Data Protection

1. Purpose
This policy outlines the framework for protecting personal and sensitive data collected, processed, stored, and transmitted by Prompt Personnel Pvt Ltd to comply with applicable data protection laws, ensure the privacy of stakeholders, and safeguard business operations.

2. Scope
This policy applies to all employees, contractors, clients, candidates, vendors, and third-party service providers who handle or have access to data managed by Prompt Personnel Pvt Ltd.

3. Definitions

• Personal Data: Any information that can identify an individual, such as name, contact details, identification numbers, or employment history.
• Sensitive Personal Data: Includes financial details, health information, biometric data, or other information classified as sensitive under applicable laws.
• Data Subject: Any individual whose personal data is collected or processed by the company.

4. Data Protection Principles

Prompt Personnel Pvt Ltd is committed to the following principles:

1. Lawfulness, Fairness, and Transparency: Data is collected and processed lawfully, fairly, and transparently.
2. Purpose Limitation: Data is collected for specific, explicit, and legitimate purposes.
3. Data Minimization: Only data necessary for the intended purpose is collected and processed.
4. Accuracy: Data is accurate and kept up to date.
5. Storage Limitation: Data is stored only for as long as necessary for the purpose it was collected.
6. Integrity and Confidentiality: Data is handled securely to prevent unauthorized access or loss.

5. Collection of Data

We collect personal and sensitive personal data for the following purposes:

• Recruitment and staffing services.
• Client relationship management.
• Legal and contractual compliance.
• Payroll processing and benefits administration.
• Marketing and business development.

6. Data Usage

• Personal data is used strictly for the purpose it was collected.
• Candidates’ data is shared with clients only after obtaining explicit consent.
• Data may be processed for analytics to improve services, but in a de-identified format.

7. Data Security Measures

Prompt Personnel Pvt Ltd implements robust security measures to safeguard data, including:

• Use of encrypted storage and communication.
• Role-based access controls to limit data access.
• Regular vulnerability assessments and audits.
• Training employees on data protection practices

8. Data Sharing and Transfers

• Personal data is shared with clients, third-party vendors, or service providers only when necessary and after ensuring adequate safeguards.
• Cross-border data transfers comply with applicable international data protection laws.

9. Breach Management

In the event of a data breach:

• The incident will be reported to the IT team immediately.
• Affected parties will be notified as per legal requirements.
• Measures will be taken to mitigate further risks.

10. Responsibilities

• Employees: Must comply with this policy and protect data in their possession.
• IT Department: Ensures security measures are implemented and maintained.

11. Policy Review

This policy will be reviewed annually or as required by changes in law or business operations.

12. Non-Compliance

Non-compliance with this policy will result in disciplinary action, up to and including termination of employment or contract.