Cookies Policy

1. Introduction

Welcome to AIVAHR.ai ("AIVAHR", "we", "our", or "us"). We are committed to maintaining transparency regarding the technologies we use to collect information and improve your experience while interacting with our website, software platform, mobile applications, customer portals, and other digital services (collectively referred to as the "Platform" or "Services"). This Cookie Policy explains how and why cookies and similar technologies are used, the information they collect, the purposes for which they are used, the choices available to you, and how you can manage your preferences regarding such technologies. Cookies play an important role in enabling modern web applications to function efficiently, securely, and consistently. As an enterprise Human Resource Management System ("HRMS"), AIVAHR.ai relies on certain cookies and related technologies to provide secure authentication, maintain user sessions, remember preferences, improve system performance, support customer experience, analyze website usage, strengthen platform security, and ensure the reliable delivery of our Services. This Cookie Policy should be read together with our Privacy Policy, Terms of Service, Data Processing Agreement (where applicable), Security Policy, and any customer agreements governing the use of AIVAHR.ai. Where this Cookie Policy describes the collection or processing of Personal Data through cookies or similar technologies, such processing is also governed by our Privacy Policy. By continuing to access or use our website or Services, you acknowledge that cookies and similar technologies may be used in accordance with this Cookie Policy. Where applicable laws require consent before placing non-essential cookies on your device, AIVAHR.ai will obtain such consent through appropriate cookie consent mechanisms before those cookies are activated. Our goal is to ensure that every visitor and Customer understands what cookies are, why they are necessary, how they contribute to the operation of our Services, what choices are available regarding their use, and how AIVAHR.ai protects the information collected through these technologies.

2. Scope of this Cookie Policy

This Cookie Policy applies to all websites, applications, customer portals, APIs, landing pages, documentation websites, support portals, marketing pages, communication platforms, and other digital properties owned, operated, or controlled by AIVAHR.ai that reference this Cookie Policy. The Policy applies to all individuals interacting with AIVAHR.ai, including website visitors, prospective customers, registered users, employees of Customer organizations, administrators, managers, recruiters, candidates applying through recruitment portals, vendors, business partners, consultants, and other authorized users accessing our Services. The Policy governs the use of cookies and similar technologies regardless of whether you access our Platform from a desktop computer, laptop, mobile phone, tablet, or any other supported device. This Cookie Policy applies only to cookies and tracking technologies used by AIVAHR.ai or by trusted third-party service providers acting on our behalf. It does not govern cookies placed by third-party websites, applications, services, advertisements, embedded content, or integrations that are independently operated and controlled by third parties. Users are encouraged to review the privacy and cookie policies of such third parties before interacting with their services. Where Customers integrate AIVAHR.ai with external software, authentication providers, communication platforms, payment gateways, productivity applications, or other enterprise systems, the use of cookies by those third-party services remains subject to their respective privacy and cookie policies. AIVAHR.ai does not control the operation of such third-party cookies except to the extent necessary for the functioning of approved integrations. This Policy applies globally. However, because privacy legislation differs across jurisdictions, certain provisions relating to cookie consent, user rights, retention periods, or lawful processing may vary depending on your country of residence or the applicable legal framework governing your interaction with AIVAHR.ai.

