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PRIVACY NOTICE AND CONSENT: EMPLOYEE ONBOARDING

 

1. Introduction

Jakson, India together with its affiliates and subsidiaries (collectively referred to as the “Company” or “Jakson” or “Us” and also indicated by “us”, “we” or “our”) is committed to protecting your personal information when you are using our services.

This privacy notice describes that how we use, store and process your personal information. Please read this privacy notice before submitting any personal information. This notice is subject to changes and updates from to time, as may be deemed appropriate by us or subject to requirement of any applicable rules/regulations. You are requested to read, review and understand the privacy notice carefully and if required through the concerned official of Jakson or you may write to us at the email address herein provided in this policy, to make sure that you understand how any personal information you provide will be processed.

2. Purpose

The purpose of this notice is to highlight various obligations, best practices and tools that support compliance with data privacy regulations applicable to Jakson in its role as both data fiduciary and data processor.

3. Collection and use of information

This Privacy Notice describes the information that Jakson collects about you; how we use and protect this information; and the choices you can make about how we use this information.

Information we collect

To manage the employee lifecycle activities, Jakson may collect, process or store personal data relating to you and your dependents as declared by you. We may collect information about you from a variety of sources but are not limited to, the information we collect from you directly; information we collect about you through recruitment agencies, or when you visit our sites, and information we collect about you from other sources (as permitted by law). Jakson has implemented organizational, physical, and technical safeguards designed to protect your personal information from unauthorized access, use or disclosure. However, the Jakson shall always be accountable for the information collected from you directly.

How we use this information

Jakson may engage third parties to perform services for its employees, such as payroll processing, medical insurance, background verification process and annual health checks (wherever applicable). From time to time, employee welfare programs may be organized in association with third parties. In addition, personal information about your family members may be collected and processed for insurance registrations and employee welfare programmed on a voluntary basis. During your employment, if you would like further information on the way in which Jakson collects, processes and protects your personal information, please register a request with our Privacy Committee through DPO@jakson.com. We will respond to valid requests in an appropriate timeframe.

Information Sharing

We may share the Personal Information collected from you, with third parties as outlined in this section which may be our:

1. Affiliates :

  1. Our parent company, subsidiaries, joint ventures, group and associate companies under the same Management / control.

2. Business Partners

  1. Service Providers who perform services on behalf of us and which may need information about you to perform their functions including but not limited to authorised service partners, call centre operators, marketing contractors, social media website providers, data entry service providers, IT agencies operating handling or maintaining Sites/Apps, storing/processing information, overseas service providers who work for us etc.
  2. Vendors who are business associates like suppliers, research and development vendors, professional advisors, agents, representatives etc.

3. Legal Authorities

We may share your Personal Information in response to any notice, order, investigation or demand or request or any other communication from a law enforcement agency, autonomous body, judicial or quasi-judicial body which necessitate or mandate the sharing of such personal information, or to otherwise comply with applicable laws.

4. International Sharing AND / OR International Transfers

We are a global company and therefore will use global dealers, distributors, vendors, subcontractors and other business partners, as well as global IT systems and applications. We may require the transfer of PI/SPI to other third parties that are located outside of the Jakson country of business, India. We shall develop a standardized approach for protection of data moving across borders. We will adopt appropriate technical and administrative controls that apply well to cross border data flows to act as an accountability framework for information management as a whole and including natural checkpoints for each step of international transfer.

These entities may use this information for the purposes outlined above.

4. Fairness and Purpose

Jakson will collect adequate, relevant and necessary Personal Information, and will process such information fairly and lawfully for the purpose it is collected. The purpose of collection will be specified no later than at the time of data collection, or on each occasion of change of purpose.

5. Accuracy of information

The information held by Jakson during the course of relation with you, can be checked with you from time to time to ensure that it remains up to date. Should your personal information shared by you undergoes change, in that case you shall notify request to update your details immediately by sending an email to DPO@jakson.com.

6. Distribution of Information

6.1.Information Disclosure

Jakson does not share, sell, rent, or trade personal information collected from you as an employee with third parties for their sole promotional purposes or as otherwise outlined in this Privacy Notice. Jakson may share information with third-party service providers or may engage, appoint, use or otherwise involve third party on its behalf for any activity related to offering of goods or services to you only under a valid contract. These third-party service providers shall only use the information we provide to them as requested and instructed by us (Jakson).

1. Jakson may disclose your Personal Information as we believe to be necessary or appropriate:

  • under applicable law, including laws outside your country of residence;
  • to comply with legal process;
  • to respond to requests from public and government authorities, including public and government authorities outside your country of residence, for national security and/or law enforcement purposes;
  • to enforce our terms and conditions; and
  • to allow us to pursue available remedies or limit the damages that we may sustain.

