Privacy Policy & Terms of Service

Vedica Labs ("Company," "we," "us," or "our") is a technology company registered in Dharwad, Karnataka, India. We develop and operate the website vedicalabs.in, the HireIQ AI-interview platform, and the Veer Gym management application (collectively, the "Services").

This Privacy Policy (the "Policy") describes how we collect, receive, use, store, share, transfer, and process your personal data when you access or use our Services. It also describes your rights regarding your data and how you can exercise them.

This Policy applies to all users of our Services, including visitors to our website, registered users of our applications, job applicants, and any individual who interacts with Vedica Labs.

We collect information that identifies, relates to, describes, or is capable of being associated with you ("Personal Data"). The categories of Personal Data we collect depend on your interaction with our Services.

2.1 Information You Provide Directly

• Account Data: Full name, email address, phone number, postal address, and login credentials when you register for any of our Services.
• Profile Data: Profile photo, biography, professional details, job title, company name, and social media handles.
• HireIQ-Specific Data: Resume/CV files, cover letters, work history, education details, skills, certifications, and AI-interview recordings and transcripts.
• Payment Data: Billing name, billing address, and payment method details. All payment processing is handled by our third-party payment processors (Razorpay and Stripe). We do not store full credit/debit card numbers, CVV codes, or bank account details on our servers.
• Communication Data: Records of your communications with our support team, including emails, chat transcripts, and feedback submissions.
• Survey & Research Data: Responses to surveys, beta testing feedback, and product research participation.

2.2 Information Collected Automatically

When you access our Services, we may automatically collect the following:

• Device Data: Device type, operating system version, browser type and version, screen resolution, device identifiers (e.g., IDFA, Android Advertising ID), and language preferences.
• Usage Data: Pages visited, features used, session duration, click events, scroll depth, navigation paths, and in-app actions.
• Technical Data: IP address, network information, time zone setting, browser plugins, and referring/exit URLs.
• Diagnostic Data: Crash reports, performance logs, error messages, and debugging information.

2.3 Information from Third Parties

• Social Login Providers: If you authenticate via Google or LinkedIn, we receive your name, email address, and profile picture as authorized by that provider.
• Analytics Providers: Aggregated and de-identified usage statistics from Firebase (Google) and Mixpanel.
• Advertising Networks: Google AdSense may collect anonymized data for contextual advertising purposes. You can review Google's privacy policy at policies.google.com/privacy.

We use your Personal Data only for the following business and operational purposes:

• Service Delivery: To provide, operate, maintain, and personalize the Services, including processing AI interviews, managing gym memberships, and generating insights.
• Transactions: To process payments, send invoices, billing confirmations, and subscription receipts.
• Communication: To respond to support inquiries, send service-related announcements, security alerts, and account notifications.
• Improvement: To analyze usage patterns, conduct product research, and develop new features and offerings.
• Security: To detect, investigate, and prevent fraudulent, unauthorized, or illegal activity; to protect the integrity and security of our Services and users.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, and enforceable governmental requests.
• Marketing (With Consent): To send promotional communications about new products, features, or offers, where you have provided explicit consent. You may opt out at any time.

For individuals in the European Economic Area (EEA), the United Kingdom, and Switzerland, we process your Personal Data under the following lawful bases as defined by the General Data Protection Regulation (GDPR):

• Consent (Article 6(1)(a)): Where you have given explicit consent for specific processing activities, such as marketing communications and optional data collection.
• Contractual Necessity (Article 6(1)(b)): Where processing is necessary for the performance of a contract with you, such as creating and maintaining your account, processing payments, and delivering Services.
• Legal Obligation (Article 6(1)(c)): Where processing is required to comply with applicable legal or regulatory obligations.
• Legitimate Interests (Article 6(1)(f)): Where processing is necessary for our legitimate interests or those of a third party, provided your rights and interests do not override those interests. Our legitimate interests include improving our Services, ensuring security, and preventing fraud.

