communication with employers through the platform

6. Ovii Autofill Assistant Chrome Extension

This section is part of the same Ovii Privacy Policy and covers the Ovii Autofill Assistant Chrome extension. It does not create a separate privacy policy. The extension is available to candidates as an optional browser-based way to complete active job application forms from candidate-approved Ovii data.

Extension-specific commitments were last updated on May 29, 2026.

Product Scope

Ovii Autofill Assistant is a Chrome extension that helps candidates fill active job application forms using their Ovii profile, approved resume, and candidate-approved application answers. The candidate starts each run, grants site permission when needed, reviews the completed application, and submits manually.

The extension is not a job board crawler, background browsing monitor, advertising product, credential manager, employer account manager, or automatic job-submission bot.

Information The Extension Handles

The extension handles candidate and application-page data only when needed for an active candidate-invoked autofill workflow.

  • Candidate identity and contact details such as name, email address, phone number, address, profile links, and related application identity fields.
  • Resume content, resume file metadata, and approved resume file bytes for an active upload.
  • Work history, education history, skills, certifications, links, work authorization answers, compensation expectations, availability, preferences, and candidate-approved application answers.
  • Generated cover letter or short-answer text returned by the Ovii backend for candidate review.
  • Active job application page information needed to fill and verify the current form, including page URL, host, provider, field labels, field types, select options, required field status, upload state, and review or submission status.
  • Visible text on the active application review or confirmation page when needed to determine whether the application is ready for review or has been submitted.
  • Extension run metadata such as extension version, attempt identifier, provider, permission state, result code, timing, error category, and redacted diagnostics.
  • Attempt-scoped authentication material issued by the Ovii backend, such as a one-time handoff token or short-lived extension session token.

Information The Extension Does Not Collect

The extension does not collect unrelated browsing history, unrelated page content, employer credentials, passwords, employer authentication cookies, MFA codes, OTP codes, CAPTCHA answers, payment information, health information, or data from websites where the candidate did not invoke the Ovii autofill workflow.

How Extension Information Is Used

Ovii uses extension-handled information to fill candidate-approved job application fields, upload the candidate-approved resume when the employer site accepts browser-native file assignment, stop for candidate review or sensitive handoff states, save attempt status and redacted automation evidence, and request generated application content through the Ovii backend when required by the workflow.

Ovii does not sell candidate data.

Ovii does not use candidate data, application page data, or web browsing activity handled by the extension for targeted advertising, retargeting, ad personalization, selling data, unrelated profiling, or unrelated analytics.

Backend And LLM Routing

The extension does not call OpenAI, Anthropic, Gemini, or other LLM providers directly. Generated-content requests are routed through the Ovii backend. The backend owns provider credentials, model selection, rate limits, abuse controls, prompt templates, and audit controls.

Ovii may use infrastructure, security, analytics, support, and LLM subprocessors only when necessary to provide, secure, support, or improve the application autofill workflow, or where legally required. Subprocessors must not use candidate data for targeted advertising or unrelated model training.

Extension Storage

The extension stores the least information for the shortest practical time.

  • In-memory content-script state is preferred during an active run.
  • chrome.storage.session may store transient run state so the service worker can recover from Manifest V3 restarts.
  • For some provider-specific workflows, the extension may store temporary, non-sensitive run-state markers in the active application page sessionStorage to help detect review or submission status. These markers do not contain candidate profile data, resume content, generated answers, employer credentials, passwords, MFA codes, OTP codes, or CAPTCHA answers.
  • The extension must not store candidate profile payloads, generated answers, or resume PDFs in localStorage, website storage, or chrome.storage.sync.
  • Persistent chrome.storage.local must not be used for sensitive candidate data unless a future design adds documented encryption and key management.
  • Resume bytes and generated answers should be cleared from extension memory after run completion, failure, cancellation, or lease release.

Transmission And Security

The extension transmits personal or sensitive information only over HTTPS to the Ovii backend or other disclosed processors needed for the active workflow.

The extension must not embed API keys, LLM keys, backend secrets, provider credentials, or long-lived candidate tokens in the extension package.

The extension uses Manifest V3 and bundled extension code. It must not execute remote JavaScript, CDN scripts, server-provided JavaScript, eval, new Function, or fetched automation logic.