2. We may share information with governmental agencies or other companies assisting us in fraud prevention or investigation. We may do so when:

  • permitted or required by law; or,
  • trying to protect against or prevent actual or potential fraud or unauthorized transactions; or,
  • Investigating fraud which has already taken place. The information is not provided to these companies for marketing purposes.

If Jakson goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets, your personal information collected during the course of employment may be among the assets transferred. A prominent notice will appear on our website for 30 days after any such change in ownership or control of your personal information along with the updated Privacy Policy and Notice.

6.2.Cross-Border Data Transfers

When conducting business, working on internal projects, or implementing new processes or systems, an operation may require the transfer of personal information to our affiliated entities or third parties that are located outside of the Jakson operation’s country of business. While permissible data transfer mechanisms are defined by applicable law or regulation, examples include:

  • a data transfer agreement with the party who will access or obtain the personal information;
  • notice to and/or approval from a country’s local data protection authority; or
  • notice to and/or consent from the data principals whose data is to be transferred.

7. Consent and Control

7.1. Consent

Consent is often referred to as an individual’s choice to “opt-in” or “opt-out” of the Company’s use of personal information and is usually obtained by a “check box” or signature confirming the individual understands and agrees to the processing of their personal information. At times, express written consent from the individual may be required based on the information processing activity. Jakson receives consent from individuals prior to:

  • collecting, using, or processing their personal information, including sensitive personal information, in certain ways or sharing the individual’s personal information with any third party;
  • transferring the individual’s personal information outside of the individual’s country of residence
  • using or placing web cookies on an individual’s computer or other electronic devices.

7.2. Control of your information

Jakson also provides individuals with the right to control their personal information, which includes the right to access, modify, erase, or restrict certain uses of their information and for withdrawal of earlier given consent to the notice.

You may request to review, correct, update, suppress, or otherwise modify any of your Personal Information that you have previously provided to us. You could update your personal information at any time. If you have privacy concerns regarding access to or the correction of your Personal Information, you can get answers by emailing at Privacy Committee@jakson.com.

While most questions and issues related to access can be handled quickly, complex requests may take more research and time. In such cases, issues will be addressed, or you will be contacted regarding the nature of the problem and appropriate next steps, within 30 days.

8. Data Storage

Your personal information is stored in the application or excel sheet which may be accessible to other functions within Jakson. Jakson may transfer your information to other affiliated entities of Jakson and store the same.

9. Commitment to data security

Your personally identifiable information is kept secure and confidential, until and unless disclosure is required on account of order of any court or tribunal or any other judicial or quasi judicial authority. Only authorized employees (who have agreed to keep information secure and confidential) have access to this information.

Jakson ensures standard security measures to ensure the security of information. Unauthorized access to any document is prohibited and may lead to criminal prosecution.

Use of cookies

We use various technologies to collect and store information when you visit Jakson’s website, and this may include using cookies or similar technologies to identify your browser or device. You can configure your browser to refuse cookies except the essential cookies, or to warn you before a cookie is placed. If you disable cookies, some parts of our websites may not function properly or at all.

10. Retention and Disposal

Jakson provides individuals with the right to control their personal information, which includes the right to access, modify, erase, restrict, transmit, or object to certain uses of their information, however the exercise of the same may affect the quality of services, which shall be intimated to you by Jakson.

We will retain your personal information for as long as you are a part of Jakson or as needed for any legal obligation. If you wish to remove your data or request that we no longer use your information, contact us at DPO@jakson.com. We will respond to your request to access or delete your information within 30 days. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

11. Your Consent

Please refer to the end of this notice for providing your consent. Your consent to personal data collection and processing may be revoked by notifying us via our contact page.

Declaration:

To the extent necessary, to provide employment services to me as an employee of Jakson, I hereby authorize Jakson to:

  • Obtain from me personal information related to me which could, for example, include my residential address, personal telephone number, date of birth, physical disabilities and medical history, etc.
  • Disclose personal information to third parties authorized under contract with Jakson to perform identified services on behalf of Jakson or as may be required by law.
  • Transfer to, process and store my personal information outside Indian Territory with equivalent protection; and
  • Retain adequate documentation of the personal information records in line with applicable laws and lawful business requirements after the termination of employment with Jakson.

If I provide Jakson with personal data relating to my family members or dependents, I hereby represent that I have explicitly informed them of the potential processing and disclosure of their personal data and have obtained the necessary consent from those family members/dependents to enable Jakson to process their personal information.

Note: By selecting “I Agree”, you provide consent that we may collect/ disclose/ transfer/ retain
your personal information in accordance with these terms.