You have the right to withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

We do not sell, trade, or rent your Personal Data. We may disclose your Personal Data in the following circumstances:

• Service Providers: We engage trusted third-party vendors to perform functions on our behalf. These include cloud infrastructure providers (Amazon Web Services), payment processors (Razorpay, Stripe), analytics services (Firebase, Mixpanel), and communication tools. All providers are contractually bound by Data Processing Agreements (DPAs) that prohibit them from using your data for any purpose other than providing services to us.
• Legal Requirements: We may disclose data if required to do so by law, regulation, legal process (e.g., court order, subpoena), or governmental authority. We will make reasonable efforts to notify you in advance unless prohibited by law.
• Business Transfers: In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy, your Personal Data may be transferred as part of that transaction. We will notify you via email and prominent notice on our website of any change in ownership or use of your data.
• Protection of Rights: To enforce our Terms of Service, protect our rights, privacy, safety, or property, and that of our users or the public, as permitted by law.
• With Your Consent: For any other purpose disclosed to you at the time of collection or with your explicit consent.

6.1 Storage Location

Your Personal Data is stored on Amazon Web Services (AWS) servers located in the Mumbai, India region (ap-south-1). Encrypted backups are maintained in the AWS Singapore region (ap-southeast-1) for disaster recovery purposes.

6.2 International Transfers

If we transfer your data to countries outside your jurisdiction (including to our service providers in the United States and the European Union), we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Binding Corporate Rules (where applicable)
• Adequacy decisions for recognized jurisdictions
• Cross-border data transfer mechanisms compliant with India's DPDP Act, 2023

6.3 Security Measures

We implement industry-standard technical and organizational security measures to protect your Personal Data:

• Encryption at Rest: AES-256 encryption for all stored data.
• Encryption in Transit: TLS 1.3 protocol for all data transmitted between clients and our servers.
• Access Control: Strict role-based access control (RBAC) with multi-factor authentication for all employees and contractors.
• Monitoring: 24/7 automated intrusion detection, vulnerability scanning, and security incident monitoring.
• Audits: Regular third-party penetration testing and security audits.
• Training: Mandatory annual security and privacy training for all personnel handling Personal Data.

Despite these measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but will promptly notify you of any data breach in accordance with applicable law.

We retain your Personal Data only for as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law.

• Account Data: Retained for the duration of your account's active status, plus 90 days after account deletion to allow for data recovery, after which it is permanently deleted.
• Usage Data: Retained in an identifiable form for 26 months, after which it is aggregated or anonymized.
• Communication Data: Support correspondence retained for 3 years after resolution.
• Payment Data: Retained for 7 years to comply with tax and accounting regulations.
• HireIQ Interview Data: AI interview recordings and transcripts retained for 12 months after the associated hiring decision, then permanently deleted.
• Backup Data: Encrypted backups purged within 90 days of source data deletion.

You may request earlier deletion of your data by contacting privacy@vedicalabs.in.

We respect your rights over your Personal Data. Depending on your jurisdiction, you may have the following rights:

8.1 Under India's DPDP Act, 2023

If you are in India, the Digital Personal Data Protection Act, 2023 grants you:

• Right of Access: Request a summary of your Personal Data processed by us and the processing activities undertaken.
• Right to Correction: Request correction of inaccurate or incomplete Personal Data.
• Right to Deletion: Request erasure of your Personal Data, subject to legal exceptions.
• Right to Grievance Redressal: Lodge complaints regarding data processing with our Grievance Officer (see Section 12).
• Right to Withdraw Consent: Revoke consent previously given for data processing at any time.

8.2 Under GDPR (EU/EEA & UK)

If you are in the European Economic Area or the United Kingdom, you have:

• Right to Access (Article 15): Obtain confirmation of whether we process your data and access a copy of that data.
• Right to Rectification (Article 16): Request correction of inaccurate or incomplete data.
• Right to Erasure / "Right to be Forgotten" (Article 17): Request deletion of your data where there is no compelling reason for continued processing.
• Right to Restrict Processing (Article 18): Request restriction of processing while a dispute is resolved.
• Right to Data Portability (Article 20): Receive your data in a structured, commonly used, machine-readable format and transmit it to another controller.
• Right to Object (Article 21): Object to processing based on legitimate interests or for direct marketing.
• Rights Related to Automated Decision-Making (Article 22): Not be subject to a decision based solely on automated processing that produces legal effects.

