Privacy Policy

Last updated: 5 June 2026. This policy describes how KayaVi collects, uses, protects, shares, and retains data for online exam management, AI image generation, Prompt Engineer, SmartDocs AI document-assistant utilities, and the Online Virtual Assistant.

Scope

This policy applies to Candidate, Organizer, App Admin, and utility-user use of KayaVi, including registration, profile management, exam invitations, enrollment, payments, exam attempts, results, receipts, score cards, AI utility workflows, SmartDocs AI document uploads, document question-answer history, Online Virtual Assistant conversations, and support communication.

Information We Collect

• Account information such as name, email address, role, login status, email verification status, and consent receipt details.
• Profile information such as mobile number, address, city, state, qualification, guardian contact, organization name, GST number, website, and exam purpose.
• Exam information such as exam setup, questions, options, invitations, enrollment status, payment status, attempts, answers, marks, score, percentage, rank, receipts, and score card details.
• SmartDocs AI information such as uploaded file name, file type, file size, stored file path, extracted readable text chunks, document status, questions, generated answers, source summaries, plan limits, and SmartDocs payment receipts.
• Online Virtual Assistant information such as assistant settings, conversation transcripts, assistant responses, memory categories, summarized RAG memories, usage limits, subscription status, and related payment history.
• AI utility information such as AI image prompts, generated image records, Prompt Engineer sessions, prompt answers, scoring details, plan or credit usage, and related payment history.
• Technical and security information such as IP address, browser user agent, timestamps, secure invite tokens, payment references, and authentication tokens.
• Payment information needed to reconcile exam fees, utility plans, credit packs, coupons, receipts, order IDs, payment IDs, status, amount, currency, and verification result.

Why We Use Information

• To create and manage Candidate, Organizer, and App Admin accounts.
• To let organizers create exams, publish invite links, enroll candidates, manage payments, and publish results.
• To let candidates enroll, pay where required, take exams, submit answers, view results, and print enrollment or score documents.
• To let SmartDocs AI users upload supported documents, create a private document knowledge base, ask questions, receive grounded answers, view history, and download receipts.
• To let Online Virtual Assistant users work with AI through voice instead of typing, configure assistant behavior, maintain user-specific memories, and track monthly plan usage.
• To operate AI utilities such as image generation and Prompt Engineer, including usage limits, plan access, history, and payment reconciliation.
• To record consent for account privacy terms and for candidate data sharing with the exam organizer.
• To maintain security, prevent unauthorized access, investigate misuse, troubleshoot issues, and comply with lawful obligations.

Consent

All Candidate and Organizer accounts must accept the KayaVi privacy policy during sign up. Candidates must also consent before enrollment to sharing their candidate profile, enrollment, attempt, answer, score, and result details with the relevant organizer for exam administration and result analysis. KayaVi records the consent version, timestamp, IP address, and browser user agent where applicable.

Sharing and Disclosure

KayaVi shares candidate exam data with the organizer who owns the exam. App Admins may access platform records for operational, support, payment, audit, and security purposes. Candidate ranking lists are shown to other candidates only when the organizer has enabled that setting for the exam. SmartDocs AI documents and question history are intended for the uploading user's account and are not made available to other end users by default. KayaVi does not sell personal data.

Security

KayaVi uses role-based access controls, protected route tokens, hashed passwords, protected invite tokens, consent receipts, and encrypted storage for selected sensitive profile fields such as mobile number, address line, GST number, qualification, and guardian contact. SmartDocs AI stores uploaded documents under protected server storage, records document ownership by user, checks account access before document upload, question answering, history, and receipt access, and blocks direct public access to App_Data paths. Users should upload only documents they are authorized to process, keep passwords and invite links private, and report suspected unauthorized access promptly.

SmartDocs AI Data Security

SmartDocs AI uses uploaded documents to extract readable text, split content into searchable chunks, and generate answers to the user's questions. Document answers may be generated with configured AI services, and only relevant document excerpts needed to answer the question should be sent for processing. SmartDocs AI is designed for user-owned or authorized business documents; users should not upload documents containing secrets, passwords, payment card numbers, government IDs, medical records, or other highly sensitive information unless they have confirmed that the intended processing and retention are permitted.

SmartDocs AI access is plan based. The system records payment status, plan limits, document counts, question counts, and receipt details for billing, auditing, support, and abuse prevention. Payment receipts are protected with secure route tokens where applicable.

Online Virtual Assistant AI Risk

The Online Virtual Assistant is a learning and helping utility that lets users work with OpenAI-style AI assistance through voice instead of typing. It may process conversation text, assistant responses, summaries, memory categories, timestamps, and plan usage details to provide the service and improve continuity for the user's own assistant experience.

Online Virtual Assistant conversations may use private, user-specific retrieval augmented generation (RAG) memory. User speech may be improved, summarized, converted into English, categorized, timestamped, and stored as assistant memory so future responses can better understand the user's preferences, tasks, prior discussion, and recency of information. These memories are intended to remain associated with the user's own account and should not be used to personalize another user's assistant experience.

The Service utilizes artificial intelligence to generate responses. While we strive to provide accurate and helpful information, AI-generated content may be incorrect, incomplete, or misleading. Users acknowledge and agree that they are solely responsible for reviewing and validating any information obtained through the Service before making decisions or taking action based on such information.

AI can make mistakes, misunderstand speech, miss context, produce incomplete information, or generate responses that sound confident but are incorrect. Users must cross-check important information at their own end before making any final decision. The Online Virtual Assistant should not be treated as professional, legal, medical, financial, safety, or emergency advice. Users remain responsible for reviewing outputs, verifying facts from trusted sources, and deciding how to use the information.

Users should not share passwords, secrets, payment card details, government IDs, confidential business information, medical records, or other highly sensitive information with the Online Virtual Assistant unless they have confirmed that the intended AI processing and retention are permitted and appropriate.

Retention

Account, exam, enrollment, payment, attempt, answer, result, consent, SmartDocs AI document, document chunk, question-answer history, Online Virtual Assistant conversation and memory history, AI utility history, and receipt records are retained while needed for service delivery, exam administration, institutional records, payment reconciliation, dispute handling, security, audit, or legal requirements. Data may be archived or removed through an approved administrative process when it is no longer required.

Cookies and Session Data

KayaVi may use authentication cookies and session data to keep users signed in, enforce access controls, and route users to the correct dashboard. Users who disable required cookies may not be able to use protected portal features.

User Rights and Corrections

Users may contact the relevant organizer or KayaVi administrator to request correction of inaccurate account, profile, enrollment, payment, result, or utility information. SmartDocs AI users may request review or removal of uploaded document records, and Online Virtual Assistant users may request review of conversation or memory records, where permitted by operational, payment, audit, security, and legal requirements. Requests may require identity verification and may be limited where records must be retained for exam integrity, audit, billing, or legal reasons.

Children and Student Users

If a candidate is a minor or student using KayaVi through an institution, the organizer or institution is responsible for ensuring appropriate authority, notice, and consent before inviting the candidate to an exam.

Policy Changes

KayaVi may update this policy to reflect changes in portal features, AI utility behavior, SmartDocs AI processing, Online Virtual Assistant behavior, law, security practices, or organizer requirements. New account registrations record the active consent version at the time of sign up.

Contact

For privacy, consent, exam access, payment, or result correction requests, users should contact the organizer managing the assessment or the KayaVi App Admin responsible for the portal.