Candidate Control

Candidates control when the extension runs. Candidates can deny site permissions, stop the workflow, edit fields on the employer site, manually complete sensitive steps, and decide whether to submit the application.

The extension does not submit applications automatically.

The extension stops for login, MFA, OTP, CAPTCHA, password reset, identity verification, account lock, missing required fields, unsupported controls, upload fallback, and generated-content review instead of trying to bypass those steps.

Chrome Web Store Limited Use Statement

This Limited Use statement is included in this Privacy Policy for Chrome Web Store review and for candidates who use the Ovii Autofill Assistant.

Affirmative Limited Use Statement

Ovii Autofill Assistant complies with the Chrome Web Store User Data Policy, including the Limited Use requirements for extension-handled personal or sensitive user data.

Allowed Use

Ovii uses personal or sensitive user data collected by the extension only to provide or improve the extension's single user-facing purpose: helping a candidate fill an active job application form using the candidate's Ovii profile and approved resume, then stopping for candidate review and manual submission.

The extension reads application page content only during the active candidate workflow and only to identify, fill, verify, or report the status of job application fields.

Allowed Transfer

Ovii transfers extension-handled user data only when the transfer is necessary to provide or improve the application autofill workflow, comply with law, protect security, investigate abuse, support a candidate-approved support request, or complete a legally permitted corporate transaction.

Generated-content requests are sent from the extension to the Ovii backend, not directly to LLM providers. Any backend subprocessor use must be limited to the disclosed autofill, generation, security, reliability, support, or legal purpose.

Prohibited Advertising

Ovii does not use or transfer extension-handled user data for personalized ads, retargeted ads, interest-based advertising, ad measurement, sale of data, or unrelated monetization.

Prohibited Human Interaction

Ovii does not allow humans to read extension-handled personal or sensitive user data except when the candidate gives explicit consent for a specific support request, access is necessary for security or abuse investigation, access is required by law, or data is aggregated and anonymized for internal operations.

Candidate Expectations

Candidates must remain in control of the application workflow. The extension does not submit applications automatically, does not solve login, MFA, OTP, CAPTCHA, or identity checks, and does not store employer credentials.

7. Information Collected Automatically

When you use Ovii websites, applications, or services, we may automatically collect:

  • Device Information: IP address, browser type, operating system, device identifiers
  • Platform Usage Data: Ovii-owned pages or screens visited, features used, time spent, and click patterns within Ovii websites and applications
  • Extension Run Data: For the Ovii Autofill Assistant, active candidate-invoked application-page information needed to fill, verify, or report the status of the current job application workflow
  • Location Data: General location based on IP address (not precise GPS)
  • Cookies: Session and preference cookies (see Section 15)

8. How We Use Your Information

8.1 For Recruiters

  • Provide ATS functionality and job posting services
  • Match candidates to your job openings
  • Enable assessment creation and candidate evaluation
  • Process subscription payments and send invoices
  • Send notifications about applications and platform updates

8.2 For Institutions

  • Enable campus placement management and automation
  • Provide assessment creation and proctoring tools
  • Generate placement analytics and reports
  • Facilitate employer relationships and campus drives
  • Support student preparation through mock interviews

8.3 For Students

  • Create and maintain your placement profile
  • Enable participation in assessments and campus drives
  • Provide AI mock interview practice and feedback
  • Share your profile with employers approved by your institution
  • Track your placement activities and outcomes

8.4 For Candidates

  • Enable job search, applications, and tracking
  • Provide AI-powered resume building assistance
  • Deliver AI mock interview practice with personalized feedback
  • Share your profile with employers you apply to through Ovii-hosted workflows
  • Support candidate-controlled external application completion through the Ovii Autofill Assistant where available
  • Send notifications about application status and opportunities

8.5 For All Users

  • Provide customer support and respond to inquiries
  • Improve our platform through analytics and research
  • Detect, prevent, and address fraud and security issues
  • Comply with legal obligations

9. AI and Machine Learning Processing

Ovii uses artificial intelligence and machine learning to enhance our services. Here's how AI processes your data:

9.1 AI Mock Interviews

  • Your video and audio recordings are processed by AI to generate feedback
  • Speech-to-text AI transcribes your responses
  • Natural language processing evaluates your answer content and structure
  • AI generates scores, improvement suggestions, and model answers

