Overview

The data protection procedure includes standards to be used for effective execution of the data protection and privacy mechanism.

This document is intended to provide an overview of the organisation’s data protection and privacy roadmap.  This document is to be used as a reference for all Softweb Technologies Pvt. Ltd.’s employees to clearly understand the standards and procedures put in place to protect organisational data.

Scope

This Procedure sets the minimum standard and shall guide all Softweb Technologies Pvt. Ltd.’s employees and Agents even if local law is less restrictive. Supplemental procedures and practices will be developed as needed to meet the local legal or departmental requirements. Supplemental procedures and practices may provide for more strict or specific privacy and protection standards than are outlined in this Procedure.

 

Statement

Softweb Technologies Pvt. Ltd. is committed to protecting the privacy and confidentiality of Personal Information about its employees, customers, business partners and other identifiable individuals. Softweb Technologies Pvt. Ltd.’s procedures, guidelines and actions support this commitment to protecting Personal Information.  Each employee bears a personal responsibility for complying with this Procedure in the fulfilment of their responsibilities at Softweb Technologies Pvt. Ltd.

Details

Privacy

Softweb Technologies Pvt. Ltd. respects the privacy of its employees and third parties such as customers, business partners, vendors, service providers, suppliers, former employees and candidates for employment and recognizes the need for appropriate protection and management of Personal Information. Softweb Technologies Pvt. Ltd. is guided by the following principles in Processing Personal Information:

• Notice
• Choice
• Accountability for onward transfer
• Security
• Data integrity and purpose limitation
• Access
• Recourse, Enforcement and Liability

Notice

When collecting Personal Information directly from individuals, Softweb Technologies Pvt. Ltd. strives to provide clear and appropriate notice about the:

• Purposes for which it collects and uses their Personal Information
• Types of non-Agent third parties to which Softweb Technologies Pvt. Ltd. may disclose that information

Choice

Generally, Softweb Technologies Pvt. Ltd. offers individuals a choice regarding how they Process Personal Information, including the opportunity to choose to opt-out of further Processing or, in certain circumstances, to opt-in. However, explicit consent from individuals is not required when Processing Personal Information for:

• Purposes consistent with the purpose for which it was originally collected or subsequently authorised by the individual,
• Purposes necessary to carry out a transaction relationship,
• Purposes necessary to comply with legal requirements, or
• Disclosure to an Agent.

Accountability For Onward Transfer

In regard to the transfer of Personal Information to either an Agent or Controller, Softweb Technologies Pvt. Ltd. strives to take reasonable and appropriate steps to:

• Transfer such Personal Information only for specified purposes and limit the Agent or Controller’s use of that information for those specified purposes,
• Obligate the Agent or Controller to provide at least the same level of privacy protection as is required by this Procedure
• Help ensure that the Agent or Controller effectively Processes the Personal Information in a manner consistent with its obligations under this Procedure,
• Require the Agent or Controller to notify Softweb Technologies Pvt. Ltd. if the Agent   or Controller determines it can no longer meet its obligation to provide the same level of protection as is required by this Procedure, and
• Upon notice from the Agent or Controller, take further steps to help stop and remediate any unauthorised Processing.

Security

Softweb Technologies Pvt. Ltd. takes reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into due account the risks involved in the processing and the nature of the Personal Information.

Data Integrity And Purpose Limitation

Softweb Technologies Pvt. Ltd. will only process Personal Information in a way that is compatible with the purpose for which it has been collected or subsequently authorised by the individual. Softweb Technologies Pvt. Ltd. shall take steps to help ensure that Personal Information is accurate, reliable, current and relevant to its intended use.

Access

Softweb Technologies Pvt. Ltd. provides individuals with reasonable access to their Personal Information for purposes of correcting, amending or deleting that information where it is inaccurate or has been processed in violation of Softweb Technologies Pvt. Ltd.’s data privacy principles.

Recourse, Enforcement And Liability

Violation of this Procedure by an employee or contractor of Softweb Technologies Pvt. Ltd. will result in appropriate discipline up to and including termination. Violation by an Agent, Controller or other third party of this Procedure or Softweb Technologies Pvt. Ltd.’s privacy requirements will result in the exercise of appropriate legal remedies available at law or in equity including termination for material breach of contract.

Data Retention

Softweb Technologies Pvt. Ltd. retain Data Subjects’ personal data only as long as necessary for the purposes outlined in this Policy or as required under applicable law. Data no longer required will be securely deleted or anonymised.

Cross Border Data Transfer

If Data Subjects’ data is transferred outside India, it will be protected through contractual safeguards or adequate jurisdictional protections, as permitted under applicable law.

Children’s Privacy

Our services are not directed to individuals under the age of 16, and we do not knowingly collect personal information from children. If Softweb Technologies Pvt. Ltd. become aware of such data being collected, we will take appropriate steps to delete it.

Your Rights as a Data Principal

Under the Digital Personal Data Protection Act, 2023, Softweb Technologies Pvt. Ltd. have the following rights:

• Right to Access: You can request access to your personal data.
• Right to Correction: You can request correction or updating of your data.
• Right to Erasure: You may request deletion of your personal data under certain circumstances.
• Right to Withdraw Consent: You may withdraw consent at any time, affecting future processing.
• Right to Grievance Redressal: You may raise concerns with our Grievance Officer.

 

To exercise these rights, please write to us at kol@softweb.co.in

 

Purpose Of Collecting And Use Of Personal Information

Softweb Technologies Pvt. Ltd. may from time to time process certain Personal Information from or about employees and third parties such as customers, business partners, vendors, service providers, suppliers, former employees and candidates for employment, including information recorded on various media as well as electronic data.

