1. About These Terms

These terms explain how one to one mentorship sessions work on Zuvy. They apply to everyone who offers sessions (mentors) and everyone who books them (learners). By creating a slot or booking a session, you agree to these terms.

2. Key Terms Used on This Page

• Mentor: A person invited by Zuvy to offer one to one sessions to learners.
• Learner: A person enrolled in a Zuvy course where mentorship is available.
• Slot: A time a mentor has marked as open for booking.
• Session: A booked slot between one mentor and one learner, held on Zoom.
• Quota year: The 12 months from 15 April to 14 April the following year.

3. Who Can Use Mentorship

• Mentorship is available only on courses where Zuvy has turned it on. When it is on, every learner enrolled in that course can use it.
• Mentors join by invitation from the Zuvy team and sign in with Google.
• Your access is linked to the organisation and course you are enrolled in or assigned to.

A1. Your Profile

• You must complete your Bio, Past Experiences, and Skills before you can create slots.
• Your profile is what learners see before they book you, so it should accurately reflect your background and what you mentor on.

A2. Setting Your Availability

• You may offer a fixed window of hours (for example, 12 PM to 6 PM) or individual slots.
• You can add, edit, or remove your own slots at any time from your dashboard.
• Changes to your availability are shown to learners promptly. If a learner tries to book a slot you have just removed, they will be shown your next available slot.
• Only create slots you can honour. Missed sessions lower your performance metrics.

A3. Cancelling or Rescheduling a Booked Session

• You may cancel or change a session after a learner has booked it. The learner is notified automatically the moment you do.
• You must give a reason for every cancellation and reschedule.
• Rescheduling must be done at least 2 hours before the session.
• A reschedule moves the session to another of your open slots. If you have no other open slot, the reschedule is treated as a cancellation and the learner is notified.
• Every mentor cancellation is logged and shared with the Zuvy team.
• If you choose not to proceed because of recording, the session is treated as a mentor cancellation. The learner is notified, and the booking does not count toward their quota.

A4. After Each Session

• You must mark each session as Completed or Missed. A session left unmarked after its scheduled time is recorded as Missed.
• You are expected to submit feedback for each completed session. At least one of the following must be filled in: Session Summary, Action Items, or Readiness Rating.
• You can edit feedback for 24 hours after submitting it. After that it is locked.
• You will be notified when the session transcript is ready. Please review it and correct any errors within 3 days. After that, the transcript remains as automatically generated.

A5. Your Notes and Learner Information

• You can view the profiles, course progress, and assessment schedules of learners who can book with you. This information is for preparing sessions only.
• Your private notes about learners are visible only to you. They are not shown to learners or other mentors.

A6. Performance

• Your dashboard shows your Completion Rate, Utilisation Rate, Average Rating, and Session Mix.
• Zuvy may use these figures to review the quality and reliability of the mentorship programme.

B1. Booking a Session

• You can only see and book slots a mentor has marked as open.
• Once you book a slot, it is no longer available to anyone else.
• If two learners book the same slot at the same moment, the first completed booking is confirmed. The other learner sees a message and can choose another slot.

B2. How Many Sessions You Can Book

• You may book up to 3 sessions per quota year (15 April to 14 April).
• After each booking, you must wait 3 weeks before you can book again.
• Every booking counts toward your 3 sessions, including sessions that are later cancelled or missed.
• A booking does not count toward your 3 sessions if it ends because you or your mentor chose not to be recorded (see C2).
• When you reach either limit, the booking button is greyed out and a message explains when you can book next.

B3. Cancelling or Rescheduling

• You can cancel or reschedule up to 2 hours before the session. After that, the session can no longer be changed.
• When you cancel, the slot reopens for other learners straight away.
• If your mentor cancels or changes your session, you will be notified immediately.

B4. Attending Your Session

• Please join on time. A session you do not attend may be marked as Missed and still counts toward your quota.
• After the session, you can view your mentor's feedback, the recording, and the transcript from your dashboard.
• While the recording is being processed, your dashboard will show its status instead of a blank or broken link.

C1. Session Recording and Transcripts

• All sessions are recorded on Zoom and transcribed.
• Learners see a notice about recording when booking and again just before joining. Mentors see it when creating a slot and again just before joining.
• Recordings and transcripts give learners a record of their session and help Zuvy verify that sessions took place as scheduled.
• The mentor and learner see exactly the same transcript. Speakers are labelled by their real names.
• Each transcript has timestamps, so you can jump to any point in the recording.
• Where a session mixes languages, such as Hindi and English, the transcript reflects the conversation as it happened as closely as possible.
• Transcripts are generated automatically and may contain errors. Where accuracy is low, a note will say so.
• If a call ends early, the recording will be labelled "Recording incomplete, call ended early."

C2. Choosing Not to Be Recorded

• Recording is a condition of every session. If you do not agree to it, the session cannot go ahead.
• At booking: If a learner declines, no booking is made and nothing counts toward their quota.
• Just before joining: Either person may decline, even within the 2-hour cutoff. The session is cancelled, the other person is notified, and the slot reopens.
• Quota: A session cancelled because either person declined recording does not count toward the learner's 3 sessions or start the 3-week waiting period.

C3. Who Can See Session Records

• The mentor and learner in the session.
• Admins of the organisation whose course the session was booked under. If a learner belongs to more than one organisation, admins of the other organisations cannot see it.
• Zuvy super admins, for platform support and quality review.

C4. Where Records Are Held and How Long They Are Kept

• Sessions are held and recorded on Zoom, provided by Zoom Communications, Inc.
• Recordings are stored in a private YouTube channel, provided by Google. They are not public and cannot be found through search.
• Transcripts are stored in Zuvy's own database, attached to the session record.
• These providers may store data on servers outside India.
• Recordings and transcripts are kept for 12 months from the session date, then deleted automatically from all of the above.

Full details are in our Privacy Policy.

C5. Your Rights Over Your Personal Data

Under India's Digital Personal Data Protection Act 2023, you have the right to:

• Know what personal data we hold about you and how it is used.
• Ask us to correct or update inaccurate data.
• Ask us to delete your data when it is no longer needed for the purpose it was collected.
• Withdraw your consent at any time. Withdrawing does not affect sessions already recorded before you withdrew.
• Nominate someone to exercise these rights on your behalf if you are unable to.
• Raise a complaint with us, and if you are not satisfied with the response, with the Data Protection Board of India.

C6. Learners Under 18

• If you are under 18, a parent or legal guardian must give consent before you can book a session. Zuvy will verify that the person giving consent is your parent or guardian.
• Your parent or guardian can exercise the rights in C5 on your behalf, including withdrawing consent.
• Session recordings and records of learners under 18 are used only for their education and safety. They are not used for advertising or any other purpose.

C7. Conduct

Both mentors and learners agree to:

• Treat each other with respect and professionalism.
• Keep session discussions relevant to the learner's learning and career goals.
• Not record, share, or publish any session or transcript outside Zuvy without the other person's permission.
• Not use sessions to sell products or services, or to collect personal information for purposes unrelated to mentorship.

Zuvy may suspend mentorship access for anyone who breaks these rules.

C8. Notifications

• You will receive in app and email notifications for bookings, cancellations, reschedules, and reminders.
• Mentors may adjust reminder timing and switch off email notifications while keeping in app ones.

C9. Time Zone

• All session times are shown in a single time zone, Indian Standard Time. Mentors and learners are currently expected to be in the same time zone.

C10. Changes to These Terms

Zuvy may update these terms as the mentorship programme changes. The date at the top of this page shows when they were last updated.

C11. Contact

For questions about these terms or a session, contact team@zuvy.org.