Legal

Institution Agreement

These additional terms ("Institution Agreement") apply to educational institutions, universities, colleges, Training & Placement Officers (TPOs), HODs, faculty, and their authorized personnel using Ovii's campus recruitment, assessment, and student preparation platform. These terms supplement the general Terms of Service and govern your use of Ovii's comprehensive campus ecosystem.

1. Scope of Services

Ovii provides a complete campus ecosystem connecting universities, students, and employers. As an educational institution on Ovii, you have access to the following integrated services:

1.1 Campus Recruitment Automation

End-to-end digitization and automation of your placement process, including:

  • Global job opening access and management
  • Automated interview scheduling and coordination
  • Centralized placement dashboard for all stakeholders
  • Application tracking and shortlisting workflows
  • Offer management and acceptance tracking
  • Employer relationship management

1.2 Student Database Management

Comprehensive tools for managing your student population:

  • Bulk student profile creation and management
  • Resume storage and version control
  • Workflow management for placement activities
  • Student verification and enrollment tracking
  • Communication tools for students and coordinators

1.3 Skill Assessments

Customizable assessment platform to evaluate student readiness:

  • Coding assessments with multiple programming languages
  • Aptitude and reasoning tests
  • Domain-specific assessments (Engineering, Management, Commerce, Arts, Science, Vocational)
  • Question bank library with thousands of curated questions
  • Custom assessment creation tools
  • Detailed scoring and performance analytics

1.4 AI Mock Video Interviews

AI-driven interview preparation for students:

  • Behavioral interview practice with AI evaluation
  • Technical interview simulations
  • Domain-specific interview scenarios
  • Real-time feedback and improvement suggestions
  • Interview performance tracking over time
  • Industry-standard interview formats

1.5 Proctored Examinations

Secure examination environment with integrity monitoring:

  • AI-monitored testing with behavior analysis
  • Browser lockdown to prevent tab switching
  • Webcam and audio monitoring
  • Automated flag generation for suspicious activities
  • Comprehensive proctoring reports

1.6 Placement Analytics

Data-driven insights to improve placement outcomes:

  • Student readiness dashboards
  • Placement rate tracking and trends
  • Employer engagement metrics
  • Skill gap analysis across cohorts
  • Comparative analytics with historical data
  • Exportable reports for accreditation and stakeholders

2. Institutional Accounts and Roles

2.1 Account Setup and Verification

Institutional accounts require verification of your educational institution status. You must provide accurate information including institution name, accreditation status, location, and authorized contact persons during registration.

2.2 Administrative Roles

The platform supports hierarchical access for your staff:

  • Institution Admin: Full access to all features, user management, and settings
  • TPO (Training & Placement Officer): Placement management, employer relations, student oversight
  • HOD (Head of Department): Department-level student management and reporting
  • Faculty/Mentor: Student guidance, assessment creation, limited administrative access
  • Coordinator: Specific function access as assigned

2.3 User Management Responsibilities

You are responsible for:

  • Assigning appropriate roles based on job functions
  • Promptly revoking access when staff leave or change roles
  • Ensuring authorized users complete platform training
  • Maintaining accurate user records
  • Investigating and addressing any misuse by your users

3. Student Accounts and Consent

3.1 Student Registration

Students affiliated with your institution may create accounts linked to your institution. You are responsible for verifying student enrollment status and department affiliation.

3.2 Student Consent Requirements

Before enrolling students on the platform, you must ensure:

  • Students provide informed consent for account creation
  • Students understand how their data will be used
  • Students consent to profile sharing with potential employers
  • Students are informed about assessment recording and proctoring
  • Students understand AI mock interview recording and analysis

3.3 Minor Students

For students under 18 years of age, you must obtain parental or guardian consent before enrollment. You are responsible for maintaining appropriate consent records.

3.4 Student Data Shared with Employers

When student profiles are shared with employers for recruitment, the following may be disclosed:

  • Name, contact information, and photograph
  • Academic records and qualifications
  • Skills, certifications, and achievements
  • Assessment scores and rankings
  • Resume and portfolio materials

4. Assessment Administration

4.1 Assessment Creation and Customization

You may create, customize, and administer assessments using:

  • Ovii's question bank library (subject to license restrictions)
  • Custom questions created by your institution
  • Imported questions from your existing repositories
  • Mixed assessments combining multiple sources

You retain ownership of assessment content you create. Ovii retains ownership of its question bank and assessment templates.