9.2 AI Resume Builder

  • AI analyzes your experience to suggest impactful bullet points
  • Natural language processing optimizes content for clarity
  • AI recommends keywords for ATS compatibility

9.3 Proctoring

  • AI monitors webcam feeds for suspicious behavior during assessments
  • Computer vision detects multiple faces or absence of candidates
  • AI flags potential integrity violations for human review

9.4 AI Limitations

AI-generated outputs (feedback, suggestions, scores) are provided as guidance and may contain errors. Final decisions—whether hiring, academic, or placement-related—are made by humans, not AI systems.

10. How We Share Your Information

10.1 Candidate Data Shared with Employers

When you apply for a job through an Ovii-hosted application workflow, the employer receives:

  • Your profile, resume, and contact information
  • Application materials and responses
  • Assessment scores relevant to the position
  • Your communication through the platform

When you use the Ovii Autofill Assistant on an external employer or ATS website, the extension fills candidate-approved information into the active application page for your review. Ovii does not submit the application automatically. Information reaches that employer or ATS only when you manually submit it or otherwise choose to provide it on the external site.

Note: AI mock interview recordings are NOT shared with employers unless you explicitly choose to share them.

10.2 Student Data Shared with Institutions

Your institution's TPO and authorized staff may access:

  • Your placement profile and resume
  • Assessment results and mock interview progress
  • Application status and placement outcomes
  • Aggregate and individual performance analytics

10.3 Student Data Shared with Employers (via Institutions)

When your institution shares your profile for campus recruitment:

  • Employers approved by your institution can view your profile
  • Assessment scores may be shared for shortlisting purposes
  • Your institution controls which employers receive access

10.4 With Service Providers

We share information with trusted service providers only as needed to provide, secure, support, process payments for, and operate Ovii and the Ovii Autofill Assistant. Current service-provider categories and examples include:

  • Authentication: Google Identity Services for candidate sign-in and account linking
  • Email and contact routing: Brevo for transactional email delivery and contact-form routing
  • AI, generated content, and search subprocessors: OpenAI, Google Gemini, Cohere, and Jina AI for supported workflows such as resume processing, generated application content, transcription-related workflows, embeddings, reranking, semantic search, question generation, evaluation, and benchmarking where enabled
  • Media and file delivery: Bunny.net for media storage, upload delivery, and CDN distribution for supported file and video workflows
  • Coding assessments: Judge0 for secure coding-assessment sandbox execution workflows
  • Payments: Razorpay for applicable subscription and checkout flows

The Ovii Autofill Assistant does not call LLM or AI providers directly from the browser extension. Generated-content requests are routed through the Ovii backend. Service providers are used only for the services they support, and we require them to protect information and use it only for specified purposes. Service providers must not use extension-handled candidate data for targeted advertising, unrelated model training, data brokerage, or unrelated profiling. This list may change as our platform and service providers evolve.

10.5 For Legal Reasons

We may disclose information when required by law, court order, or government regulation, or to protect our rights, safety, or property.

10.6 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.

10.7 What We Never Do

  • We do not sell your personal information to third parties
  • We do not share AI mock interview recordings without your explicit consent
  • We do not use your data for third-party advertising
  • We do not use or transfer extension-handled data for personalized ads, retargeting, ad measurement, data brokerage, or unrelated monetization

11. Data Retention

11.1 Active Accounts

We retain your information for as long as your account is active and as needed to provide services.

11.2 Specific Retention Periods

  • AI Mock Interview Recordings: 12 months (you can delete anytime)
  • Proctoring Recordings: 90 days after assessment completion
  • Assessment Results: Duration of account or as required by institution
  • Job Applications: 2 years after application or as required by employer
  • Chrome Extension Local State: Transient run state is cleared after run completion, failure, cancellation, or lease release. For some provider-specific workflows, the extension may store temporary, non-sensitive run-state markers in the active application page sessionStorage to help detect review or submission status. Sensitive candidate profile payloads, generated answers, and resume PDFs are not stored in chrome.storage.sync, website localStorage, or website sessionStorage by the extension.
  • Transaction Records: 7 years for legal/tax compliance

11.3 Account Deletion

When you delete your account:

  • Profile and resume data deleted within 30 days
  • Mock interview recordings deleted within 30 days
  • Some data retained for legal compliance (billing records, fraud prevention)
  • Anonymized/aggregated data may be retained for analytics
  • Data already shared with employers cannot be recalled

12. Your Rights and Choices

12.1 Access Your Data

View and download your personal information through your account settings, including your profile, resume, assessment results, and mock interview history.

