Digital Personal Data Protection Policy

Effective Date: 25 August 26

At ACE HR, we recognize the importance of protecting personal data and respecting the privacy of individuals. As an HR and recruitment organization, we may handle personal information relating to candidates, employees, clients, business representatives, and website visitors.

This Digital Personal Data Protection Policy explains how ACE HR approaches the collection, use, processing, storage, sharing, and protection of digital personal data.

This policy should be read together with our Privacy Policy, Cookies Policy, Terms & Conditions, and other applicable policies.

1. Applicable Data Protection Law

ACE HR aims to handle personal data in accordance with applicable data protection and privacy laws in India, including the Digital Personal Data Protection Act, 2023 (DPDP Act), together with applicable rules, regulations, notifications, and amendments.

The rights and obligations applicable to a particular individual or processing activity may depend on the circumstances and applicable law.

2. Personal Data We May Collect

Depending on your interaction with ACE HR, we may collect personal data such as:

• Full name
• Email address
• Phone number
• Address
• Date of birth, where reasonably required
• Resume or CV
• Educational qualifications
• Professional experience
• Employment history
• Skills and certifications
• Job preferences
• Salary expectations
• Company name and designation
• Recruitment requirements
• Information submitted through contact or application forms
• Communication records
• Other information voluntarily provided by you

We aim to collect only information that is reasonably necessary for the relevant purpose.

3. How We Collect Personal Data

ACE HR may collect personal data directly from individuals through:

• Contact forms
• Job application forms
• Resume submission forms
• Recruitment enquiries
• Website forms
• Email communication
• Phone communication
• WhatsApp or other communication channels
• Direct communication with our team
• Business enquiries

Personal data may also be received from clients, recruitment partners, or other legitimate sources where permitted by applicable law.

4. Purpose of Processing Personal Data

ACE HR may process personal data for legitimate business and recruitment-related purposes, including:

• Processing job applications
• Identifying suitable employment opportunities
• Matching candidates with employers
• Providing recruitment services
• Providing HR services
• Responding to enquiries
• Communicating with candidates and clients
• Understanding client recruitment requirements
• Managing business relationships
• Maintaining business and recruitment records
• Improving our website and services
• Website security and fraud prevention
• Complying with applicable legal and regulatory requirements

We aim to use personal data only for appropriate and relevant purposes.

5. Consent

Where consent is required under applicable law, ACE HR will seek consent before processing personal data for the relevant purpose.

Where processing is based on consent, an individual may have the right to withdraw consent in accordance with applicable law.

Withdrawal of consent may affect our ability to provide certain services where the relevant processing is necessary to provide those services.

6. Candidate Personal Data

Candidates may provide ACE HR with resumes, CVs, qualifications, employment history, skills, contact information, and other professional information.

ACE HR may use this information for recruitment purposes, including evaluating candidates and identifying potentially suitable employment opportunities.

Where appropriate and permitted by applicable law, relevant candidate information may be shared with prospective employers or clients.

Candidates are responsible for ensuring that information submitted to ACE HR is accurate, complete, and up to date.

7. Client and Business Data

When a company or business contacts ACE HR for recruitment or HR services, we may collect information about the organization and its representatives.

This may include:

• Company name
• Contact person’s name
• Designation
• Email address
• Phone number
• Recruitment requirements
• Staffing requirements
• Business communication
• Other information necessary to provide requested services

This information may be used to communicate with the client and provide appropriate HR or recruitment services.

8. Sharing of Personal Data

Where reasonably necessary and permitted by applicable law, ACE HR may share personal data with:

• Prospective employers
• Recruitment clients
• Authorized employees and representatives
• Service providers
• Website and hosting providers
• Technology providers
• Professional advisors
• Government authorities
• Regulatory authorities
• Other parties where disclosure is required or permitted by law

We aim to limit the information shared to what is reasonably necessary for the relevant purpose.

9. Data Security

ACE HR takes reasonable technical and organizational measures to protect personal data against unauthorized access, misuse, loss, alteration, disclosure, or destruction.

These measures may include appropriate access controls, secure systems, restricted access, and reasonable administrative safeguards.

However, no electronic system, website, or method of internet transmission can be guaranteed to be completely secure.

10. Data Retention

ACE HR may retain personal data for as long as reasonably necessary to:

• Fulfil the purpose for which it was collected
• Provide requested services
• Maintain business and recruitment records
• Manage ongoing relationships
• Resolve disputes
• Meet legal or regulatory requirements
• Protect our legitimate business interests

When personal data is no longer required, we may securely delete, anonymize, or otherwise dispose of it in accordance with applicable law.

11. Rights of Individuals

Subject to applicable law, individuals may have certain rights relating to their personal data.

These rights may include the right to:

• Request information about the processing of personal data
• Request correction of inaccurate or incomplete information
• Request deletion of personal data where applicable
• Withdraw consent where processing is based on consent
• Raise a grievance regarding the processing of personal data
• Exercise other rights available under applicable data protection laws

Requests relating to personal data can be submitted using the contact details provided at the end of this policy.

ACE HR may take reasonable steps to verify the identity of the person making a request before processing certain requests.

12. Grievance Redressal

If you have a concern, complaint, or grievance regarding the processing of your personal data by ACE HR, you may contact us using the details below.

We will review and respond to legitimate privacy and data protection concerns in accordance with applicable law.

Grievance Contact: [Name / Designation]

Email: [Privacy / Grievance Email Address]

Phone: [Phone Number]

13. Children’s Personal Data

ACE HR does not intentionally seek to collect personal data from children where such collection is restricted or regulated by applicable law.

If we become aware that personal data has been collected improperly, we may take appropriate steps in accordance with applicable requirements.

14. Cookies and Similar Technologies

ACE HR may use cookies and similar technologies on its website for purposes such as website functionality, analytics, security, and improving user experience.

For additional information, please refer to our Cookies Policy.

15. Third-Party Services

Our website or services may use third-party platforms or service providers for hosting, analytics, communication, recruitment, technology, or other business functions.

Where these providers process personal data on our behalf, we aim to take reasonable steps to ensure that such processing is handled appropriately and in accordance with applicable requirements.

Third-party services may also have their own privacy policies and terms.

16. Data Breach and Security Incidents

ACE HR takes reasonable measures to protect personal data from security incidents.

If a personal data breach occurs, ACE HR will take appropriate steps as required under applicable law, which may include assessing the incident, taking measures to reduce potential harm, and making required notifications to relevant individuals or authorities where applicable.

17. Accuracy of Personal Data

We encourage individuals to provide accurate and updated personal information.

If you believe that the personal information held by ACE HR is incorrect, incomplete, or outdated, you may contact us and request appropriate correction where applicable.

18. Changes to This Policy

ACE HR may update this Digital Personal Data Protection Policy from time to time to reflect changes in:

• Applicable laws
• Regulations
• Business practices
• Technology
• Data processing activities
• Privacy requirements

Any updated version will be published on this page with a revised effective date where appropriate.

19. Contact Us

If you have any questions, requests, or concerns regarding this Digital Personal Data Protection Policy or the handling of your personal data, please contact us.

ACE HR

Email: [hr@acehrsolution.com]

Phone: [+91 77188 42521]

20. Acknowledgement

By using the ACE HR website or providing personal information to us, you acknowledge that you have had the opportunity to review this policy and understand how ACE HR may handle personal data in accordance with applicable law.

Where consent is required, ACE HR will seek such consent in an appropriate manner.