3. Definitions

For the purposes of this Cookie Policy, the following terms shall have the meanings set forth below unless the context requires otherwise. "Cookie" means a small text file that is downloaded to a user's browser or device when visiting a website. Cookies enable websites and applications to recognize returning users, remember preferences, maintain secure sessions, improve performance, and provide a more consistent user experience. "First-Party Cookie" means a cookie placed directly by AIVAHR.ai through its own website or applications for purposes such as authentication, security, personalization, analytics, and platform functionality. "Third-Party Cookie" means a cookie placed by a service provider, technology partner, or integrated platform other than AIVAHR.ai. Such cookies may support analytics, customer support, embedded content, authentication, security monitoring, communications, or other approved services. "Session Cookie" refers to a temporary cookie that exists only while a user is actively browsing the Platform. Session cookies are automatically removed when the browser is closed unless otherwise specified by the browser. "Persistent Cookie" refers to a cookie that remains stored on a user's device for a specified period after a browsing session has ended. Persistent cookies enable websites to remember user preferences across future visits. "Pixel", "Tracking Pixel", or "Web Beacon" refers to a small graphical element or code snippet that enables the collection of limited information regarding website usage, email interactions, campaign performance, or other operational metrics. "Local Storage" refers to browser-based storage mechanisms used to retain information on a user's device for functionality, preference management, or performance optimization. "Similar Technologies" refers collectively to cookies, local storage, session storage, SDKs, tracking pixels, web beacons, browser fingerprinting technologies where permitted by law, and other technologies used to collect or retain information regarding interactions with the Platform. "Consent" means any freely given, specific, informed, and unambiguous indication of a user's wishes by which they agree to the placement of non-essential cookies or similar technologies where such consent is required under applicable law. "Essential Cookie" means a cookie that is strictly necessary for the operation, security, or basic functionality of the Platform and cannot ordinarily be disabled without affecting the availability or reliability of the Services. "User" means any individual accessing or interacting with AIVAHR.ai's digital properties. "Device" means any computer, smartphone, tablet, wearable device, or other electronic equipment capable of accessing the Platform. Unless otherwise defined in this Cookie Policy, capitalized terms shall have the meanings assigned to them in our Privacy Policy or Terms of Service.

4. What Are Cookies?

Cookies are widely used technologies that enable websites and online platforms to function efficiently while providing users with a secure, consistent, and personalized browsing experience. They serve as small data files that are created by a web server and stored within a user's browser or device when a website is accessed. Each time the user returns to the website, the browser sends the stored cookie back to the server, allowing the website to recognize the device, retrieve previously stored information, and respond appropriately based on prior interactions. Cookies themselves do not function as computer programs, cannot execute software, and do not independently access files stored on a user's device. Instead, they store limited information necessary for website functionality, authentication, security, user preferences, analytics, and performance optimization. The information stored within a cookie varies depending on its purpose and may include anonymous identifiers, authentication tokens, language preferences, regional settings, user interface selections, or session identifiers required to maintain continuity during a browsing session. Modern enterprise software platforms such as AIVAHR.ai depend on cookies to deliver secure and efficient user experiences. Without cookies, users would often be required to repeatedly authenticate themselves when navigating between pages, user preferences could not be retained across sessions, and important security mechanisms designed to protect customer accounts and organizational data would not function effectively. Cookies therefore play a critical role in enabling secure authentication, maintaining session continuity, enforcing access controls, protecting against fraudulent activity, remembering user settings, and ensuring reliable platform performance. In addition to traditional browser cookies, modern web applications may utilize similar technologies that perform related functions. These technologies may include browser local storage, session storage, software development kits, tracking pixels, web beacons, embedded scripts, secure authentication tokens, and comparable technologies that assist in maintaining application functionality, improving performance, measuring service quality, supporting customer support activities, or strengthening cybersecurity protections. Throughout this Cookie Policy, references to cookies should generally be understood to include these similar technologies unless the context requires otherwise. Although cookies are widely used across the internet, not all cookies serve the same purpose. Some cookies are essential for the operation of the Platform, while others help improve user experience, measure website performance, analyze feature usage, remember preferences, or support optional functionality. AIVAHR.ai carefully evaluates the necessity of each category of cookie and seeks to ensure that cookies are used only where appropriate, proportionate, and consistent with applicable legal requirements.