8.3 Under CCPA (California Residents)

If you are a resident of California, USA, the California Consumer Privacy Act (CCPA) as amended by the CPRA grants you:

• Right to Know: Request disclosure of the categories and specific pieces of Personal Data we have collected about you.
• Right to Delete: Request deletion of Personal Data we have collected, subject to certain exceptions.
• Right to Opt Out of Sale: Vedica Labs does not sell your Personal Data. You have the right to opt out of any future sale.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.
• Right to Correct: Request correction of inaccurate Personal Data.
• Right to Limit Use of Sensitive Personal Information: We do not use sensitive personal information for purposes beyond those authorized by the CCPA.

To exercise any of your rights, contact us at privacy@vedicalabs.in. We will respond within the timeframe required by applicable law (typically 30 days). We may need to verify your identity before processing your request.

We use cookies, web beacons, pixel tags, and similar tracking technologies to enhance your experience, analyze usage, and support our advertising partners.

9.1 Cookie Categories

9.2 Your Cookie Choices

Most browsers allow you to control cookies through their settings. You may:

• Delete all cookies from your browser
• Block third-party cookies
• Set your browser to notify you when a cookie is set
• Use private/incognito browsing mode

Disabling certain cookies may affect the functionality of our Services. We do not use tracking technologies that require consent under ePrivacy Directive without your explicit opt-in.

Our Services are not directed to individuals under the age of 13 (or 16 in the European Economic Area, or the age of majority in your jurisdiction). We do not knowingly collect Personal Data from children.

10.1 Our Policy

• We do not target or market our Services to children.
• We do not knowingly collect, use, or disclose Personal Data from children.
• If we become aware that a child has provided us with Personal Data, we will promptly delete it and deactivate the associated account.
• We never use children's data for behavioral advertising or profiling.

10.2 Parental Rights

If you are a parent or legal guardian and believe your child has provided us with Personal Data, please contact us immediately:

• Email: privacy@vedicalabs.in
• Response: We will investigate and delete the data within 48 hours of verified request.

10.3 Global Compliance

We comply with children's privacy laws including COPPA (USA), GDPR Article 8, the UK Age Appropriate Design Code, and India's DPDP Act, 2023 provisions regarding children's data.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational reasons. We will notify you of material changes through:

• Email notification to your registered email address (where available)
• A prominent notice on our website homepage for at least 30 days
• In-app notification for active users

Changes take effect 30 days after the updated policy is posted, unless a shorter period is required by law. Your continued use of our Services after the effective date constitutes acceptance of the updated terms. We encourage you to review this Policy periodically.

12.1 Grievance Officer (India — DPDP Act, 2023)

Pursuant to Section 5(8) of the Digital Personal Data Protection Act, 2023, we have appointed a Grievance Officer to address concerns regarding the processing of your Personal Data:

• Name: Maruti Mangrani
• Designation: Grievance Officer & Data Protection Fiduciary Representative
• Email: grievance@vedicalabs.in
• Response Time: Within 48 hours of receipt (acknowledgement); resolution within 30 days

12.2 Data Protection Officer (GDPR)

For EU/EEA and UK data subjects, our Data Protection Officer can be reached:

• Email: dpo@vedicalabs.in
• Postal Address: Vedica Labs, DPO Office, Dharwad, Karnataka 580001, India

12.3 General Contact

• Privacy Inquiries: privacy@vedicalabs.in
• Postal Address: Vedica Labs, Dharwad, Karnataka 580001, India
• Response Time: We acknowledge all privacy inquiries within 48 hours and respond substantively within 15 business days.

12.4 Right to Complain

If you are unsatisfied with our response, you have the right to lodge a complaint with your local data protection authority:

• India: Data Protection Board of India (as constituted under DPDP Act, 2023)
• EU/EEA: Your local Supervisory Authority (list available at edpb.europa.eu)
• UK: Information Commissioner's Office (ico.org.uk)
• California, USA: California Privacy Protection Agency (cppa.ca.gov)

Last Updated: May 17, 2026 · Version 3.0. These Terms of Service ("Terms") govern your access to and use of all Vedica Labs products, services, and website. Please read them carefully.

