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DARWINBOX PRIVACY POLICY

Your Privacy Is Our Priority

We're here to help and answer any question you might have. We look forward to hearing from you.

Introduction​

Darwinbox provides an HRMS (Human Resource Management System) application that is used by our customers to manage HR activities. This privacy policy applies to all our customers as well as other general users/ website visitors.

Our Privacy Policy describes how Darwinbox collects, uses, and discloses information, and what choices you have with respect to the information. Darwinbox is the controller for the personal data discussed in this Privacy Statement, except as noted in the “Darwinbox as a Service Provider” section below.

Darwinbox as a service provider

Darwinbox customers are organizations such as businesses, who use our services to help them manage personnel and applicants. Darwinbox processes personal data in these services only according to our customers’ instructions. If you have questions about personal data, you have entered a Darwinbox service used by one of our customers or want to exercise any of your rights regarding your personal data, our customer contract requires that we redirect your inquiry back to that Darwinbox customer.

Personal Data We Collect

Personal Data We Collect Directly from You

Website

As a visitor to the Website, you may choose to provide us with your personal data such as:

  • First name
  • Last name
  • Business email
  • Phone number
  • Company name
  • Job level
  • Functional role
  • Street address

To access some areas of the Website, you will need to have account authentication credentials. As part of your account, you may choose to provide us with additional data, such as:

  • A photo
  • Social media profiles
  • Areas of expertis

Account Management

We collect business contact information for account management purposes related to the use of Darwinbox software-as-a-service applications or professional services.

Cookies, Web Beacons, and Other Similar Technologies

Darwinbox may use website tracking technologies to observe your activities, interactions, preferences, transactional information, and other computer and connection information (such as an IP (Internet Protocol) address) relating to your use of our websites and services. We may also use log files, cookies, and similar technologies to collect information about the pages you view, links you click, and other actions you take when accessing our website or emails.

If Darwinbox collects any other personal data from you, we will explain the purposes at the time we collect it.

Darwinbox Resource Authentication

If you use certain systems provided by Darwinbox we will collect data from you to enable multifactor authentication. Users will be able to choose an offered multifactor method, which may require additional information, such as mobile number, email address, or unique verification identifier.

Other Information

If Darwinbox collects any other personal data from you, we will explain the purposes at the time we collect it.

Personal Data Obtained from Third-Party Sources

Darwinbox may also collect business contact information about you from other sources including third parties from whom we have purchased business contact information and from publicly accessible websites, such as your company’s website, professional network services, or press releases. Business contact information may include:

  • First name
  • Last name
  • Business email
  • Phone number
  • Company name
  • Job level
  • Functional role
  • Business street address
  • Online identifier
  • Employment history

In some instances, Darwinbox may combine personal data you have provided to us with personal data collected from other sources as described above. We process this data to update, expand, and analyze our existing marketing records; identify new customers; create more tailored advertising or website experiences; and send marketing emails.

How we use your Personal Data

To Contact you

Darwinbox uses the data we collect about you to provide Darwinbox websites, services, and support. For example, if you provide data to us in a “Contact Us” form, we will use your data to respond to the request.

Darwinbox uses your personal data and information about your activity on our websites to contact you for marketing purposes in accordance with your marketing preferences, including telemarketing calls, and to send marketing emails that we believe may be of interest to you, such as product announcements, newsletters, educational materials, and details on upcoming events. We also use it to send administrative information, such as notices related to products, services, or policy changes.

To Plan and Manage Events

Darwinbox uses your data for event planning and management, including registration, billing, and connecting with other event attendees, or to contact you further about relevant products and services. Any information you provide about emergency contacts or dietary preferences would be used for your safety and health purposes.

For Improvement Purposes

Darwinbox uses the data we collect to understand how our websites and services are being used and to make improvements. For example, we may solicit your feedback about your experience using our services, and ways that we can improve those services.

For Security and Investigations

Darwinbox may use your information to diagnose website technical problems, as well as to prevent, detect, mitigate, and investigate potential security issues, as well as fraudulent or illegal activity.

To Personalize Your Experience

Darwinbox also may use your data to personalize your experience on our websites. Darwinbox or our service providers use website tracking technologies to display products, features, or content that are tailored to your interests and to present advertising on other sites.

Disclosure of Data

Affiliates and Service Providers

Darwinbox may share data with Darwinbox affiliates and third-party service providers, or vendors contracted to provide services on our behalf. These third-party service providers or vendors may use data we provide to them only as instructed by Darwinbox.

Additional Disclosures

Darwinbox may disclose data if we have a good faith belief that such action is necessary to (a) conform to legal requirements or comply with legal processes; (b) protect and defend our rights or property; (c) enforce the website Terms and Conditions; and/or (d) act to protect the interests of our users or others.