5. Why We Use Cookies

AIVAHR.ai uses cookies and similar technologies to provide secure, reliable, and efficient digital services while continuously improving the experience of our Customers and website visitors. The use of cookies enables us to operate our Platform effectively, protect Customer accounts, maintain secure authentication, remember user preferences, improve system performance, understand how our Services are used, diagnose technical issues, and enhance the overall quality of our products. One of the primary purposes of cookies is to facilitate secure user authentication. When authorized users sign in to the Platform, cookies help verify their identity, maintain authenticated sessions, reduce unnecessary repeated logins, and ensure that access to organizational information remains restricted to authorized individuals. Authentication cookies also support security measures designed to detect unusual login activity, prevent session hijacking, reduce the risk of unauthorized access, and strengthen the protection of Customer Data. Cookies also enable AIVAHR.ai to remember user preferences and provide a more personalized experience. For example, cookies may remember language preferences, accessibility settings, dashboard layouts, notification preferences, interface customizations, or other configuration choices selected by the user. By retaining these preferences between sessions, cookies improve usability and reduce the need for users to repeatedly configure the Platform each time they access the Services. Performance-related cookies assist AIVAHR.ai in understanding how visitors and Customers interact with our website and applications. By collecting information regarding navigation patterns, page responsiveness, feature usage, session duration, browser compatibility, and application performance, we are able to identify opportunities to improve user experience, optimize software performance, resolve technical issues, and develop new capabilities that better serve our Customers. Cookies further support the security and operational integrity of the Platform by helping identify suspicious behaviour, detect fraudulent activity, investigate cybersecurity incidents, monitor abnormal traffic patterns, enforce authentication controls, and support secure administrative operations. These security-related technologies form an important component of our broader cybersecurity framework and contribute to maintaining the confidentiality, integrity, and availability of Customer information. Where appropriate and permitted by applicable law, cookies may also assist us in evaluating the effectiveness of our website content, educational resources, marketing initiatives, customer communications, and product demonstrations. Such information enables us to better understand user interests, improve website design, optimize customer journeys, and ensure that our communications remain relevant and valuable. AIVAHR.ai does not use cookies to sell Personal Data or to facilitate intrusive advertising practices inconsistent with applicable privacy legislation or our commitment to responsible data handling. Regardless of the specific purpose for which cookies are used, AIVAHR.ai seeks to ensure that the collection and processing of information through cookies remains transparent, proportionate, secure, and aligned with the expectations of our Customers. Wherever reasonably possible, information collected through cookies is minimized, protected using appropriate security measures, and retained only for as long as necessary to achieve the legitimate purposes described in this Cookie Policy.

6. Categories of Cookies Used by AIVAHR.ai

AIVAHR.ai uses different categories of cookies and similar technologies to support the operation, security, performance, and continuous improvement of our Platform. Each category serves a distinct purpose and is designed to enhance the reliability, usability, and protection of our Services while respecting applicable privacy and data protection requirements. Not every visitor or Customer will receive the same cookies. The cookies used may vary depending on the pages visited, the features accessed, the device or browser used, the user's authentication status, organizational configuration, regional legal requirements, and the preferences selected through available cookie management tools. Some cookies are strictly necessary for the operation of the Platform and cannot be disabled without affecting essential functionality. Other cookies provide additional convenience, analytical insights, or optional features that improve the overall user experience. Where applicable law requires prior consent before placing non-essential cookies on a user's device, AIVAHR.ai will obtain such consent before activating those technologies. The categories of cookies used by AIVAHR.ai generally include:

• Essential Cookies
• Functional and Preference Cookies
• Performance and Analytics Cookies
• Security Cookies
• Communication Cookies
• Integration Cookies
• Third-Party Cookies
• Session Cookies
• Persistent Cookies

Each category is explained in greater detail below.

7. Essential Cookies

Essential cookies are fundamental to the operation of the AIVAHR.ai Platform. These cookies enable core functionality without which many features of the Platform would become unavailable or operate incorrectly. Because these cookies are necessary to deliver the Services requested by the user, they generally cannot be disabled through our cookie preference tools. Enterprise HR software handles sensitive organizational and employee information. Accordingly, secure authentication and reliable session management are critical components of our Platform. Essential cookies allow authenticated users to access protected areas of the Platform after successfully signing in and enable navigation between pages without requiring repeated authentication. These cookies also assist in preserving session continuity during normal platform usage and help ensure that organizational information remains accessible only to authorized users. Essential cookies support the enforcement of access permissions configured by Customer administrators. Role-based permissions, department-level access restrictions, administrative privileges, and workflow authorizations rely upon secure session management technologies that maintain authentication state while users interact with different modules of the Platform. These cookies also contribute significantly to cybersecurity. They assist in detecting suspicious authentication attempts, reducing the likelihood of session hijacking, preventing unauthorized requests, validating secure form submissions, protecting against cross-site request forgery (CSRF), maintaining encrypted communication sessions, enforcing authentication timeouts, and supporting other security controls implemented throughout the Platform. Operational reliability also depends upon essential cookies. These technologies help maintain application stability during high traffic periods, distribute workloads efficiently across infrastructure resources, preserve user interactions during temporary network interruptions, and ensure that system components communicate correctly throughout a browsing session. Because essential cookies are necessary to provide secure enterprise software services, blocking or deleting these cookies may prevent users from accessing certain features of the Platform, signing in successfully, completing workflows, or using portions of the Services that require secure authentication.