By accessing or using any part of the Services, you agree to be bound by these Terms. If you do not agree, you may not access or use the Services.

By creating an account, downloading any application, or accessing the Vedica Labs website, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are using the Services on behalf of an entity, you represent and warrant that you have authority to bind that entity.

These Terms constitute a legally binding agreement between you ("User," "you," or "your") and Vedica Labs ("Company," "we," "us," or "our").

14.1 Eligibility

You represent and warrant that:

• You are at least 13 years of age (or 16 years of age if you are in the European Economic Area, or the age of majority in your jurisdiction).
• For HireIQ, you are at least 18 years of age.
• You have the full power and authority to enter into these Terms.
• You are not located in a country subject to trade sanctions administered by the Government of India or the United Nations.

14.2 Account Registration

You must provide accurate, current, and complete information during registration. You are solely responsible for:

• Maintaining the confidentiality of your login credentials.
• All activities that occur under your account.
• Notifying us immediately of any unauthorized use of your account.

You may not create multiple accounts to circumvent restrictions, share your account credentials with others, or use another person's account without authorization.

14.3 Account Suspension & Termination

We reserve the right to suspend or terminate your account at any time, without prior notice, for violation of these Terms, illegal activity, or conduct that we determine in our sole discretion to be harmful to other users, third parties, or the Company.

You agree not to, and not to attempt to:

• Use the Services for any unlawful purpose or in violation of any applicable local, state, national, or international law.
• Reverse engineer, decompile, disassemble, or derive source code from the Services, except as expressly permitted by applicable law.
• Scrape, crawl, spider, or use automated means to access or collect data from the Services without our prior written consent.
• Interfere with, disrupt, or overload the Services, servers, or networks connected to the Services.
• Introduce any viruses, Trojan horses, worms, logic bombs, or other material that is malicious or technologically harmful.
• Attempt to gain unauthorized access to the Services, user accounts, computer systems, or networks.
• Upload, post, or transmit any content that is defamatory, obscene, abusive, invasive of privacy, or otherwise objectionable.
• Impersonate any person or entity, or falsely state or misrepresent your affiliation with any person or entity.
• Use the Services to send unsolicited communications (spam), phishing messages, or other unauthorized marketing.
• Use the Services in any way that could damage, disable, overburden, or impair the Company's reputation or operations.

16.1 Company IP

All rights, title, and interest in and to the Services, including but not limited to software, code, algorithms, designs, text, graphics, logos, icons, images, audio clips, video clips, data compilations, and the selection and arrangement thereof, are owned by Vedica Labs or its licensors. The Services are protected by copyright, trademark, patent, and other intellectual property laws of India and international treaties.

Nothing in these Terms grants you any right, title, or interest in the Company IP. You may not modify, reproduce, distribute, create derivative works of, publicly display, or commercially exploit any part of the Services without our express written permission.

16.2 User Content

You retain all ownership rights to any content, data, or materials you submit, upload, or transmit through the Services ("User Content"). By submitting User Content, you grant Vedica Labs a worldwide, non-exclusive, royalty-free license to use, reproduce, modify, adapt, publish, and display such User Content solely for the purpose of providing and improving the Services.

You represent and warrant that:

• You own or have the necessary rights to the User Content.
• Your User Content does not infringe the intellectual property rights, privacy rights, or other rights of any third party.
• Your User Content complies with these Terms and applicable law.

16.3 Feedback

If you provide us with suggestions, ideas, or feedback regarding the Services, you assign to Vedica Labs all rights in that feedback. We may use any feedback without restriction or obligation to you.

17.1 Fees

Certain features of the Services may require payment of fees. All fees are in Indian Rupees (INR) unless otherwise stated and are exclusive of applicable taxes. You are responsible for all taxes associated with your use of the Services.

17.2 Subscriptions & Billing

Subscription-based services are billed in advance on a monthly or annual basis as selected during checkout. You authorize us to charge your chosen payment method at the then-current rate. We use Razorpay and Stripe as our payment processors; your payment data is handled in accordance with their security policies and is not stored by Vedica Labs.

