Ultivora Technologies (“Ultivora”) takes concerns seriously. This Policy explains how candidates, employers, visitors and anyone else affected by our work can raise a grievance, who will handle it, and what you can expect from us.
1.What this Policy covers
You can use this process to raise:
- Concerns about the conduct of our team or the way we have handled your candidacy or requirement.
- Requests or complaints relating to your personal data, including access, correction, erasure and withdrawal of consent.
- Allegations of discrimination, harassment or unfair treatment.
- Reports that a person has asked for money or documents in our name.
- Complaints about content on the Website.
2.Our Grievance Officer
Grievances are received and handled by our Grievance Officer:
- Designation: Grievance Officer
- Organisation: Ultivora Technologies
- Email: hello@ultivora.xyz
3.How to raise a grievance
Email the Grievance Officer at hello@ultivora.xyz, with “Grievance” (or “Data request”, for a request about personal data) in the subject line. Please include:
- Your name and contact details.
- Whether you are a candidate, an employer or another party.
- A clear description of the issue, including relevant dates and names.
- Any supporting documents or screenshots.
- The outcome you are seeking.
You can also write to the address given above. Please do not include sensitive information, such as bank or identity numbers, unless we ask for it.
4.How we handle your grievance
- Step
- Acknowledgement
- What happens
- We confirm that we have received your grievance and give you a reference
- Timeline
- Within 2 business days
- Step
- Review
- What happens
- The Grievance Officer examines the issue and may ask you for more information
- Timeline
- As soon as possible
- Step
- Response
- What happens
- We tell you the outcome and the reasons, and any action we will take
- Timeline
- Within 30 days of receipt
- Step
- Escalation
- What happens
- If you are not satisfied, you may ask for a review by a senior member of management
- Timeline
- Within 15 days of our response
| Step | What happens | Timeline |
|---|---|---|
| Acknowledgement | We confirm that we have received your grievance and give you a reference | Within 2 business days |
| Review | The Grievance Officer examines the issue and may ask you for more information | As soon as possible |
| Response | We tell you the outcome and the reasons, and any action we will take | Within 30 days of receipt |
| Escalation | If you are not satisfied, you may ask for a review by a senior member of management | Within 15 days of our response |
Requests relating to personal data will always be answered within the period prescribed by law. Some matters, such as those involving investigations, may need more time. If so, we will tell you why and when to expect a response.
5.Confidentiality and no retaliation
We handle grievances confidentially and share information only with those who need it to resolve the matter or as the law requires. We do not tolerate retaliation or adverse treatment of anyone who raises a grievance in good faith.
6.Further remedies
This Policy does not limit any right you have under law. In relation to personal data, once the remedies under the Digital Personal Data Protection Act, 2023 are available, you may approach the Data Protection Board of India if your grievance is not resolved by us. If you have been the victim of online or financial fraud, you may report it on the National Cyber Crime Reporting Portal at cybercrime.gov.in or the helpline 1930, and to the police.
7.Records and improvement
We keep a record of grievances and their outcomes, and use them to improve our processes and training. We review this Policy at least once a year.
8.General contact
For matters that are not grievances, please contact:
- Ultivora Technologies
- Email: info@ultivora.xyz