Privacy Policy
Privacy Policy
Last updated: 1 October 2026
1. About this policy
This Privacy Policy explains how RVAI Global Private Limited (“RVAI”, “we”, “our” or “us”) collects, uses, shares, retains and protects personal data.
It applies to:
Our website at www.rvaiglobal.com.
Our NeoTOD recruitment platform and related services.
The NeoTOD app, plugin or integration available through ChatGPT.
Enquiries, support requests and other communications with us.
“You” and “your” refer to individuals whose personal data we process, including website visitors, customer representatives, authorised users and candidates.
“Personal data” means information relating to an identified or identifiable individual.
2. Who we are
RVAI Global Private Limited is a company registered in India, with its registered address at:
A-2701, Floor 27, A-Wing, Minerva Tower,
BPC Jacob Circle, Mumbai,
Maharashtra 400011, India.
For privacy questions or requests, contact us at privacy@rvaiglobal.com.
3. Our role and commitment
We use personal data for the purposes explained in this policy. We do not sell personal data.
For website enquiries, customer relationships and the administration of our services, RVAI determines how personal data is used.
When a customer organisation uses NeoTOD to manage recruitment, we generally process candidate data on that organisation’s behalf and under its instructions. The customer organisation is responsible for its recruitment purposes, appropriate notices and permissions, and hiring decisions. Its privacy notice may also apply.
Candidates may contact the organisation managing their recruitment or contact us for assistance. Where we process information on a customer’s behalf, we coordinate with that customer to address requests.
4. Personal data we collect
The information we process depends on the services and features used.
Website enquiries and account information
This may include your name, business contact details, organisation, role, account information, communication preferences and information you provide in enquiries or support requests.
Candidate and recruitment information
This may include:
Name, contact details, CV or résumé.
Employment history, education, qualifications and skills.
Job applications, recruitment stages and interview schedules.
Assessment results, interview scores, feedback and recruitment correspondence.
We receive this information from candidates, customer organisations, authorised users and customer-enabled integrations.
Interview and screening information
Where the relevant features are enabled, we process call or interview recordings, transcripts, screening responses, assessments and feedback. Recording and transcription are subject to the notices and consent required by applicable law.
AI-derived information
We may generate candidate summaries, profile analysis, job-matching results and mathematical representations of information used for search, known as embeddings. These are treated as personal data where they relate to an identifiable individual.
Communications
We process messages exchanged through supported channels, including WhatsApp and SMS, together with information needed to deliver those messages.
Information processed through ChatGPT
When you use NeoTOD through ChatGPT, we receive information included in requests sent to our app. Depending on the action requested, this may include search criteria, instructions, candidate references and information needed to retrieve or update authorised recruitment records.
Relevant results are returned to ChatGPT so that it can respond to you. These results may contain personal data from your organisation’s NeoTOD account.
Technical and usage information
We may collect information about access to and use of our website and services, including IP addresses, browser and device information, pages or features accessed, request timestamps, errors and security events.
We use this information to operate, troubleshoot and protect our services and understand website performance.
Please provide only information relevant to the requested service. Do not submit passwords, authentication secrets, payment-card details, government identification numbers or medical records through the ChatGPT app.
5. How we use personal data
We use personal data to:
Respond to enquiries, arrange demonstrations and provide support.
Create and administer customer accounts and authorised access.
Provide recruitment services, including candidate search, matching, screening, interview scheduling and communication.
Generate summaries, transcripts, analysis and assessments requested by authorised users.
Perform authorised actions through the NeoTOD ChatGPT app and connected integrations.
Maintain service reliability, investigate errors and protect against misuse or unauthorised access.
Meet applicable legal, accounting and regulatory obligations.
Send marketing communications where you have agreed to receive them.
Depending on the purpose and applicable law, we process personal data with consent, to provide requested or contracted services, to meet legal obligations, or on another legally permitted basis.
AI-generated analysis may contain errors. It supports the recruitment process; customer organisations remain responsible for reviewing the information and making recruitment decisions.
6. Using NeoTOD through ChatGPT
NeoTOD connects ChatGPT to supported functions in our services. Access is subject to your account permissions and the actions you authorise.
Information needed to complete a request may pass between ChatGPT, RVAI and the service providers supporting that function. For example, a candidate search may return relevant candidate information to ChatGPT.
OpenAI’s processing of information within ChatGPT is governed by its applicable terms, privacy policy and your account or organisation settings. This policy explains RVAI’s processing of information.
You can disconnect NeoTOD using the connection controls available in ChatGPT. Disconnecting the app does not, by itself, delete information already stored in NeoTOD or information already included in your ChatGPT conversations.
Requests to delete data held by RVAI can be made as described below.
7. Who we share personal data with
We share personal data where needed for the purposes described in this policy.
Customer organisations and authorised users
Recruitment information is available to the customer organisation managing the relevant recruitment process and its authorised users, according to their permissions.
Third-party service providers and integrations
We share relevant personal data with service providers that support the delivery of our services. These include providers of:
Cloud hosting and file storage.
Telephony and messaging.
Speech recognition and transcription.
AI models and data processing.
Interview recording.
Customer-enabled recruitment, scheduling and professional networking integrations.
The information shared depends on the features used and is limited to what is needed for the relevant service.
Where providers process personal data on our behalf, we require appropriate confidentiality, security and data protection commitments. Customer-enabled integrations may also operate under the customer’s separate arrangements and the provider’s privacy policy.
A current list of relevant service providers is available on request using the contact details in this policy.
