Privacy Policy

This Privacy Policy explains how KarmaV Pte Ltd (“KarmaV”, “we”, “us” or “our”), a company incorporated in Singapore, handles personal information when you visit our website, request a demo, contact us, or otherwise interact with us as a prospective or current customer (the “Website”).

It also explains, at a high level, how personal information is handled when organisations use the KarmaV platform for staffing, enterprise hiring and HR operations (the “Platform”). For Platform data about candidates, employees, clients and other individuals, the customer organisation is typically the controller (or a processor for its own customer). KarmaV acts as a processor and processes that information on the customer’s instructions, except where we act as a controller for our own accounts, billing, security and Website operations.

This Policy should be read with our Terms of Service. A signed Customer Agreement, master services agreement or data processing agreement controls if it conflicts with this Policy for Platform processing.

We may collect the following categories of information.

Information you provide. Name, work email, job title, company, telephone number, country or region, the product area you are interested in, and the content of messages you send when you request a demo, talk to us, or otherwise contact KarmaV.

Account and commercial information. If you become a customer or trial user, we may process account identifiers, role or seat information, billing contacts, contract details and support correspondence.

Usage and device information. Browser type, general location derived from IP address, referring pages, and diagnostic logs needed to operate and secure the Website. We store a theme preference in your browser so the site can remember Light, Dark or System. If you arrive from a campaign or submit a form, analytics, advertising and CRM tools may also receive device, page-view and form information so we can measure the Website and follow up on your request.

Platform Customer Data. When a customer uses the Platform, it may store operational records such as jobs, candidates, applications, interviews, offers, clients, employees, leave, attendance, payroll inputs, permissions, audit logs and related files. KarmaV processes that Customer Data to provide the service the customer has configured, including agent-assisted workflows.

We do not knowingly collect Website information from children. The Platform is a business system and must not be used to create profiles of children except where a customer has a lawful basis and has configured the system accordingly.

We use personal information to:

• operate, maintain and secure the Website and Platform;
• respond to demo, sales and support requests;
• create and administer customer accounts and contracts;
• provide configured workflows, permissions, integrations and agent features;
• prevent fraud, abuse and security incidents, and to keep audit records;
• analyse Website and campaign performance;
• store and manage demo and contact requests in our CRM;
• measure and improve advertising and remarketing where permitted; and
• comply with law and enforce our terms.

We do not sell personal information. If we send product or event communications, we will do so only where permitted, and you can opt out of marketing messages using the method described in the message or by writing to legal@karmav.com. Service, security and transactional messages may still be sent.

Where a privacy law requires a legal basis, we rely on one or more of the following: performance of a contract or steps requested before a contract (for example, a demo or support request); legitimate interests in operating and securing a B2B website and product, provided those interests are not overridden by your rights; consent, where we ask for it; and legal obligation.

Customers are responsible for the legal bases, notices and consents required to collect candidate, employee and client data in the Platform, including any automated or agent-assisted processing.

We may share personal information with:

• service providers that host infrastructure, email, customer support, security, analytics, advertising or CRM functions, under contracts that limit their use of the data;
• integration providers you or a customer choose to connect, such as communication, collaboration, job-distribution or document tools;
• professional advisers, insurers and auditors under confidentiality obligations;
• a buyer or successor if KarmaV is involved in a reorganisation, merger or sale, subject to appropriate safeguards; and
• authorities when required by law or to protect rights, safety or security.

Connectivity to third-party platforms varies and may use native APIs, approved partner access or supported connectors. Those providers process data under their own terms once it is sent at your or the customer’s direction.

KarmaV hosts Platform data in Singapore. Website, analytics, advertising, CRM and support tools may process information in Singapore and in other countries where those providers operate. Where a transfer law requires a safeguard, we use appropriate mechanisms, such as standard contractual clauses or equivalent protections, and we require subprocessors to protect the information. A Customer Agreement may specify a different hosting location for a particular tenant.

We keep Website enquiry and sales records for as long as needed to respond, manage the relationship and meet legal, tax and accounting requirements, then delete or de-identify them in the ordinary course. Theme preference stored only in your browser remains until you clear site data.

Platform Customer Data is retained according to the customer’s configuration and the Customer Agreement. After a subscription ends, we follow the export and deletion process in that agreement or, if none is stated, delete or de-identify Customer Data within a reasonable period after the account is closed, except for backups and records we must keep for security, dispute or legal reasons.

We use administrative, technical and organisational measures designed to protect personal information, including access controls, encryption in transit where supported, logging and least-privilege practices. No method of transmission or storage is completely secure. You and customer administrators are responsible for user access, strong authentication where offered, and for classifying data before it is placed in the Platform.

The Website uses local storage to remember your theme preference. We also use cookies and similar technologies that are strictly necessary to operate and secure the site, as well as analytics, advertising and CRM cookies or pixels to understand how the Website is used, measure campaigns and record demo or contact requests. Where consent is required, we will request it. You can control cookies in your browser; blocking some cookies may limit form tracking or campaign measurement.

You can clear local storage and cookies in your browser. Doing so may reset the theme preference.

The Platform can use agents to interpret requests, read records, prepare actions and pause for approval. Those features may process personal information contained in Customer Data, including names, applications, notes and schedule details. Customers must configure permissions, rules and human-approval steps appropriate to the sensitivity of the work.

Individuals who want to object to automated processing of their data in a customer’s Platform tenant should contact that organisation first. KarmaV can assist the customer where a valid controller request is made through an authorised account.

Depending on your location and role, you may have rights to access, correct, delete, restrict or object to processing, to withdraw consent, to data portability, and to lodge a complaint with a supervisory authority. This includes rights under the Personal Data Protection Act 2012 of Singapore and, where they apply, the GDPR, UK GDPR or similar regimes.

For information KarmaV holds as a controller (for example, a demo request you sent us), email legal@karmav.com and describe the request. We may need to verify your identity. For information a customer holds in the Platform, contact that organisation; we will support them in line with our processor obligations and any DPA.

The Website is not directed at children, and we do not knowingly collect personal information from children through it. If you believe a child has provided information to us, please contact us so we can delete it.

We may update this Policy to reflect product, legal or operational changes. The “Last updated” date will change when we do. Material changes will be posted on this page. Where law requires notice or consent, we will provide it.

Privacy questions and controller requests relating to KarmaV’s own records can be sent to legal@karmav.com. KarmaV Pte Ltd is incorporated in Singapore. Please mark the message as a privacy enquiry.