4.2 Supported Assessment Types

The platform supports multiple assessment formats:

  • Multiple Choice Questions (MCQ) with single or multiple correct answers
  • Coding challenges with auto-evaluation
  • Subjective questions with manual grading
  • Timed assessments with configurable duration
  • Adaptive assessments based on performance
  • Practice assessments for student preparation

4.3 Assessment Scheduling

You may schedule assessments with the following controls:

  • Start and end date/time windows
  • Student batch assignments
  • Department or branch-specific targeting
  • Proctoring level requirements
  • Attempt limits and time extensions

4.4 Question Library License

Ovii's question bank is licensed for your internal use only. You may not:

  • Redistribute questions to other institutions
  • Sell or commercially exploit question content
  • Share questions outside the platform
  • Create derivative works for external distribution

5. Proctoring and Examination Integrity

5.1 Proctoring Features

Ovii provides AI-powered proctoring with the following capabilities:

  • Browser lockdown preventing tab switches and external applications
  • Webcam monitoring with face detection and attention tracking
  • Audio monitoring for unusual sounds or voices
  • Screen recording for review purposes
  • Automated flagging of suspicious behaviors
  • Identity verification at assessment start

5.2 Institution Responsibilities

You are responsible for:

  • Informing students about proctoring measures in advance
  • Reviewing flagged incidents and making integrity decisions
  • Establishing and communicating academic honesty policies
  • Taking appropriate action on confirmed violations

5.3 Limitations

While our proctoring system is designed to deter and detect misconduct, no system can guarantee prevention of all cheating. Ovii does not make final determinations on academic integrity - all flagged incidents require your review and judgment.

5.4 Data from Proctoring

Proctoring generates the following data:

  • Video recordings of assessment sessions
  • Audio recordings during examinations
  • Behavior flags and timestamps
  • Browser activity logs

This data is retained for 90 days after assessment completion or as required by your subscription agreement, after which it is automatically deleted.

6. AI Mock Interviews

6.1 Service Description

AI Mock Interviews provide students with realistic interview practice using artificial intelligence to simulate interviewer behavior and evaluate responses.

6.2 Interview Types

Available interview formats include:

  • Behavioral interviews assessing soft skills and situational responses
  • Technical interviews for domain-specific knowledge
  • HR rounds covering personal background and career goals
  • Industry-specific scenarios tailored to target roles

6.3 Student Data Processing

During mock interviews, we process:

  • Video recordings of student responses
  • Audio transcriptions for analysis
  • Non-verbal communication indicators
  • Response timing and fluency metrics

6.4 AI Evaluation Limitations

AI evaluations are designed to provide helpful feedback but are not infallible. Scores and suggestions should be treated as guidance for improvement rather than definitive assessments of interview performance or employability.

6.5 Data Retention

Mock interview recordings are retained for the duration of the student's enrollment or 12 months, whichever is longer, to support ongoing improvement tracking.

7. Multi-Stream Support

7.1 Academic Stream Coverage

Ovii supports placement preparation across all academic streams:

  • Engineering: Technical coding, system design, core subject assessments
  • Management: Case studies, business reasoning, leadership scenarios
  • Commerce: Accounting, finance, business communication
  • Arts: Communication, creative thinking, humanities-focused roles
  • Science: Research aptitude, analytical reasoning, scientific methodology
  • Vocational: Practical skills, trade-specific assessments

7.2 Stream-Specific Configuration

You may configure assessments and interview scenarios specific to each stream. Our AI adapts to domain context to provide relevant evaluation and feedback.

8. Campus Recruitment and Employer Relations

8.1 Employer Access

You may invite and approve employers to participate in campus recruitment. Approved employers can:

  • Post job opportunities visible to your students
  • Access student profiles you authorize for sharing
  • Schedule interviews through the platform
  • Conduct assessments for shortlisting
  • Extend and manage offers

8.2 Employer Verification

While Ovii performs basic employer verification, you should conduct additional due diligence before granting employers access to your students. You are responsible for maintaining employer approval lists and blacklists.

8.3 Campus Drive Management

Platform tools support end-to-end campus drive management:

  • Drive scheduling and slot management
  • Student registration and eligibility filtering
  • Multi-round interview coordination
  • Real-time status tracking
  • Offer rollout and acceptance management

8.4 Fair Process Commitment

You agree to conduct placement activities fairly, providing equal opportunity to eligible students without discrimination based on protected characteristics.

9. Student Data Governance

9.1 Shared Data Controller Responsibilities

For student data processed through the platform, you and Ovii share data controller responsibilities:

  • Your responsibilities: Obtaining consent, determining sharing with employers, compliance with local education regulations
  • Ovii's responsibilities: Technical security, platform operations, processing as instructed

9.2 Lawful Basis for Processing

You must maintain a lawful basis for processing student data, which may include:

  • Student consent for placement services
  • Contractual necessity for educational services
  • Legitimate interests in facilitating employment
  • Legal obligations under education regulations

9.3 Data Protection Compliance

You agree to comply with all applicable data protection laws, including:

  • GDPR (for EU students or institutions)
  • Local privacy and data protection regulations
  • Educational records privacy laws
  • Industry-specific requirements

9.4 Cross-Border Data Transfers

If student data is transferred to employers or processed in jurisdictions outside your country, appropriate safeguards will be implemented as required by law.