17.3 Refunds & Cancellation

You may cancel your subscription at any time through your account settings. Upon cancellation, you will retain access to paid features until the end of the current billing period. Refunds for early termination are provided at our sole discretion on a pro-rata basis for unused service time.

17.4 Non-Payment

We reserve the right to suspend or terminate access to paid Services if payment is not received within 15 days of the due date. We will provide written notice before suspension.

18.1 Disclaimer of Warranties

THE SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT ANY WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT:

• The Services will meet your specific requirements.
• The Services will be uninterrupted, timely, secure, or error-free.
• The results obtained from using the Services will be accurate or reliable.
• Any errors in the Services will be corrected.

No advice or information obtained by you from us or through the Services creates any warranty not expressly stated in these Terms.

18.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL VEDICA LABS, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY:

• INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.
• LOSS OF PROFITS, REVENUE, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.
• DAMAGES FOR UNAUTHORIZED ACCESS TO OR ALTERATION OF YOUR TRANSMISSIONS OR DATA.
• DAMAGES FOR THIRD-PARTY CONDUCT, CONTENT, OR SERVICES ACCESSED THROUGH OUR PLATFORM.

OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING FROM OR RELATING TO THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE GREATER OF INR 10,000 OR THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM.

THE FOREGOING LIMITATIONS APPLY WHETHER THE CLAIM IS BASED IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR OTHER LEGAL THEORY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

18.3 Indemnification

You agree to indemnify, defend, and hold harmless Vedica Labs, its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to:

• Your use of the Services in violation of these Terms.
• Your violation of any applicable law or the rights of any third party.
• Your User Content or any content you submit through the Services.

19.1 Governing Law

These Terms and any disputes arising out of or relating to them shall be governed by and construed in accordance with the laws of the Republic of India, without regard to its conflict of laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply to these Terms.

19.2 Dispute Resolution

Any dispute, controversy, or claim arising out of or relating to these Terms or the Services shall be resolved through the following process:

1. Negotiation: The parties shall first attempt to resolve the dispute through informal negotiation for a period of 30 days.
2. Mediation: If the dispute cannot be resolved through negotiation, the parties shall attempt to settle it through mediation administered by the Bangalore International Mediation Centre ("BIMC") under its Mediation Rules.
3. Arbitration: If mediation fails, the dispute shall be resolved by binding arbitration administered by the Bangalore International Arbitration Centre ("BIAC") in accordance with its Arbitration Rules. The arbitration shall be conducted in English in Dharwad, Karnataka. The award of the arbitrator shall be final and binding.

19.3 Jurisdiction

Subject to the arbitration clause above, the courts of Dharwad, Karnataka, India shall have exclusive jurisdiction over any disputes arising from these Terms.

19.4 Class Action Waiver

All disputes shall be resolved on an individual basis. You waive any right to participate in a class action, class-wide arbitration, or representative proceeding against Vedica Labs.

We respect the intellectual property rights of others and expect our users to do the same. In accordance with the Digital Millennium Copyright Act (DMCA) and applicable Indian copyright law, we will respond to notices of alleged copyright infringement.

20.1 Filing a DMCA Notice

If you believe that content on our Services infringes your copyright, please provide our Copyright Agent with a written notice containing:

• Your physical or electronic signature.
• Identification of the copyrighted work claimed to be infringed.
• Identification of the infringing material and its location on our Services.
• Your name, address, telephone number, and email address.
• A statement that you have a good-faith belief that the use is not authorized by the copyright owner, its agent, or the law.
• A statement that the information in the notice is accurate and, under penalty of perjury, that you are authorized to act on behalf of the copyright owner.

20.2 DMCA Agent

Our designated Copyright Agent for notice of claims of copyright infringement is:

• Email: legal@vedicalabs.in
• Postal Address: Vedica Labs, Legal Department, Dharwad, Karnataka 580001, India

We reserve the right to terminate the accounts of repeat infringers in appropriate circumstances.

20.3 Severability & Entire Agreement

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect. These Terms, together with our Privacy Policy, constitute the entire agreement between you and Vedica Labs regarding the Services and supersede all prior agreements and understandings.