1. INTRODUCTION
This Privacy Statement is applicable to the processing by M/s. SHV Energy Private Limited based at Registered Office at 12th Floor, Orbit Towers, Plot No. 30/C, Survey No. 83/1, Hyderabad Knowledge City, TSIIC, Raidurg Panmaktha, Serilingampally Mandal, Hyderabad, Telangana – 500019" (hereafter referred to as “Our Company”, we or us) of all personal data in the field of employment (“Employees”)[1].
Our Company is the controller for the processing of Employee’s personal data. In this statement we describe who we are, how and for which purposes we process your personal data and all other information that may be relevant to you. In case you have any additional questions, you can contact us via the contact details provided at the bottom of this statement.
This Privacy Statement applies since 25.05.2018. The last modifications were made on 22.03.2024. This statement may change over time and the most up-to-date version is published on our website. If significant changes are being made during your employment, we will actively inform you.
2. FOR WHICH PURPOSES DO WE PROCESS YOUR PERSONAL DATA?
Our Company will process your personal data for the execution of your employment contract. The processing will follow under one (or more) of the following business purposes:
A. Human resources, personnel management and payroll administration.
We process your personal data for human resources and personnel management and to manage your personnel file. This includes processing your personal data for your performance reviews, outplacements, leave and other absences through Attendance Management System or recording entry/exit to office, pension details, travel and expenses and our communications with you. We may also have to process your personal data following laws and regulations. This is, for example, the case for identification, fraud prevention, internal controls and company security. We also process your personal data to invite you to participate in events. If you are an expat, we will also process your personal details for any tax related issues. Further, we process your personal data for payroll administration by a third party. We do not only maintain an administration of your salary payments, but also of your hours and overtime, bonuses and other compensation or benefits. If you have a lease car, we process personal data related to the lease contract and the usage of the lease car.
For this purpose
- we process your personal data to perform the employment contract we have with you, and to comply with a legal obligation
- we process your contact details, date of birth, gender, civil status, nationality, photographs, citizen service number, ID proof or passport details, declaration of employment status, recruitment information (such as employment history, education history details, credit check and criminal record (if any) pending verification as a part of on-boarding into the Company) job and position data, work permit details, availability, terms of employment, tax details, payment details, hours worked, personnel file details, insurance details, location and organizations, beneficiaries and dependants, account/profile data (corporate ICT-systems), data generated during the performance of the employment contract and correspondence with Our Company with regard to job applications, including references, absence and leave information, information required to manage the car lease contract and information relating the use of the car (including penalties for traffic rules violation).
- Salary Data of previous employment (salary slip or any other document issued by previous company in lieu of the same)
- Emergency contact details
- PAN card details
- Aadhar Card details
- Bank Account details
- Form 1 (Income Tax related documents)
- Facial features for face recognition machine
B. Business process execution and internal management.
When you work at Our Company,
we will process your personal data in the performance and organisation of our business.
This includes general management, scheduling work, recording worked time,
electing members of Our Company participation body, the administration of the
staff association and managing our and employee assets. We process your
personal data for internal management. For example, we provide central processing
facilities in order to work more efficiently. We use Manthan Plus, an Intranet
platform, for easy exchange of communication/internal policies or procedures
etc between employees., We conduct audits and investigations, implement
business controls and manage and use employee directories. Also, we process
your personal data for archiving and insurance purposes, legal and business
consulting and in the context of dispute resolution. Also, when you leave Our
Company, access to your data including emails available in your system/laptop shall
be given to any of your colleague and new emails received on your id shall be
forwarded to your Supervisor for certain period, for the sake of business
continuity.
For this purpose
- we process personal data based on our legitimate interest to maintain and improve sound business operations
- we process your contact details, date of birth, gender, job and position, availability, hours worked, insurance details, location and organizations, emergency contact details, beneficiaries and dependants and data generated during the performance of the employment contract.
C. Health, safety, security and integrity.
At our Company, we highly value health, safety, security and integrity. In order to safeguard our employees and customers, we process your personal data. We screen and monitor our employees both before and while they are employed at Our Company and authenticate your employee status and access rights. We also process your personal data to ensure occupational health and safety and to protect our and employee and customer assets. More specifically, we protect our premises by using CCTV cameras that register what happens in our property.
For this purpose
- we may process your personal data based on our legitimate interest to monitor our internal processes and in order to comply with the law
- we process your contact details, relevant personnel file details, insurance details, location and organizations that you provided to us, CCTV imagery.