8. Functional and Preference Cookies

Functional cookies are designed to improve usability by remembering choices that users make while interacting with the Platform. These cookies enhance convenience by reducing repetitive actions and providing a more personalized experience across browsing sessions. Enterprise software platforms are often extensively configurable to meet the operational requirements of different organizations. Functional cookies enable AIVAHR.ai to remember interface settings, language preferences, regional configurations, accessibility selections, notification settings, navigation preferences, dashboard layouts, display options, and other non-essential customizations selected by individual users. For example, where supported by the Platform, functional cookies may remember a user's preferred language, preferred landing dashboard, interface theme, display density, menu configuration, or notification preferences. These settings allow users to resume work more efficiently without repeatedly configuring the application each time they sign in. Functional cookies may also improve continuity across customer support interactions. For instance, they may preserve selected interface options while navigating between knowledge base articles, support resources, onboarding guides, or product documentation, enabling users to maintain a consistent experience throughout their interaction with AIVAHR.ai. Although functional cookies contribute significantly to usability, they are generally not required for the core operation of the Platform. Users may choose to disable certain functional cookies where legally permitted, although doing so may reduce convenience and require certain preferences to be manually configured during future visits. AIVAHR.ai seeks to ensure that functional cookies collect only the minimum amount of information necessary to provide the requested functionality and that such information is processed in accordance with the principles described in our Privacy Policy.

9. Performance and Analytics Cookies

AIVAHR.ai continually seeks to improve the quality, reliability, accessibility, and performance of its Services. Performance and analytics cookies assist us in understanding how visitors and Customers interact with our Platform so that we can identify opportunities for improvement, optimize application performance, and deliver a better overall user experience. Performance cookies generally collect technical and statistical information relating to website usage rather than information intended to directly identify individual users. Such information may include browser type, operating system, screen resolution, navigation paths, feature usage, page loading times, application responsiveness, interaction patterns, session duration, error occurrences, system performance indicators, and other operational metrics. The insights generated through these technologies enable our engineering, product, security, and customer experience teams to understand how users interact with various features of the Platform. This information assists in identifying usability challenges, diagnosing software defects, optimizing infrastructure performance, improving accessibility, reducing application latency, prioritizing feature development, and enhancing overall service quality. Analytics information may also assist AIVAHR.ai in understanding aggregate trends relating to feature adoption, customer engagement, workflow efficiency, documentation usage, and product performance across different browsers, devices, operating systems, and geographical regions. Such analyses are generally conducted using aggregated, pseudonymized, or anonymized information wherever reasonably practicable. Performance and analytics technologies also contribute to the stability of our infrastructure by helping identify capacity constraints, monitor resource utilization, evaluate software releases, assess platform availability, and improve disaster recovery planning. These insights support our commitment to delivering secure, scalable, and reliable enterprise HR software. Where analytics technologies involve the processing of Personal Data or require user consent under applicable law, AIVAHR.ai will implement appropriate consent mechanisms before such technologies are activated.

10. Third-Party Cookies and Integrated Technologies

To support the secure and efficient delivery of our Services, AIVAHR.ai may engage carefully selected third-party service providers whose technologies may utilize cookies or similar mechanisms while delivering authorized functionality. Such providers may assist with infrastructure operations, customer support, security monitoring, authentication, analytics, communications, content delivery, or other services necessary for the operation and continuous improvement of the Platform. Third-party cookies may be placed only within the context of providing approved services to AIVAHR.ai or enabling integrations specifically requested or authorized by Customers. Examples of such services may include cloud hosting infrastructure, identity and access management providers, customer support platforms, website analytics providers, content delivery networks, performance monitoring services, communication tools, embedded media services, or other enterprise technologies required for the operation of the Platform. AIVAHR.ai does not permit third-party providers to use Customer information for purposes unrelated to the services they provide to us. Where Personal Data is processed through third-party technologies, such processing is governed by applicable contractual agreements, confidentiality obligations, security requirements, and applicable privacy legislation. Customers should be aware that certain integrations configured within their own organizational environments may independently introduce cookies or similar technologies controlled by those external providers. Such technologies remain subject to the privacy policies and cookie practices of the respective third-party organizations rather than this Cookie Policy. Where appropriate, AIVAHR.ai conducts reasonable due diligence regarding the security, privacy, and operational practices of third-party service providers before engaging them to support our Services. We continually evaluate these relationships to ensure they remain consistent with our commitment to protecting Customer information and maintaining enterprise-grade security standards.

