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Privacy Policy

Last Updated: April 23, 2025

1. Introduction

SoftMaji InfoTech Pvt. Ltd. ("SoftMaji", "we", "us", "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, share, and protect the information you provide when using our online Hiring Portal to apply for Fresher, Experienced, Internship, or Training roles.

By using this portal and submitting your application, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

When you apply through our portal, we collect various types of information necessary for the recruitment process, including but not limited to:

  • Personal Identification Information: Your Full Name, Gender, Date of Birth, Contact Number, Email Address, Full Address (Address, City, State, Pincode), and Profile Photo.
  • Identity Verification Information: Aadhar Number and a scanned copy of your Aadhar Card. For Training applicants, another form of Government-issued ID proof may be collected. We treat Aadhar information as sensitive data requiring explicit consent.
  • Educational and Professional Background: Your Qualifications, College Name, Branch/Stream, Year of Passing, Resume/Curriculum Vitae (CV), details of academic or personal projects (optional), LinkedIn/GitHub profile URLs (optional).
  • Employment History (for Experienced roles): Total years of experience, previous company names and designations, Current or Last Drawn Cost-to-Company (CTC), Offer Letters from previous employers, Relieving Letters or Experience Certificates, and Salary Slips (e.g., last 3 months).
  • Internship Specifics: Current Year of Study, Internship Duration sought, Preferred Start Date, College ID card scan, and Bonafide Certificate (optional).
  • Training Specifics: Course you are interested in, preferred Mode (Online/Offline), and available Time Slot.
  • Consent Records: Record of your agreement to this Privacy Policy and data processing terms.

3. How We Use Your Information and Documents

Your personal data and the documents you upload are used exclusively for recruitment and selection purposes related to the role you applied for (Fresher, Experienced, Internship, Training). Specifically, we use your information to:

  • Assess Your Application: Evaluate your skills, qualifications, and experience against the requirements of the role(s) at SoftMaji InfoTech.
  • Verify Information: Confirm your identity, educational background, employment history, and eligibility to work/participate in programs. Your Aadhar card and other ID documents are used solely for verification purposes as required.
  • Communicate With You: Contact you regarding your application status, schedule interviews or assessments, request additional information, and convey hiring decisions.
  • Manage the Recruitment Process: Facilitate internal reviews, interviews, and decision-making processes.
  • Maintain Records: Keep records of the recruitment process for compliance, reporting, and potential future reference (as detailed in Section 6).
  • Legal Compliance: Fulfill any legal or regulatory requirements related to hiring and data processing.

Your documents (Resume, Aadhar, Certificates, Letters, ID Proofs, etc.) are reviewed by authorized personnel (HR, Hiring Managers) solely to evaluate your suitability and verify the claims made in your application.

4. Data Sharing and Disclosure

We respect your privacy and handle your data with care.

  • Internal Access: Your information and documents are shared internally only with individuals directly involved in the recruitment process on a strict need-to-know basis. This includes HR personnel, hiring managers for the relevant department, and potentially interview panelists.
  • Email Transmission: Upon submission, your application details and documents are compiled into a secure ZIP file and automatically sent via email to designated SoftMaji InfoTech email addresses (`business.softmaji@gmail.com` and `hr@softmaji.in`) for processing.
  • Third Parties: We do **not** sell, rent, or trade your personal data to third parties for marketing purposes. We will only share your information with third-party service providers (e.g., background verification agencies, assessment platforms) if it is necessary for the recruitment process, and typically only after informing you or obtaining further specific consent if required.
  • Legal Obligations: We may disclose your information if required to do so by law, court order, or governmental authority.

5. Data Security - Our Commitment

We are strongly committed to ensuring that your information and documents are secure with us. We implement a variety of technical and organizational security measures designed to protect your personal data from unauthorized access, use, disclosure, alteration, loss, or destruction. These measures include:

  • Encryption: Using HTTPS (SSL/TLS encryption) to protect data transmitted between your browser and our server.
  • Secure Storage: Implementing secure practices for storing uploaded files and generated data. Temporary files generated during the submission process (folders, text file, zip file) are automatically deleted from the server after successful transmission via email (as outlined in our processing script).
  • Access Controls: Limiting internal access to your data to authorized personnel only.
  • Secure Handling: Compiling documents into a password-protected (if configured) or standard ZIP archive for secure transmission to designated internal email addresses.
  • Regular Reviews: Periodically reviewing our data collection, storage, and processing practices, including physical security measures, to guard against unauthorized access.

While we take significant steps to safeguard your data and strive to maintain its integrity and confidentiality, please understand that no internet transmission or electronic storage system can be guaranteed to be 100% secure. However, we assure you that we employ industry-standard practices and are dedicated to protecting your information to the best of our ability.

6. Data Storage and Retention

  • Your data is processed and stored primarily within India.
  • If your application is successful, your information will become part of your personnel file and will be governed by our internal employee data policies and relevant employment laws.
  • If your application is unsuccessful, we typically retain your application data (including submitted documents) for a limited period (e.g., 6 to 12 months) for record-keeping purposes, to address any queries about the recruitment process, and potentially to consider you for future suitable openings, unless you request earlier deletion (subject to legal constraints).
  • As mentioned, temporary files created on the web server during submission are programmed to be deleted after the application package is successfully emailed to HR.

7. Your Rights

You have certain rights regarding your personal data. Subject to applicable law, these may include the right to:

  • Request access to the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request erasure of your personal data (the 'right to be forgotten'), under certain conditions.
  • Request restriction of processing of your data, under certain conditions.
  • Withdraw your consent at any time (e.g., for processing Aadhar data), where processing is based on consent. Note that withdrawal does not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact our Human Resources department using the contact details provided below.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We encourage you to review this page periodically. The "Last Updated" date at the top indicates when the policy was last revised.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact our Human Resources department:

Email: hr@softmaji.in

Address: 4/40 Vipul Khand, Gomti Nagar, Lucknow Uttar Pradesh 226010