D. Organizational analysis and development, management reporting and acquisition and divestitures.
At our Company,
we process your personal data to be able to prepare and perform management
reporting and analysis. For example, we conduct employee surveys to learn more
about your views and opinions in preparation of our management reporting and to
assess and evaluate you for your personal development in the Company. We also
process your personal data in the context of mergers, acquisitions and divestitures
and in order to manage such transactions.
For this purpose
- We process personal data based on our legitimate interest to maintain and improve sound business operations
- we process your contact details, date of birth,IP address ( in case of digital signing), gender, job and position, terms of employment, insurance details, location and organizations, beneficiaries and dependants and relevant data generated during the performance of the employment contract.
E. Compliance with law.
In some
cases, we process your personal data to comply with laws and regulations. This
could be the case for human resources related obligations. We may, for example,
also need to process your personal data in light of subsidies or tax
regulations. Following laws and regulations, we may need to disclose your
personal data to government institutions or supervisory authorities.
For this purpose
- we process these personal data to comply with a legal obligation imposed on us
- we process your contact details, date of birth, gender, civil status, nationality, citizen service number, ID card or passport details, declaration of employment status, job and position, work permit details, terms of employment, tax details, payment details and location and organizations.
F. To
monitor and investigate compliance
We monitor employee accounts to
check compliance with our policies and regulations. We also monitor your use of
our networks, systems and information to observe compliance with its policies (including IT security). We do so irrespective of whether you use Our Company
IT devices or your own devices to access or use Our Company's information,
network or systems.
If an employee is suspected of
behaviour or actions that are not compliant with our policies and regulations, Our
Company could instigate an internal investigation, generate, and process
additional personal data. We could, for example, instigate such an
investigation in the case of a prohibited transfer of any of Our Company's
trade secrets, confidential information, intellectual property or knowhow,
fraud or if we suspect an employee to be the origin of any virus, spam or
intrusion in our systems or network
For this purpose
- we process your personal data based on our legitimate interest to monitor our internal processes and in order to comply with the law
- we process account/profile data (corporate ICT-systems), such as the time and date of your logins, the type of information and files shared, the search queries that are made and the type of device you use, the mobile number of your device, IP addresses, MAC addresses, documents accessed and duration of access, mobile network information, your mobile operating system and which mobile browser you use, your time zone settings and device details.
- we do not retain your personal data for this purpose, unless they are linked to non-compliant behaviour. We will then retain the relevant personal data until the investigation or proceedings have been concluded.
G. Protecting the vital interests of Employees.
When it is necessary to process
your personal data to protect your vital interests, we will do so. This could,
for example, be the case when you have a medical condition that your colleagues
or superiors need to be aware of.
For this purpose
- we process your personal data to protect your vital interest and we will process your personal data if it is necessary to avoid a risk of injury or other damage to your health
- we process your contact details, relevant personnel file details, location and organizations and the relevant data that you provided to us.
H. To offer you suitable opportunities for your development
We use the information stored in our HR systems to offer you suitable opportunities for development. This way, we are able to offer you the right training, education, coaching or other forms of careers guidance or personal development to suit your needs. We also use your personal data for general career and talent development.
For this purpose
- we process your personal data to perform the employment contract we have with you
- we process your contact details, recruitment information (such as employment history, education history details), job and position data, location and organizations, data generated during the performance of the employment contract, correspondence with Our Company with regard to job applications (including references, absence and leave information)
I. To allow you to perform your tasks in the regular course of business
When you work at Our Company, you use our systems and networks in the regular course of business. You will send emails, search the web and make phone calls. When you do so, we process your personal data included in such documents or in the meta data attached to such documents. For example, when you send an email, we process your contact details, your profile information.
For this purpose
- we process your personal data to perform the employment contract we have with you
- we process your [contact details, date of birth, gender, job and position data, account/profile data (corporate ICT-systems), Mac address, content and traffic data (such as your internet communications, sent and received email messages, printed documents, storage devices) and data on back-ups]
J. To offer you (and family members) a health
insurance
Your health is important to us. Therefore, we offer you and your family members (please refer SHV’s Group Mediclaim Policy regarding applicability of family members) a health insurance. It is your choice if you want to accept this offer or not. When you do accept this policy, we process personal data of you and your dependant family members in order to get you enrolled on our corporate insurance policy and get your expenses through cashless facility or through reimbursement.