If Darwinbox 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 data may be among the assets transferred.

Darwinbox does not sell personal data that we collect or process under this Privacy Statement.

International Data Transfers

Darwinbox operates as a global business and may transfer, store, or process your personal data in a country outside your authority, including countries outside the European Economic Area (“EEA”). However, we have taken appropriate safeguards with respect to the protection of your privacy, fundamental rights and freedoms, and the exercise of your rights. For example, if we transfer personal data from the EEA to a country outside it, such as the United States, we will implement an appropriate data transfer solution such as entering EU standard contractual clauses with the data importer or taking other measures to provide an adequate level of data protection under EU law.

Data retention

Darwinbox will retain your personal data at least if necessary to fulfil the service that you have requested, comply with any laws or regulations, resolve disputes, and enforce our agreements. Darwinbox may retain your data longer for a legitimate business interest where business benefit is not outweighed by your personal rights and freedoms. Data entered a Darwinbox enterprise service is retained in accordance with any applicable agreement between Darwinbox and its customer.

Your Rights Over your personal Data

Depending on where you are located, you may have certain legal rights over the personal data we hold about you, subject to local privacy laws. These may include the right to:

  • Access the personal data we hold about you
  • Have incorrect personal data updated or deleted
  • Have your personal data deleted
  • Restrict the processing of your personal data
  • Object to the processing of your personal data carried out based on our legitimate interests or for direct marketing purposes
  • Receive a copy of your personal data in an electronic and machine-readable format
  • Not be subject to a decision based solely on automated processing, including profiling, which produces legal effects or otherwise significantly affects you (“Automated Decision-Making”). Darwinbox does not perform Automated Decision-Making as part of the processing activities covered by this Privacy Statement.
  • Receive the categories of sources from whom we collected your personal data
  • opt out of marketing communications at any time by clicking on the “Unsubscribe” or “opt out” link in marketing emails we send you or by contacting us
  • Complain to a regulator or data protection authority about our collection and use of your personal data. For more information, please contact your local data protection authority.

Darwinbox will not discriminate against you for exercising your rights.

You, or an authorized individual that we can verify is acting on your behalf, can exercise the applicable rights by contacting us using the contact details at the bottom of this Privacy Statement or by submitting your request through privacy@darwinbox.com

If your personal data has been submitted to us by or on behalf of a Darwinbox customer and you wish to exercise any rights you may have under applicable data protection laws, please inquire with the applicable customer directly.

Legal Basis for Processing Personal Data

Our legal grounds for collecting and using your personal data as described in this Privacy Statement fall into the following four categories.

  • Consent​ : In some cases, we ask you for your consent to process your personal data, such as when we need your consent for marketing purposes. You can withdraw your consent at any time, which will not affect the lawfulness of the processing before your consent is withdrawn. If you would like to withdraw your consent, you can do so by contacting us as provided in the How to Contact Us section below.

  • Legitimate Interest :​ We process certain data for the legitimate interests of Darwinbox, our affiliates, our partners, or our customers. These legitimate interests include, for example, contacting you to provide support or sending you marketing information (subject to applicable law); detecting, preventing, and investigating illegal activities and potential security issues; and maintaining and improving the Website and mobile applications. We will rely on our legitimate interests for processing personal data only after balancing our interests and rights against the impact of the processing on individuals.

  • Performance of a Contract :​ Sometimes we process personal data to perform our obligations under an agreement with you. For example, we use payment information you provide when you register for an event to process your payment.

  • Other Legal Bases :​ ​ In some cases, we may have a legal obligation to process your personal data, such as in response to a court or regulator order. We also may need to process your personal data to protect vital interests, or to exercise, establish, or defend legal claims.

Security

We use technical and organizational measures that provide a level of security appropriate to the risk of processing your personal data. However, the security of information transmitted through the internet can never be guaranteed. You are responsible for maintaining the security of your password or other form of authentication involved in accessing password-protected or secured resources.

Changes to this privacy statement

This Privacy Statement may be amended or revised from time to time at the discretion of Darwinbox. Changes to this Privacy Statement will be posted on the Website and links to the Privacy Statement will indicate that the statement has been changed or updated. If we propose to make any material changes, we will provide notice on this page prior to the change becoming effective. We encourage you to periodically review this Privacy Statement for the latest information on our privacy practices.

How to Contact us

You can contact us about this privacy policy or the use of our services.

If you have any questions or queries regarding this Policy, you may contact us through email at support@darwinbox.com. You may also contact us at our mailing address below:

Darwinbox Digital Solutions Private Limited
Third Floor, Above Vellanki Foods
Plot no 17, Madhapur Road
Opp. Best Western Jubilee Ridge
Kavuri Hills, Hyderabad
Telangana, 500033.

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