Legal and professional recipients
We may disclose information to professional advisers, regulators, courts or other authorities where necessary to meet legal obligations, respond to lawful requests, resolve disputes or protect legal rights.
8. Data retention
We retain personal data only for as long as needed for the purposes described in this policy. We then delete it or permanently anonymise it.
Candidate records
Candidate identity and contact details, CVs, employment history, education and related recruitment records are retained while the customer organisation has an active account and needs those records for its recruitment activities.
For candidates who are not hired, records are retained for 12 months from the last recruitment activity relating to that candidate, even if the customer’s account remains active.
Records may be retained beyond that period where the candidate has consented to consideration for future opportunities. The additional retention period will be explained when that consent is obtained. Candidates may withdraw that consent at any time.
Records may be deleted earlier following a valid deletion request or customer instruction, subject to applicable legal requirements.
AI-derived data
Candidate search embeddings, search summaries and AI profile analysis follow the retention period of the corresponding candidate record.
When a candidate record is marked as deleted, its associated search embeddings and AI-derived search and profile information are removed from active processing. These records are also included in the permanent deletion process.
Interview and screening media
Call recordings, interview recordings and their transcripts are retained for 90 days from the interview or call date, after which they are deleted.
Scores and written feedback derived from the interview are retained with the candidate record and follow its retention period.
Messaging history
WhatsApp and SMS messages exchanged with a candidate are retained for 12 months from the date of each message, or deleted earlier as part of the deletion of the associated candidate record.
Website enquiries and service accounts
We retain enquiry information while responding to your enquiry and managing any resulting business relationship.
Account information is retained while the account remains active and as needed to complete account closure. Information that is no longer needed is deleted, subject to the legal retention requirements described below.
Technical, audit and legally required records
Technical and security records are retained for as long as needed to investigate faults, prevent misuse and address security incidents.
Records required for legal, tax, accounting or regulatory purposes are retained for the period required by applicable law.
Where records must be retained after a deletion request, access is restricted and they are used only for the purpose justifying their retention.
Information processed through ChatGPT
Where information received or generated through the ChatGPT app is stored in NeoTOD, it follows the retention period for the corresponding candidate, communication, account or audit record described above.
These periods apply to information held by RVAI and its processors. They do not determine how long OpenAI or a customer organisation retains separate copies under its own arrangements.
9. Deletion and backups
When a candidate record is permanently deleted, we remove its associated personal data, including its CV file, work history, education, recruitment pipeline history, assessments, interview schedules, recordings, transcripts and messaging history.
This process includes deleting associated files from storage and instructing processors to delete relevant copies held on our behalf, including vendor-hosted interview recordings.
We complete deletion from active systems within 30 days of a verified deletion request, unless applicable law requires or permits a different period. Where an exception applies, we explain the reason and expected timing.
Residual copies in backups are removed through our rolling backup cycle within 35 days after deletion from active systems. Backups are restricted from routine use. If a backup is restored, relevant deletion instructions are reapplied.
Information that must be retained by law remains restricted until the applicable retention obligation ends.
10. Your rights and choices
Depending on applicable law, you may have the right to:
Request access to your personal data.
Ask us to correct inaccurate or incomplete information.
Request deletion of your personal data.
Withdraw consent where processing is based on consent.
Object to or request restrictions on certain processing.
Request a portable copy of your information.
Raise a complaint with the relevant data protection authority.
You may also unsubscribe from marketing communications, manage cookies through your browser, and disconnect the NeoTOD app or other integrations using the relevant service’s controls.
To exercise your rights, email privacy@rvaiglobal.com. Please provide enough information for us to identify the relevant account or records. We may request proportionate information to verify your identity or authority to act.
We respond to verified requests within 30 days, or within any shorter period required by applicable law. If a legally permitted extension is needed, we will explain why and provide the expected response date.
For completed deletion requests, we provide written confirmation and explain any records retained under a legal exception or awaiting expiry of the backup cycle.
11. Cookies
Our website uses cookies and similar technologies to support its operation and user experience.
Depending on the website features used, cookies may support:
Essential functions: security, sessions and access to protected areas.
Preferences: remembering choices you make.
Analytics: understanding website performance and how visitors use it.
Marketing: measuring campaigns and providing relevant advertising, where used and permitted.
Where consent is required for non-essential cookies, we request it before using them.
You can block or delete cookies through your browser settings. Blocking essential cookies may affect certain website functions.
On shared devices, sign out and clear stored cookies if you do not want account or preference information to remain available to subsequent users.
12. Protecting personal data
We use reasonable technical and organisational safeguards designed to protect personal data against unauthorised access, loss, alteration or disclosure. Access is limited according to the responsibilities of authorised personnel and service providers.
No method of transmission or storage is completely secure. If you believe your account or personal data has been compromised, contact us promptly.
13. International processing
Personal data may be processed in India and other countries where our service providers operate.
Where information is transferred internationally, we apply the safeguards required by applicable law and relevant contractual commitments.
14. Changes to this policy
We may update this policy to reflect changes to our services, data practices or legal requirements. The updated version will be published on our website with a revised “Last updated” date.
Where required, we will provide additional notice or obtain consent before introducing a material change.
15. Contact us
For privacy questions, concerns or requests, contact:
Privacy Team
RVAI Global Private Limited
Email: connect@rvaiglobal.com
A-2701, Floor 27, A-Wing, Minerva Tower,
BPC Jacob Circle, Mumbai,
Maharashtra 400011, India.
Website: www.rvaiglobal.com