10. Platform Security

10.1 Technical Security Measures

We implement comprehensive security measures:

  • Encryption in transit (TLS 1.2+) and at rest (AES-256)
  • Role-based access controls with granular permissions
  • Multi-factor authentication support
  • Regular security assessments and penetration testing
  • 24/7 monitoring and incident response

10.2 Access Controls

The platform enforces access controls ensuring:

  • Staff can only access data relevant to their role
  • Students can only view their own information
  • Employers only see profiles approved for sharing
  • Audit logs track all data access

10.3 Incident Notification

In the event of a data security incident affecting your institution or students, we will notify you within 72 hours and cooperate in any required notifications.

11. Analytics and Reporting

11.1 Available Analytics

Your subscription includes access to comprehensive analytics:

  • Student placement readiness scores
  • Cohort-level skill analysis
  • Assessment performance trends
  • Mock interview improvement tracking
  • Placement rate dashboards
  • Employer engagement metrics

11.2 Data Export

You may export analytics data in standard formats (CSV, PDF) for your internal reporting, accreditation submissions, and stakeholder communications.

11.3 Aggregated Benchmarking

Ovii may use anonymized, aggregated data from all institutions to provide benchmarking insights. Your specific institution data is never identified in aggregate reports shared with others.

12. Fees and Subscription

12.1 Pricing Structure

Institutional access requires a subscription with pricing based on:

  • Number of enrolled students
  • Feature tier selected
  • Assessment volume limits
  • Support level requirements

12.2 Payment Terms

Payment terms are specified in your subscription agreement. Standard terms include annual billing with payment due within 30 days of invoice.

12.3 Student License Overages

If student enrollment exceeds your licensed count, you will be billed for additional licenses at the per-student rate in your agreement.

12.4 Feature Upgrades

Additional features may be added to your subscription mid-term. Pricing will be prorated for the remaining subscription period.

13. Support and Training

13.1 Technical Support

Your subscription includes:

  • Email support with response within 24 business hours
  • Phone support during business hours (premium tiers)
  • Priority support for placement season (if applicable)
  • Bug fixes and security patches

13.2 Training and Onboarding

We provide:

  • Initial onboarding sessions for administrative users
  • Training materials and documentation
  • Student orientation resources
  • Periodic feature training for new capabilities

13.3 Dedicated Success Manager

Premium subscriptions include a dedicated customer success manager to assist with implementation, optimization, and ongoing support.

14. Compliance and Regulatory

14.1 Educational Regulations

You agree to use the platform in compliance with:

  • Accreditation body requirements
  • Government education regulations
  • Professional licensing requirements (if applicable)
  • Your institution's policies and procedures

14.2 Non-Discrimination

You will not use the platform to discriminate against students based on:

  • Race, color, ethnicity, or national origin
  • Gender, gender identity, or sexual orientation
  • Religion or beliefs
  • Disability or health status
  • Socioeconomic background
  • Any other protected characteristic

14.3 Accessibility

Ovii strives to maintain accessibility compliance. If you have students requiring accommodations, contact us to discuss available options.

15. Intellectual Property

15.1 Ovii Platform

The Ovii platform, including all software, designs, and content we provide, remains our intellectual property. Your subscription grants a limited license to use the platform for your placement activities.

15.2 Institution Content

You retain ownership of content you create or upload, including:

  • Custom assessment questions
  • Institution branding materials
  • Training content you develop

15.3 Student Content

Students retain ownership of their personal content (resumes, portfolios). By using the platform, students grant necessary licenses for platform operations and profile sharing with employers.

16. Limitation of Liability

16.1 Platform Availability

While we strive for high availability, we do not guarantee uninterrupted access. We are not liable for losses arising from platform downtime except as specified in service level agreements.

16.2 Placement Outcomes

Ovii provides tools to facilitate placements but does not guarantee employment outcomes for any student. Placement success depends on many factors outside our control.

16.3 Assessment Accuracy

AI evaluations and automated scoring are designed to be helpful but may contain errors. Final academic and placement decisions remain your responsibility.

16.4 Liability Cap

Our total liability for any claims arising from this agreement shall not exceed the fees paid by you in the 12 months preceding the claim.

17. Term and Termination

17.1 Subscription Term

Subscriptions are typically annual. The initial term and renewal terms are specified in your subscription agreement.

17.2 Termination for Convenience

Either party may terminate with 60 days written notice at the end of a subscription term. Early termination may be subject to fees as specified in your agreement.

17.3 Termination for Cause

Either party may terminate immediately if the other party:

  • Materially breaches these terms and fails to cure within 30 days
  • Becomes insolvent or ceases operations
  • Engages in illegal activity using the platform

17.4 Effect of Termination

Upon termination:

  • Administrative access is immediately revoked
  • You have 60 days to export institutional and student data
  • Ongoing placements may continue to completion
  • Students may retain individual accounts with limited features

17.5 Data Deletion

After the 60-day export period, institutional data will be deleted per our retention policy. We may retain anonymized data for analytics purposes.

18. Contact Information

For questions about institutional agreements or campus partnerships:

For urgent matters during placement season, premium subscribers have access to dedicated support lines as specified in your subscription agreement.