12.2 Correct Your Data

Update your profile, resume, and account information at any time through your account settings.

12.3 Delete Your Data

  • Candidates: Delete your account anytime via account settings
  • Students: Request deletion through your institution or directly
  • Individual recordings: Delete specific mock interview sessions anytime

12.4 Data Portability

Request a copy of your data in a portable format (JSON, PDF) through account settings or by contacting us.

12.5 Opt Out of Communications

  • Unsubscribe from marketing emails via the link in any email
  • Manage notification preferences in account settings
  • Transactional emails (security, billing) cannot be opted out

12.6 Withdraw Consent

Where processing is based on consent (e.g., mock interview recording), you can withdraw consent at any time. This won't affect the lawfulness of prior processing.

13. Data Security

We implement comprehensive security measures to protect your information:

  • Encryption: TLS 1.2+ for data in transit, AES-256 for data at rest
  • Access Controls: Role-based permissions, multi-factor authentication
  • Infrastructure: Secure cloud hosting with redundancy and backups
  • Monitoring: 24/7 security monitoring and intrusion detection
  • Audits: Regular security assessments and penetration testing
  • Training: Employee security awareness and data handling training
  • Incident Response: Documented procedures for security incidents

While we implement strong security measures, no system is completely secure. We will notify affected users and relevant authorities of any data breach as required by law.

14. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards for such transfers:

  • Standard Contractual Clauses approved by relevant authorities
  • Data Processing Agreements with all service providers
  • Compliance with applicable data transfer frameworks

15. Cookies and Tracking

We use the following types of cookies:

  • Essential Cookies: Required for authentication, security, and core functionality
  • Functional Cookies: Remember your preferences and settings
  • Analytics Cookies: Help us understand platform usage (anonymized)

We do NOT use third-party advertising or tracking cookies. You can manage cookie preferences through your browser settings, though disabling essential cookies may affect functionality. The Ovii Autofill Assistant does not use third-party advertising or tracking cookies and does not track browsing activity on unrelated websites.

16. Children's Privacy

Our services are intended for users 16 years and older. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately via our Contact Page.

For students under 18 using our platform through educational institutions, institutions are responsible for obtaining appropriate parental consent.

17. GDPR Rights (European Users)

If you are in the European Economic Area (EEA), UK, or Switzerland, you have additional rights:

  • Right to Access: Obtain a copy of your personal data
  • Right to Rectification: Correct inaccurate data
  • Right to Erasure: Request deletion ("right to be forgotten")
  • Right to Restrict Processing: Limit how we use your data
  • Right to Data Portability: Receive data in a portable format
  • Right to Object: Object to certain processing activities
  • Right to Withdraw Consent: Where processing is consent-based
  • Right to Lodge a Complaint: File a complaint with your supervisory authority

Legal Bases for Processing

  • Contract Performance: Providing services you've requested
  • Legitimate Interests: Platform improvement, fraud prevention, security
  • Consent: AI mock interview recording, marketing communications
  • Legal Obligation: Tax records, regulatory compliance

18. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights:

  • Right to Know: What personal information we collect, use, and disclose
  • Right to Delete: Request deletion of your personal information
  • Right to Correct: Request correction of inaccurate information
  • Right to Opt Out: Opt out of sale/sharing of personal information; we do not sell personal information or share it for cross-context behavioral advertising
  • Right to Non-Discrimination: Equal service regardless of exercising rights

To exercise these rights, contact us via our Contact Page or use the data management tools in your account settings.

19. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes:

  • We will notify you by email and/or platform notification
  • We will update the "Last updated" date at the top of this policy
  • For significant changes, we may require you to re-acknowledge the policy

Your continued use of the platform after changes take effect constitutes acceptance of the updated policy.

20. Contact Us

If you have questions about this Privacy Policy or our data practices:

We aim to respond to privacy-related inquiries within 30 days.