For this purpose
- We process your personal data to perform based on your explicit consent
-
We
process your hospital bills, discharge summary, medical and diagnostic test reports,
prescription etc.. Your medical data for the purpose of Medical Insurance Cashless
facility or Reimbursement would be handled by a third party agent appointed by
the Company.
3. How long do we retain your personal data?
Our Company generally
shall retain Employee Data only for the period required to serve the applicable
Business Purpose, to the extent reasonably necessary to comply with an applicable
legal requirement or as advisable in light of an applicable statute of
limitations.
Promptly after the
applicable storage period has ended, the Data shall be:
- securely deleted or destroyed;
- anonymized;
- transferred to an Archive (unless this is prohibited by law or an applicable records
4. Who has access to your personal data?
Access to your
personal data within Our Company
- All our employees have access to your Our Company profile and the data you have made publicly available there. When you send data to other recipients, e.g., when you send a customer an email, this recipient will also receive personal data included in such data as a result. These data will be available on a need-to-know basis within Our Company.
- Non-public data can be accessed by relevant departments within Our Company such as IT, HR, Legal, IT Security, Ethics & Compliance, internal auditors, but only to the extent necessary to fulfil their respective tasks. In this processing, your personal data may be transferred to a country that does not provide an adequate level of protection of personal data. Our Company will take measures to ensure that your personal data is adequately protected. For this purpose, Binding Corporate Rules are applicable throughout the group that Our Company belongs to.
Access to your
personal data by third parties
The following types of
third parties have access to your personal data where relevant for the
provisioning of their products or services to Our Company: [banks, insurance
companies, , IT suppliers and consultants, travel agencies, embassy, financial,
tax or legal advisors, clients, accountants, lease companies, inspection
authorities, medical inspection authorities, forensic specialists, training
centres, facility services, delivery services of packages and letters, please
list other categories of third parties here]
- Statutory bodies such as PF/ ESIC/Gratuity/ Superannuation (LIC)
- Health Insurance Company
- Employee Background verification Agencies
- Contract Manpower Agency
- Third party agent for handling medical insurance
- Gifts/Plants delivery vendors/agents
- Face detection /Attendance Management vendor
- Payroll processing vendorwe process your name, address, email address and your entries in the relevant event, relationship details, Profile of company, client base.
When third parties are given access to your personal data, Our Company
will take the required contractual, technical and organisational measures to
ensure that your personal data are only processed to the extent that such
processing is necessary. The third parties will only process your personal data
in accordance with applicable law.
If your personal data is transferred
to a recipient in a country that does not provide an adequate level of protection
of personal data. Our Company will take measures to ensure that your personal
data is adequately protected, such as entering into EU Standard Contractual
Clauses with these third parties.
In other cases, your personal data
will not be supplied to third parties, except when required by law.
3. How are your personal data secured?
We have taken adequate safeguards to ensure the confidentiality and security of your personal data. We have implemented appropriate technical, physical and organisational measures to protect personal data against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorised disclosure or access, and against all other forms of unlawful processing (including, but not limited to unnecessary collection) or further processing.
How can you exercise your privacy rights?
You have the right to
request access or an overview of your personal data, and under certain
conditions, rectification and/or erasure of personal data. In addition, you may
also have the right of restriction of processing concerning your personal data,
the right to object to processing as well as the right to data portability.
To invoke your privacy rights, please contact us
by using the contact details at the bottom of this Privacy Statement. Keep in
mind that we may ask for additional information to verify your identity.
6. Can you withdraw your consent?
Employee consent
generally cannot be used as a legitimate basis for processing personal data of
employees. However, under certain specific requirements, for example if
applicable law requires so, Employee consent may be obtained. Once given, you
may always withdraw your consent. Please keep in mind that withdrawal does not
have retrospective effect and the withdrawal of your consent is only possible
in case you first have given your consent. Please contact us to withdraw your
consent by using the contact details at the bottom of this Privacy Statement.
7. HOW TO LODGE A COMPLAINT?
If you have a
complaint about the use of your personal data by Our Company, you can lodge a
complaint via your line manager or the contact details at the bottom of this
statement.
8. HOW CAN YOU CONTACT US?
If you have any
questions about the way we process your personal data, please read this statement
first. For additional questions, remarks, compliments or complaints, please
contact shvp@supergas.com. You
may also contact our Data Protection Officer (DPO), send your message to dpo@shvenergy.com.
