Privacy policy

Pratibha is operated by ProMonkey Technologies LLP, a limited liability partnership registered in India with LLPIN AAX-XXXX and its registered office at Registered office address ("ProMonkey", "we", "us" or "our").

This policy explains how we handle personal data in connection with pratibha.tech, the Pratibha web application, Pratibha's interview phone lines and Saarthi, the assistant on our website (together, the "Services").

We process personal data in line with the Digital Personal Data Protection Act, 2023 and the rules made under it as they come into force, and the Information Technology Act, 2000 and the rules made under it.

We handle personal data in two different roles:

• As a data fiduciary, for personal data about visitors to our website, people who contact us, and our customers' Users, such as account, billing and support information. This policy explains how we handle that data.
• As a data processor, for personal data about job candidates that our customers (the hiring companies) collect and manage using Pratibha. For that data, the hiring company is the data fiduciary and decides how it's used. We process it only on the hiring company's instructions, under our Data Processing Agreement. Section 7 explains what this means for candidates.

We don't ask for sensitive information such as health details, religion, caste or bank account numbers, and our customers agree not to use Pratibha to collect it. CVs sometimes contain such details anyway. Pratibha is designed to assess only job related information.

We don't receive or store full card numbers, UPI PINs or bank passwords. Payments are handled by our payment partners.

We use personal data about visitors, customers and Users to:

• Create and manage accounts, and provide the Services.
• Process payments, send invoices, and meet tax and accounting obligations.
• Answer questions and provide support, including through Saarthi.
• Send service messages, such as security alerts, usage warnings, notices before automatic charges, and changes to our terms.
• Send product updates and offers, which you can opt out of at any time.
• Keep the Services secure, prevent fraud and abuse, and fix problems.
• Understand how the Services are used so we can improve them, using aggregated or anonymised information wherever possible.
• Comply with the law and respond to lawful requests from authorities.

We process personal data with your consent, or where the law allows us to without consent, for example where you have voluntarily given it to us for a specific purpose, or where we must process it to comply with the law. Where we rely on consent, you can withdraw it at any time, as explained in section 10. Withdrawing consent doesn't affect processing already carried out.

We don't sell personal data, and we don't build advertising profiles.

Pratibha uses AI to draft job descriptions, read and score CVs against a role's requirements, conduct telephonic interviews, transcribe calls, and prepare reports with scores and recommendations. Saarthi, the assistant on our website, uses AI to answer questions about Pratibha.

AI outputs are recommendations. Pratibha doesn't contact a candidate until a person at the hiring company approves the shortlist, doesn't send rejection messages on its own, and doesn't make hiring decisions. People at the hiring company make those decisions.

We use trusted AI and speech technology providers to deliver these features, as described in section 6. We don't use customer or candidate personal data to train or fine tune AI models.

We share personal data only as needed with:

• Service providers who help us run the Services, under contracts that require them to protect the data and use it only to provide their services to us. These include providers of cloud hosting and databases, telephony and call recording, speech recognition and voice generation, AI language models, email delivery and customer support tools. The providers that process candidate data are listed in Annex 3 of our Data Processing Agreement.
• Payment partners, to process payments.
• Professional advisers, such as lawyers, auditors and accountants, who are bound by confidentiality.
• Authorities, such as government bodies, courts or law enforcement, where the law requires it, or where it's needed to protect the rights, property or safety of our customers, candidates, ourselves or others.
• A successor or affiliate, if the Pratibha business is reorganised, merged or transferred, including to a company formed to operate Pratibha. This policy will continue to protect your data.

Candidate data is shared only with the hiring company that received the application, and never with any other customer.

If you applied to a company that uses Pratibha, that company is responsible for your personal data, and we process it on its behalf. In practice:

• The company may use Pratibha to read your CV, compare it with the role, and decide whether to invite you to an interview.
• If you're invited, you call Pratibha's interview number. At the start of the call, you're told that the call is recorded and assessed for the company, and you can choose not to continue.
• Your call is recorded and transcribed, and the company receives a report with scores and a recommendation. Your scores and report are shared only with that company.
• Recordings are kept for 90 days by default, unless the company chooses a different period or asks for earlier deletion.
• Pratibha recognises you by the phone number on your CV. It doesn't use your voice to identify you.
• Neither Pratibha nor the companies using it will ever ask you for money, bank details or OTPs. If anyone does, don't pay. Report it to info@pratibha.tech, and to cybercrime.gov.in or the 1930 helpline.

To access, correct or delete your data, or to withdraw your consent, please contact the company you applied to. If you can't reach them, write to us and we'll pass your request on and help where we can.

Some of our service providers may store or process personal data outside India. We transfer personal data only where the law allows, never to a country or territory that the Government of India restricts under the Digital Personal Data Protection Act, 2023, and only to providers bound to protect it to the standard described in this policy.

Deleted data may remain in backups until they're overwritten in our normal backup cycle, and stays protected until then. If the law requires us to keep data for longer, for example under a legal order, we keep it only for that purpose.

Subject to applicable law, you have the right to:

• Ask for a summary of the personal data we hold about you, how we process it, and who we've shared it with.
• Ask us to correct, complete or update inaccurate or incomplete data.
• Ask us to erase data that we no longer need or that you've withdrawn consent for, unless the law requires us to keep it.
• Withdraw your consent at any time, as easily as you gave it.
• Nominate another person to exercise your rights if you die or become unable to do so.
• Raise a grievance with us and, if you're not satisfied with our response, complain to the Data Protection Board of India.

To exercise these rights, email info@pratibha.tech with the subject "Data request" from the email address linked to your account, or tell us how we can verify your identity. We'll respond within 30 days.

If you're a candidate, please contact the hiring company first, as explained in section 7.

We use reasonable security practices to protect personal data, including encryption in transit, encryption of stored mailbox credentials, separation of each customer's workspace, role based access controls, logging and monitoring, and staff access limited to those who need it. Annex 2 of our Data Processing Agreement.

No system is completely secure. If a personal data breach happens, we'll act quickly to contain it, and notify affected people, our customers and the authorities as the law requires.

We use cookies and similar technologies on pratibha.tech and in the app:

• Essential cookies keep you signed in, protect your session and remember your security settings. The Services don't work without them.
• Preference cookies remember choices such as light or dark mode.
• Analytics cookies help us understand how our website is used.

You can block or delete cookies in your browser settings. Blocking essential cookies will stop the app from working properly.

The Services are not meant for anyone under 18. We don't knowingly collect personal data from children, and our customers agree not to use Pratibha for candidates under 18. If we learn that we hold a child's personal data, we'll delete it.

We may send you news and offers about Pratibha. Every such email has an unsubscribe link, or you can simply write to us. Service messages, such as security alerts and billing notices, aren't marketing and continue while you have an account.

We may update this policy from time to time. If a change is significant, we'll notify customers by email or in the app before it takes effect. The date at the top of this page shows the latest version.