Privacy Policy
How we collect, use, and protect your personal information at Karya Saarthi.
Karya Saarthi ("we", "us", or "our") operates the career portal at career.karyasaarthi.com. This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have regarding your information.
This policy is compliant with the General Data Protection Regulation (GDPR), the Information Technology Act, 2000 (India), and the Digital Personal Data Protection Act, 2023 (India). By using our portal, you consent to the practices described herein.
1. Data We Collect
We collect the following categories of personal data when you register, apply for positions, or interact with our portal:
2. Why We Collect It
Your personal data is collected for the following lawful purposes:
- Job Applications: To process and evaluate your applications for internships, vendor partnerships, campus ambassador roles, freelancer positions, and full-time employment.
- Communication: To contact you regarding application status updates, interview scheduling, offer letters, and general correspondence.
- Attendance & Work Management: To track attendance, project assignments, and performance for onboarded candidates.
- Payroll & Payments: To process stipends, salaries, commissions, and vendor payments through authorised payment partners.
3. How We Use Your Data
We are committed to responsible data use:
Your data is never sold to, rented to, or shared with third parties for marketing purposes.
- Data is used strictly for recruitment, onboarding, and internal HR operations.
- We may use anonymised, aggregated data for internal analytics to improve our hiring processes.
- Data may be shared with authorised third-party service providers solely to fulfil the purposes stated in Section 2 (e.g., payment processing, email delivery).
4. Data Storage & Security
We take the security of your personal data seriously and implement industry-standard safeguards:
Encrypted Servers
All data is stored on encrypted servers with SSL/TLS encryption for data in transit and AES-256 encryption for data at rest.
Role-Based Access
Access to personal data is restricted through role-based access control (RBAC). Only authorised personnel can view or process your information.
Regular Backups
Automated, encrypted backups ensure your data is recoverable in the event of system failure or security incidents.
Security Audits
We conduct periodic security reviews and vulnerability assessments to maintain the integrity of our systems.
5. Data Retention Period
We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy:
Active Employees / Vendors / Interns
Data is retained for the duration of your engagement with Karya Saarthi, plus any period required by applicable tax and labour laws.
Rejected / Withdrawn Applications
Personal data of candidates whose applications are rejected or withdrawn is permanently deleted within 6 months of the final decision, unless you consent to being considered for future roles.
Account Deletion Requests
If you request deletion of your account, all associated personal data will be removed within 30 days, except where retention is legally mandated.
6. Cookies Policy
Our portal uses cookies to enhance your browsing experience and gather analytical data:
| Cookie Type | Purpose | Consent |
|---|---|---|
| Functional | Session management, login state, form preferences | Essential |
| Analytics | Page views, traffic sources, user behaviour (via GA4) | Implied |
| Marketing | Targeted campaigns, retargeting pixels | Explicit Only |
Marketing cookies are loaded only after you provide explicit consent through our cookie banner. You may withdraw consent at any time through your browser settings.
7. Third-Party Services
We integrate with the following trusted third-party services to operate our platform. Each provider is bound by their own privacy policy and data processing agreements:
Razorpay
Payment processing for stipends, commissions, and vendor payouts. Razorpay is PCI-DSS Level 1 compliant.
Google Analytics 4 (GA4)
Website traffic analysis and user behaviour insights. Data is anonymised and no personally identifiable information is shared.
SendGrid (Twilio)
Transactional email delivery for application confirmations, status updates, offer letters, and account notifications.
Meta WhatsApp Business API
Automated WhatsApp notifications for interview scheduling, onboarding updates, and critical alerts via the official Meta Business Platform.
8. Your Rights
Under applicable data protection laws (including the GDPR and the Digital Personal Data Protection Act, 2023), you have the following rights:
Right to Access
Request a copy of all personal data we hold about you.
Right to Correction
Request correction of any inaccurate or incomplete data.
Right to Export
Request your data in a portable, machine-readable format (CSV/JSON).
Right to Deletion
Request permanent erasure of your personal data, subject to legal obligations.
To exercise any of these rights, send an email to hr@karyasaarthi.com with the subject line "Data Rights Request". We will respond to your request within 30 calendar days.
9. Data of Minors
Our career portal is intended for individuals who are 18 years of age or older. We do not knowingly collect, process, or store personal data from anyone under the age of 18.
If we become aware that we have inadvertently collected personal data from a minor, we will take immediate steps to delete such data from our systems. If you believe a minor has submitted data through our portal, please contact us at privacy@karyasaarthi.com.
10. Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes:
- We will notify you by email at the address registered with your account.
- A prominent notice will be displayed on this page with the updated effective date.
- Continued use of the portal after the effective date constitutes acceptance of the revised policy.
11. Contact the Data Protection Officer
If you have any questions, concerns, or complaints about this Privacy Policy or how we handle your personal data, please contact our Data Protection Officer:
We aim to resolve all privacy-related inquiries within 30 calendar days. If you are not satisfied with our response, you have the right to lodge a complaint with the relevant supervisory authority under applicable data protection legislation.
Your Privacy Matters to Us
At Karya Saarthi, protecting your personal data is not just a legal obligation -- it is a core value. We are committed to transparency, security, and respect for your rights. Hum Hai Aapke Saarthi!