Candidate Privacy Policy

1. Information We Collect

We collect personal information necessary to evaluate your suitability for open employment positions. This includes:

• Contact details - name, email address, telephone number
• Professional documentation - CV, cover letter, transcripts, references, portfolio samples
• Interview evaluations - technical assessment results and hiring manager notes
• Communications - information you provide during the recruitment process

2. Data Minimization & Document Collection Limits

In compliance with applicable data-protection and privacy requirements, including GDPR, India's Digital Personal Data Protection (DPDP) Act, and other applicable privacy frameworks, DiligenceVault operates under a strict policy of data minimization:

Application & Interview Phase

We do not ordinarily collect, request, or process official government identity markers or Right to Work (RTW) documentation (such as passports, Aadhaar numbers, or Social Security Numbers) from unsuccessful candidates or non-hires.

Conditional Offer & Onboarding Phase (Successful Hires Only)

Right to Work (RTW) verification is conducted exclusively after a formal job offer is accepted. At this stage, we collect necessary identity validation documents and Right-to-Work information to:

• Run mandatory background verifications (BGV)
• Complete required employment documentation
• Execute Confidential Information and Inventions Assignment Agreement (CIIAA)
• Establish legal payroll infrastructure and employment records
• Comply with applicable legal and regulatory requirements

3. Purpose & Lawful Basis for Processing

We process applicant data to evaluate talent capabilities, administer the recruitment process, communicate with candidates, maintain appropriate recruitment records, conduct applicable background verification, and meet applicable legal, regulatory, compliance, and legitimate business requirements.

Depending on the candidate's location and applicable law, DiligenceVault may rely on one or more lawful bases for processing, including:

• Legitimate Interest
• Pre-Contractual Steps
• Legal Obligations
• Consent where required or appropriate

4. Artificial Intelligence in Recruitment

DiligenceVault uses artificial intelligence (AI) and other technology-enabled tools to support certain recruitment activities. Depending on the recruitment process, AI may assist with activities such as:

• Candidate sourcing
• Reviewing or organizing application information
• Interview support and summarization
• Assessment support
• Other recruitment-related activities

5. Retention Schedule

Standard Applications

If your application is unsuccessful for the specific role you applied for, your records will be stored securely within our access-controlled systems for 12 months. This satisfies legal reporting and fair-hiring verification timelines, after which all personal indicators are permanently deleted or fully anonymized as per the applicable law.

Talent Pool

If you explicitly opt into our long-term Talent Pool via our follow-up communication workflows, your CV and matching profile data will be retained for up to 24 months to match against future global hiring needs.

6. Data Security & Storage

All candidate records are stored electronically within our secure, access-controlled Applicant Tracking System (ATS) environments and other authorized corporate HR systems. Access is strictly restricted to designated recruiters, HR personnel, hiring managers, interviewers and other authorized individuals who have a legitimate business need to access candidate information.

7. Sharing of Candidate Information

DiligenceVault may share candidate information with authorized personnel and trusted service providers who support our recruitment and hiring processes, including:

• Applicant Tracking System (ATS) providers
• Recruitment agencies
• Assessment providers
• Background verification providers
• IT or infrastructure service providers

We may also disclose candidate information where required or permitted by applicable law or where necessary to protect our legal rights and interests.

8. Your Global Privacy Rights

Depending on your location and applicable law, you may have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion or erasure of your personal data
• Withdraw consent at any stage of the recruitment process

These rights are subject to applicable legal limitations and exceptions and may vary depending on your jurisdiction.

9. Changes to this Policy

We may update this Policy from time to time to reflect legal, technical or business developments. When we do, we will take appropriate steps to inform you, consistent with the significance of the change. The "Last Updated" date at the top will show when it was last revised.