Data Privacy Policy

1. Data Security Policy

CareerNaksha is committed to safeguarding all personal and professional information of our clients, employees, and stakeholders. This policy outlines the measures and processes to ensure data security and compliance.

Stage 1: Information Sharing

• ● Who Can Share Information:
  • ○ Only authorized personnel, such as HR, team leads, and managers, are permitted to share sensitive information.
  • ○ Access will be granted based on job roles and responsibilities that necessitate handling data.
• ● When Information Can Be Shared:
  • ○ Information can be shared during official meetings, performance reviews, client engagements, or any other authorized company activity.
  • ○ All information shared should have a legitimate purpose, and the sharing process must be logged for record-keeping.
• ● Where Information Can Be Shared:
  • ○ Information sharing must take place in secure environments such as office premises, secure communication channels (encrypted emails, approved collaboration tools), or during in-person meetings.
  • ○ Any information shared outside of these environments must have prior approval from the data controller or the designated compliance officer.

Stage 2: Access Control and Approval

• ● Data Access Control:
  • ○ Access to sensitive information will be restricted to specific individuals whose roles require such access.
  • ○ All access requests must go through a formal approval process. A request form must be submitted, stating the purpose and duration for which access is needed.
• ● Approval Process:
  • ○ Requests will be reviewed by the Data Security Committee and must be approved by the HR Manager or Compliance Officer.
  • ○ Temporary access will have a specific expiration date, and renewal must go through the same approval process.
  • ○ Access logs will be maintained to track who accessed data and when.

Stage 3: Who Has Access

• ● Authorized Personnel:
  • ○ The following personnel will have access to specific data sets:
  • ■ HR Team: Employee records, personal details, payroll information
  • ■ IT Team: System access details, login credentials, and infrastructure management
  • ■ Counselors: Client information relevant to their counseling sessions
  • ■ Operations Team: Operational data necessary for managing business functions
• ● Access Review and Monitoring:
  • ○ Regular audits will be conducted every quarter to ensure that only authorized personnel have access to necessary data.
  • ○ Any unauthorized access or potential security breaches will be immediately investigated, and access will be revoked if necessary.

2. Data Privacy Policy

This policy governs the handling of personal information, including contact details, bank details, and other personal information collected by Career Naksha. Our aim is to ensure the privacy and protection of all such information.

Personal Information Collection

• ● Type of Information Collected:
  • ○ Contact details: Email, phone numbers, and residential addresses
  • ○ Bank details: Account numbers, IFSC codes, and other related banking information
  • ○ Parents’ details: Contact information, occupation, and educational background
• ● Purpose of Collection:
  • ○ Personal information is collected strictly for business purposes, including HR management, counseling services, payroll processing, and client relations.
  • ○ All collected data will be used only for the purposes stated at the time of collection.

Access and Control

• ● Access to Personal Information:
  • ○ Access to personal information is restricted to authorized personnel (HR, Finance, Counselors) based on their role.
  • ○ Any other requests for access must go through the approval process outlined in the Data Security Policy.
• ● Protection Measures:
  • ○ All data will be stored in secure databases with encryption and firewall protection.
  • ○ Access to data systems will be monitored, and two-factor authentication (2FA) will be enforced for sensitive information.

Data Sharing and Third-Party Involvement

• ● Personal information will not be shared with any third party without the explicit consent of the individual.
• ● Any collaboration with third parties will require them to sign a Non-Disclosure Agreement (NDA) and adhere to our data security and privacy policies.

Retention and Deletion

• ● Personal information will be retained only for as long as necessary to fulfill the purpose for which it was collected or as required by law.
• ● Upon termination of employment or service, personal information will be securely deleted from our systems within 30 days, unless retention is legally required.

3. Compliance and Accountability

• ● All employees must undergo mandatory training on data security and privacy policies upon joining and annually thereafter.
• ● Any breach of this policy will result in disciplinary action, which may include termination of employment or legal proceedings.

4. Reporting and Auditing

• ● Employees are encouraged to report any data security or privacy concerns immediately to the Compliance Officer or the HR department.
• ● Regular internal audits will be conducted to ensure compliance with this policy.

5. Policy Updates

• ● CareerNaksha reserves the right to update this policy as necessary to comply with legal and regulatory changes or to improve its data protection mechanisms. All changes will be communicated to employees and clients promptly.