CrewVault Private Limited ("CrewVault", "we", "us", "our") operates a recruitment platform connecting Recruitment Agencies, Sub Agents, Employers, and Job Seekers for overseas blue-collar employment, primarily between India and the Gulf region. This policy explains what personal data we collect across these roles, why we collect it, who we share it with, and the choices and rights you have.

By using CrewVault, you agree to the collection and use of information as described here. If you do not agree, please do not use the platform.

1. Information We Collect

What we collect depends on your role on the platform.

Account & contact information (all roles): name, email address, phone number, and login credentials (we use email one-time passcodes rather than storing passwords for most accounts).

Recruitment Agency verification data: recruitment license number, GST certificate, embassy card number, owner and staff government ID, office video, and company brochure, submitted during onboarding for verification purposes.

Employer information: company name, industry, country/location, company license, contact person's name, email, phone number, and website.

Job Seeker (candidate) information: this is the most sensitive category we process, and includes full name, date of birth, gender, Aadhaar number, PAN, phone number(s), email, residential address, passport number and expiry, education, work experience, skills, preferred role and country, CV, photograph, video introduction, skill-test videos, and bank account details (used to facilitate secure payment holds during the placement process). This data is entered by the recruitment agency or sub agent who is assisting the candidate, on the candidate's behalf.

Payment information: subscription payments (from agencies) and placement-related payments are processed through a third-party payment processor. CrewVault does not store full card numbers or complete bank credentials on its own servers beyond what is needed to operate the payment-hold feature.

Technical & usage data: IP address, browser and device information, and log data, plus session cookies used to keep you signed in. We do not currently use third-party advertising or analytics cookies.

Marketing data: we run advertising campaigns on Facebook and Instagram to reach recruitment agencies. These campaigns link back to our own website and app; we do not use Facebook Login, Facebook Lead Ads, or any Meta tool that shares your Facebook/Instagram profile data with us, so CrewVault does not receive personal data from Meta about you. See our Data Deletion Instructions page for more detail.

2. How We Use Information

• Operating the platform — creating and managing accounts, candidate profiles, job requirements, and the recruitment pipeline end to end.
• Verifying recruitment agencies and employers before they can transact on the platform.
• Matching candidates to roles and coordinating interviews, offers, and the pre-departure process.
• Sending OTP codes, interview notifications, and process updates by email.
• Preventing duplicate candidate profiles (each job seeker is deduplicated using identity fields such as Aadhaar and date of birth, so a person has one profile — not one per agency that uploads them).
• Operating the payment-hold (escrow-style) feature used during placement.
• Meeting legal, regulatory, and record-keeping obligations tied to overseas recruitment.
• Improving and securing the platform.

We do not sell personal data to third parties.

3. How We Share Information

CrewVault enforces a tiered visibility model rather than exposing all data to all parties by default:

• A candidate's data is entered by, and visible to, the Sub Agent or Recruitment Agency that onboarded them.
• Recruitment Agencies do not see another agency's candidates unless that agency has explicitly enabled cross-agency sharing.
• Employers see candidate profiles submitted to them, but contact details (phone, email, exact address) stay hidden from the Employer until an offer letter is signed and the associated payment is held — this protects candidates from being contacted directly outside the platform's process.
• Once a placement proceeds, relevant contact and travel-document details are shared between the agency, employer, and candidate as needed to complete visa, medical, and travel steps.

We also share information with:

• Service providers who host and run the platform on our behalf — cloud infrastructure and file storage (AWS), and transactional email delivery (Resend). These providers only process data to provide their service to us.
• Payment processors, to process subscription and placement payments.
• Government and regulatory bodies (e.g. for visa, embassy, or labour-compliance processes), where required to complete an overseas placement or where legally required.

4. Data Storage & Security

Data is stored on AWS infrastructure (managed PostgreSQL, encrypted file storage, and a managed secrets store for credentials). Access to candidate and agency data is restricted by role — for example, Sub Agents can upload candidates but cannot browse the full candidate pool. We use encryption in transit for data sent to and from the platform.

5. Data Retention

We retain personal data for as long as needed to provide the service and to meet legal/record-keeping obligations (for example, licensing and financial records that agencies are required to retain under Indian law). When an account or record is no longer needed and no legal retention requirement applies, we anonymize the personal data associated with it (removing name, contact, and identity details) rather than deleting the underlying business record outright, so that aggregate records, invoices, and audit trails remain accurate.

6. Your Rights

Subject to applicable law (including India's Digital Personal Data Protection Act, 2023), you have the right to access the personal data we hold about you, request correction of inaccurate data, and request erasure or anonymization of your data where we are not required to retain it. If you are a Job Seeker whose profile was created by an agency or sub agent on your behalf, you can exercise these rights by contacting us directly or through that agency.

To exercise any of these rights, email contact@crew-vault.com. We will acknowledge your request and respond within 30 days.

7. Children's Data

CrewVault is not directed at, and does not knowingly collect data from, individuals under 18 years of age, consistent with the minimum legal age for overseas employment.

8. International Data Transfers

Because CrewVault connects Indian job seekers with employers overseas (primarily in the Gulf region), candidate data is necessarily shared with employers and their agents in those countries as part of the recruitment and deployment process described above.

9. Changes to This Policy

We may update this policy as the platform evolves. We will update the "Last updated" date above when we do; material changes will be communicated to registered users.

10. Contact Us

Questions, requests, or complaints about this policy or how your data is handled can be sent to:

CrewVault Private Limited
Email: contact@crew-vault.com
Phone: +91 96633 80228
Address: Flat 343, Mahaveer Galaxy Apartment, Kengeri, Bangalore South, Karnataka, India, 560060.