11. Session Cookies and Persistent Cookies

Cookies may be categorized not only according to their purpose but also according to the length of time they remain stored on a user's device. AIVAHR.ai utilizes both session cookies and persistent cookies where appropriate to support different operational requirements. Session cookies are temporary cookies that remain active only for the duration of a user's browsing session. They are generally removed automatically when the browser or application is closed. Session cookies are commonly used to maintain authentication status, preserve user actions while navigating between pages, support secure transactions, maintain temporary application state, and ensure continuity throughout a single interaction with the Platform. Because session cookies are automatically deleted when the browsing session ends, they generally do not remain stored on a user's device beyond the current session unless otherwise required for security or technical reasons. Persistent cookies remain stored on a user's device for a defined period after a browsing session has concluded or until they are manually deleted by the user. These cookies enable the Platform to remember information across multiple visits, reducing the need for repeated configuration and improving overall user convenience. Persistent cookies may remember language preferences, user interface settings, accessibility configurations, cookie consent choices, trusted devices where supported, previously selected preferences, or other settings that contribute to a more consistent user experience. The retention period for persistent cookies varies depending upon their purpose, operational necessity, applicable legal requirements, and technical implementation. AIVAHR.ai periodically reviews cookie retention practices to ensure that cookies are retained only for as long as reasonably necessary to fulfill their intended purpose. Cookies that are no longer required are removed or allowed to expire in accordance with our internal data governance practices and applicable legal obligations.

12. Cookie Consent and Preference Management

AIVAHR.ai is committed to providing users with meaningful control over the use of cookies and similar technologies. Where required by applicable data protection and privacy laws, we obtain consent before placing or accessing cookies that are not strictly necessary for the operation of our Platform. Essential cookies, which are required to provide secure authentication, maintain session integrity, protect Customer information, and deliver core functionality, may continue to operate without prior consent where permitted by law because they are necessary for the provision of the Services requested by the user. Upon your first visit to our website or other applicable digital properties, you may be presented with a cookie consent notice that explains our use of cookies and provides options to accept, reject, or customize your cookie preferences. Depending on your location and the applicable legal framework, you may be able to choose which categories of non-essential cookies you wish to enable before those cookies are activated. Where a preference management tool is available, your selections will be stored so that your preferences can be respected during future visits. You may update, modify, or withdraw your consent at any time by accessing the cookie preference settings made available through our website or Platform. Withdrawal of consent does not affect the lawfulness of processing carried out before such withdrawal and does not impact the continued use of essential cookies required for the secure operation of the Services. From time to time, AIVAHR.ai may request renewed consent where required by law, particularly following significant updates to our cookie practices, the introduction of new cookie categories, or changes in applicable regulatory requirements. We encourage users to periodically review their cookie preferences to ensure that they continue to reflect their choices.

13. Managing Cookies Through Your Browser

Most modern web browsers provide users with tools to review, manage, block, or delete cookies stored on their devices. Users may generally configure their browser settings to accept all cookies, reject certain categories of cookies, notify them before cookies are placed, or delete previously stored cookies. The method for managing cookies varies depending on the browser, operating system, and device being used. Detailed guidance is typically available through the support documentation provided by browser vendors. Users who choose to disable cookies should be aware that doing so may affect the availability, functionality, or performance of certain features within the Platform. In particular, disabling essential authentication or security cookies may prevent access to secure areas of the Platform, interrupt user sessions, or reduce the effectiveness of security measures designed to protect Customer information. Deleting cookies from a browser may also remove previously stored preferences, requiring users to reconfigure language settings, accessibility options, dashboard layouts, or other personalized configurations during subsequent visits. Some browsers additionally permit users to automatically delete cookies upon closing the browser or to configure different cookie settings for specific websites. Where browser settings conflict with preferences selected through our cookie management tools, browser-level settings may take precedence depending on the technical implementation of the browser. Users are encouraged to review both browser settings and website-specific preference controls to ensure that their cookie choices are implemented as intended.

