Our commitment
You trust us with information about you. We respect that trust and aim to be transparent about what we collect, why we use it and the choices available to you.
This Privacy Policy applies when you interact with Virkware (Private Limited) (“Virkware”, “we”, “us” or “our”) through our websites, meetings, events, emails, phone calls, support channels, products or services.
1. Scope and our role
Virkware customers are generally organisations that decide how employee information is used in the Virkware platform. This is often your employer. In those circumstances, the customer is the controller of the personal data and Virkware processes the data on the customer’s behalf. The customer’s privacy notices and instructions govern that processing, and you should normally direct requests about workforce data to your organisation’s Virkware administrator or privacy team.
Virkware acts as a controller when we collect information for our own purposes—for example, when you visit our website, request a demonstration, communicate with us, attend an event or manage a direct commercial relationship with us.
2. Information we collect
Information you provide directly
- Contact and professional information, such as your name, work email address, telephone number, job title, organisation and business address.
- Information included in enquiries, demonstration requests, meetings, support requests and other communications.
- Commercial, billing and transaction information when your organisation purchases products or services.
- Feedback, survey responses or other information you choose to provide.
Information collected through our website
- Information about pages viewed, actions taken, referring pages and the time and duration of visits.
- Technical information such as browser type, device type, operating system, language, approximate location and internet protocol address.
- Cookie identifiers and similar information used for analytics and site operation.
Information processed through Virkware services
Depending on the services configured by a customer, information may include profile details, skills, current and previous roles, interests, aspirations, learning, certifications, internal opportunities, project activity, milestones, communications, documents, mentoring activity, recognition and feedback provided by or about users.
We may also collect service-usage information such as sign-in activity, feature use, searches, device information, timing, frequency and duration of use, together with records created when users contact support.
Information received from other sources
We may receive relevant business contact, implementation, opportunity, purchase or support information from customers, authorised users, channel partners, integration partners and service providers.
3. How we use information
We use personal information where necessary to provide requested services, perform contractual obligations, pursue legitimate business interests, comply with law or act with consent where consent is required. Purposes include:
- Operating, maintaining and securing our websites, products and services.
- Responding to enquiries, arranging demonstrations and managing customer and partner relationships.
- Creating and administering accounts and providing technical or customer support.
- Personalising configured experiences and producing relevant recommendations within the platform.
- Improving usability, reliability, functionality and the quality of recommendations.
- Analysing website and service activity, including aggregated patterns.
- Sending service communications and, where permitted, relevant marketing communications.
- Detecting misuse, protecting users and enforcing applicable terms.
- Complying with legal, regulatory and court requirements.
Where we process workforce data on behalf of a customer, the purposes and legal basis are determined principally by that customer and the applicable agreement.
4. Google Analytics and cookies
Our website uses Google Analytics to help us understand how visitors use the site and improve its content and performance. Google Analytics is disabled by default and is activated only if you select “Accept” in our analytics-cookie notice. If activated, Google Analytics may use first-party cookies and similar technologies to collect information such as pages visited, interactions, device and browser information, approximate location and an internet protocol address.
Google processes this information in accordance with its own terms and privacy materials. You can learn more through How Google uses information from sites or apps that use its services and Google Analytics data safeguards.
Your analytics preference is stored on your device so that we can remember your choice. You can change it at any time using “Cookie settings” in the website footer. You can also control or delete cookies through your browser settings, and Google provides a Google Analytics opt-out browser add-on.
6. International transfers
Virkware serves organisations internationally. Personal information may therefore be processed in countries other than the country in which it was collected. Where required, we use contractual, organisational or other recognised safeguards intended to provide an appropriate level of protection for cross-border transfers.
7. How long we retain information
We retain personal information only for as long as reasonably necessary for the purposes described in this policy, to fulfil contractual obligations, resolve disputes, maintain appropriate business and security records, and meet legal or regulatory requirements.
Retention periods vary according to the type of information, the customer’s instructions, the nature of our relationship and applicable law. Information processed for a customer is deleted or returned in accordance with the relevant agreement and lawful instructions, subject to permitted backups and legal retention obligations.
8. How we protect information
We use organisational, technical and physical measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Virkware’s application is hosted using Amazon Web Services infrastructure.
No transmission or storage system can be guaranteed to be completely secure. Users are responsible for protecting account credentials, restricting access to their devices and signing out after using shared devices.
9. Your rights and choices
Depending on where you live and the circumstances of processing, you may have rights to request access, correction, deletion, restriction, objection, portability or withdrawal of consent, and to complain to a relevant data-protection authority.
- For information in an employer-provided Virkware environment, contact your organisation’s Virkware administrator or privacy team first.
- For information controlled directly by Virkware, contact us using the details below.
- You may unsubscribe from non-essential marketing messages using the link provided in the message or by contacting us.
- You can manage cookies using the choices described in the Google Analytics and cookies section.
These rights may be subject to legal exceptions, identity verification and requirements to retain certain records. Closing or deactivating an account does not necessarily result in immediate deletion of all associated information.
10. Children’s information
Our website and services are intended primarily for organisations and authorised users. They are not directed to children for independent consumer use. Where a customer makes services available to younger users, that customer is responsible for ensuring the use is appropriately authorised and complies with applicable law.
11. Changes to this policy
We may update this policy to reflect changes in our services, practices or legal obligations. We will publish the revised policy on this page and update the effective date. Where required, we will provide additional notice of material changes.
12. Contact us
For questions about this policy or to exercise a privacy right relating to information controlled by Virkware, email [email protected].
Virkware (Private Limited)
Singapore