Softweb Technologies Pvt. Ltd. will use that Personal Information to provide customers, business partners, vendors, service partners and suppliers with information and services and to help Softweb Technologies Pvt. Ltd. personnel better understand the needs and interests of these customers, business partners, vendors, service partners and suppliers. Specifically, Softweb Technologies Pvt. Ltd. uses information to help complete a transaction or order, to facilitate communication, to market and sell products and services, to deliver products/services, to bill for purchased products/services, and to provide ongoing service and support. Occasionally, Softweb Technologies Pvt. Ltd. personnel may use Personal Information to contact customers, business partners, vendors, service partners and suppliers to complete surveys that are used for marketing and quality assurance purposes.

Softweb Technologies Pvt. Ltd. may also share Personal Information with its business partners, vendors, service providers and suppliers to the extent needed to support the customers’ business needs. Suppliers are required to keep confidential Personal Information received from Softweb Technologies Pvt. Ltd. and shall not use it for any purpose other than as originally intended or subsequently authorised or permitted.

Softweb Technologies Pvt. Ltd. also collects Human Resources Data in connection with the administration of its Human Resources programs and functions and for the purpose of communicating with its employees. These programs and functions may include compensation and benefit programs, employee development planning and review, performance appraisals, training, business travel expense and tuition reimbursement, identification cards, access to Softweb Technologies Pvt. Ltd. facilities and computer networks, employee profiles, internal employee directories, Human Resource record keeping, and other employment-related purposes. Softweb Technologies Pvt. Ltd. also collects and uses Personal Information to consider candidates for employment opportunities within Softweb Technologies Pvt. Ltd. Human Resources Data may be shared with third-party vendors and service providers for the purpose of enabling the vendor or service provider to provide service and/or support to Softweb Technologies Pvt. Ltd. in connection with these Human Resources programs and functions. Softweb Technologies Pvt. Ltd. will not share Human Resources Data with third parties for non-employment-related purposes. Softweb Technologies Pvt. Ltd. requires third parties receiving Personal Information to apply the same level of privacy protection as contained in this Procedure and as required by applicable law.

 

Administration

 

Roles And Responsibilities

Responsibility for compliance with this Procedure rests with the heads of the individual functions, business units and departments together with any individual employees collecting, using or otherwise processing Personal Information. Business unit, function and department heads, in coordination with the Legal Department, are responsible for implementing further standards, guidelines and procedures that uphold this Procedure, and for assigning day-to-day responsibilities for privacy protection to specific personnel for enforcement and monitoring.

 

Implementation

This Procedure is meant to be implemented in conjunction with supplementary data privacy policies specific to a region, country or department, if required. These supplementary data privacy policies will account for differences in data protection requirements by jurisdiction or function and will specify individual roles and responsibilities. Softweb Technologies Pvt. Ltd. business units, functions or facilities will implement supplementary data privacy policies as required to be in compliance with applicable laws.

Interpretation

In the event of any conflict between this Procedure and any supplemental data privacy guidelines, this Procedure will supersede the supplemental data privacy guidelines to the extent that the supplemental data privacy guidelines are less restrictive. Local data privacy guidelines may provide for stricter data privacy and protection standards than are set forth in this Procedure. In the event local data privacy law provides for stricter data privacy and protection than this Procedure, the local data privacy law will supersede this Procedure in that jurisdiction to the extent necessary to comply with stricter local law.

 

Enforcement

All users of Softweb Technologies Pvt. Ltd. who violate this policy may be subject to appropriate corrective action, including disciplinary measures.

Data Collection:

Softweb Technologies Pvt. Ltd. collects data from users in four main ways.

– Registration screens and online forms
– Sales inquiries
– In e-mails sent to Softweb Technologies Pvt. Ltd., from users
– Through automated means such as communications protocols and cookies

Softweb Technologies Pvt. Ltd. may receive data from you as part of the communication connection itself – the standard electronic greeting between your computer, the network, and our servers. This information often includes network routing (where you came from), equipment information (browser type), and date and time. At this time, our server will also query your computer to see if there are “cookies” previously set by Softweb Technologies Pvt. Ltd., to facilitate login or other site navigation procedures. The information collected by cookies is used to enhance security and improve the functionality of the Web site by preventing duplicate data entry, facilitating navigation, and increasing content relevance. Cookies on the site may collect the following information: a unique identifier, user preferences and profile information used to personalise the content that is shown, and membership information to access Softweb Technologies Pvt. Ltd.’s online communities. Some cookies used by Softweb Technologies Pvt. Ltd. may remain on the user’s computer after they leave the website, but the majority are set to expire within 30 – 120 days. Cookies also serve as a convenience to users by creating a more streamlined login process, keeping track of shopping cart additions and preserving order information between sessions. In the future, as we enable further customisation of the site, cookies will help ensure that information provided to you will be the most relevant to your needs.

While we don’t offer an opt-out on the site for cookies, browsers do provide you with information and control over cookies. You can set your Web browser to alert you when a cookie is being used. You can also get information on the duration of the cookie, and to learn what server your information is being returned to. You then have the opportunity to accept or reject the cookie. Additionally, you may set your browser to refuse all cookies or accept only cookies returned to the originating servers. Users may generally disable the cookie feature on their browser without affecting their ability to use the site, except in some cases where cookies are used as an essential security feature necessary for transaction completion. To learn more about cookies and browser functionality relating to cookies please search for “cookies” in the help function of your browser.