14. Do Not Track Signals

Certain internet browsers include a feature commonly referred to as "Do Not Track" ("DNT"), which allows users to express a preference that websites should not track their online activities. At present, there is no universally accepted industry standard governing how websites should interpret or respond to Do Not Track signals, and legal requirements regarding DNT vary across jurisdictions. Because of the absence of a consistent technical or legal standard, AIVAHR.ai does not currently alter its cookie practices solely in response to browser-based Do Not Track signals. Instead, we provide users with more direct mechanisms to control cookie usage through our cookie preference tools, browser settings, and consent management processes. Should an industry standard or applicable legal requirement emerge that requires a different response to Do Not Track signals, AIVAHR.ai will review its practices and update this Cookie Policy as appropriate. We remain committed to monitoring developments in privacy technology and implementing improvements that enhance user transparency and control over personal information.

15. International Users and Regional Privacy Requirements

AIVAHR.ai provides Services to organizations that may operate across multiple jurisdictions. Consequently, our use of cookies and similar technologies is designed to accommodate applicable privacy and data protection laws in the regions where our Customers and users are located. Depending on your country or region, you may benefit from specific rights relating to cookies, online tracking technologies, and the processing of Personal Data. These rights may include the ability to grant or withhold consent for non-essential cookies, modify previously granted consent, object to certain categories of processing, request access to information collected through cookies, or exercise other rights provided under applicable legislation. Where legally required, AIVAHR.ai will implement region-specific consent mechanisms, disclosures, and preference management tools designed to satisfy applicable regulatory requirements. We also periodically review our cookie practices to ensure continued compliance with evolving legal obligations and recognized industry standards. Users located in jurisdictions with enhanced privacy protections are encouraged to review both this Cookie Policy and our Privacy Policy to better understand the rights available to them and the procedures for exercising those rights.

16. Changes to this Cookie Policy

Technology, legal requirements, industry practices, and our own Services continue to evolve over time. Accordingly, AIVAHR.ai reserves the right to modify, update, or revise this Cookie Policy whenever necessary to reflect changes in our business operations, technology infrastructure, security practices, regulatory obligations, or the manner in which cookies and similar technologies are used. When material changes are made, we will update the "Last Updated" date appearing at the beginning of this document and, where appropriate or required by law, provide additional notice through our website, customer portal, email communications, or other suitable channels. We encourage users to periodically review this Cookie Policy to remain informed about how cookies are used and how they may manage their preferences. Continued use of the Platform following the effective date of an updated Cookie Policy constitutes acknowledgement of the revised Policy to the extent permitted by applicable law. Where additional consent is legally required, AIVAHR.ai will obtain such consent before implementing material changes affecting non-essential cookies.

17. Contact Us

If you have any questions, concerns, requests, or comments regarding this Cookie Policy, our use of cookies, or the processing of Personal Data through cookies or similar technologies, you may contact AIVAHR.ai using the details provided below. AIVAHR.ai Website: https://aivahr.ai Email: [email protected] Where required by applicable law, requests relating to privacy, cookies, or data protection may also be directed to the individual or department responsible for privacy compliance within AIVAHR.ai. We will make reasonable efforts to respond to enquiries within the timeframes prescribed by applicable legislation.

18. Final Provisions

This Cookie Policy forms an integral part of AIVAHR.ai's broader privacy and data protection framework and should be read together with our Privacy Policy, Terms of Service, Data Processing Agreement (where applicable), Security Policy, and any contractual agreements governing the use of our Services. If any provision of this Cookie Policy is determined to be invalid, unlawful, or unenforceable by a court or competent authority, the remaining provisions shall continue in full force and effect to the maximum extent permitted by law. Failure by AIVAHR.ai to enforce any provision of this Cookie Policy shall not constitute a waiver of any right or provision contained herein. Any delay or omission in exercising rights under this Policy shall not prevent the subsequent exercise of those rights. This Cookie Policy shall be governed by the laws specified in our Terms of Service or other applicable customer agreement, except where mandatory local privacy legislation requires otherwise.