Privacy Policy
Privacy Statement
Effective date: 21-Oct-2022
Who are We?
HCL Technologies Lanka (Pvt.) Ltd is committed to protecting and securing the privacy and confidentiality of the Personal Data which it collects from its employees, former employees and prospective employees. This Notice outlines and explains how HCL Technologies Lanka (hereinafter collectively referred as ‘HCL’, ‘we’, ‘our’, ‘us’) will protect your privacy by processing your Personal Data in accordance with applicable privacy legislation(s).
What does this notice cover?
This Privacy Statement describes how We may collect, use, share, and keep personal data about you. It also describes the choices available to you regarding the use of, your access to, and how to update and correct your personal data. Please make sure you read this Privacy Statement carefully.
This notice is supplemented by local privacy terms that may apply to your jurisdiction.
What personal data We collect/process:
For the purposes of this Statement, ‘Personal Data’ means any information about you from which you can be identified (whether derived from that information on its own or when combined with other information that We or another party may hold about you). Below are the personal data elements that will be collected and processed as part of this activity –
During the registration, the following details are collected from you: Name, Email Id, contact number, Address, gender, Date of Birth, photograph, education details along with institution and college and university names and locations and Marks/grade obtained, year of passing, Years of experience, Nature of experience, Resume. These details shall be stored against the candidate ID created for you. The candidate ID will thereafter be used to identify you in all subsequent transactions and will be associated with any data or information uploaded from the website for further follow-up and contact related requirements.
In addition, this may include information about your computer and about your visits to and usage of this site, such as your Internet Protocol (IP) address, your computer’s operating system and browser type, and information collected via cookies.
Special Categories of Personal Data:
HCLTech will only process Special Categories of Personal Data or Sensitive Personal Data in limited circumstances and only where We are permitted to do so under applicable privacy legislation(s).
How We Use Your Personal Data?
We shall be facilitating the submission of your application for job opportunities in Sri Lanka and/or training and hiring programs offered by HCLTech Sri Lanka and its partners.
We process your Personal Data, for the purposes including but not limited to the ones enlisted below, via both manual and automated means. We will always have human intervention in your candidacy assessment and never solely rely on automated decision-making, including profiling.
Talent Acquisition and onboarding:
| Processing Purposes | Legal Basis | Categories of recipients with whom we may share your personal data outside of HCL* |
| To determine an applicant’s/candidate’s eligibility for employment or engagement including but not limited to:
· Online skill assessments · Interview process, including in person and online interviews · Perform pre-employment background checks as part of your application, which would include but not limited to your legal right to work, carrying out criminal record and credit history checks subject to legal limits, and follow up references provided to us, including identification data, contact details, information about your qualification and employment history. · Offering information and/or services to individuals who visit our web site or offer information about employment opportunities. · Preventing fraud or criminal activity and to safeguard our IT systems. · Customizing individuals’ online experience and improve the performance, usability and effectiveness of HCL’s online presence. · Meeting corporate and social responsibility obligations · Improving our application and recruitment process. · Assessing if you have worked for us or applied with us before · Selecting, assessing and appointing suitable candidates for jobs, new and/or other roles. |
· For preserving our legitimate interests in properly carrying out hiring and staffing procedures.
· For taking steps at your request prior to entering into a contract · Compliance with legal obligations which we are subject to, particularly in relation to tax law, employment law, social security law and immigration law · Necessary to carry out the obligations and to exercise specific rights HCLTech or you in the field of employment and social security and social protection law as permitted by local data protection law; and · Necessary for reasons of substantial public interest as permitted by local data protection law |
· HCLTech may use service providers acting on HCL’s behalf to perform some of the services described above including for the purposes of verification / background checks. These service providers may be located outside the country in which you live or the country where the position you have applied for is located
· HCLTech may sometimes be required to disclose your information to external third parties such as to local labour authorities, courts and tribunals, regulatory bodies and/or law enforcement agencies for the purpose of complying with applicable laws and regulations, or in response to legal process. HCLTech will also share your personal information with other third parties to detect, prevent or otherwise address fraud, security or technical issues, or as otherwise required by law. |
| · For taking steps at your request prior to entering into a contract and/or for performance of a contract. · Compliance with legal obligations which we are subject to in relation to employment law |
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| To process your personal information in order to comply with a legal obligation, such as keeping records for tax purposes or providing information to a public body or law enforcement agency; | Compliance with legal obligations which we are subject to, particularly in relation to tax law, employment law, social security law and immigration law | |
| Where relevant and appropriate subject to local data protection regulations: To conduct, and to analyse, our HR related marketing and branding activities. To process equal opportunities data, such as racial or ethnic origin, religious or philosophical beliefs, and data concerning health or sexual orientation. To analyse the diversity of our workforce. Also, to accommodate your application and interview and for compliance with legal obligations as well as to provide a suitable working environment, we may collect disabilities information. |
· Consent
· Compliance with legal obligations which we are subject to, particularly in relation to tax law, employment law, social security law and immigration law |
How long do We keep your personal data?
We retain your Personal Data as long as it is necessary for the purpose it was collected. We may retain your Personal Data for a longer time period, if We are required to do so by applicable laws or to exercise or defend our legal rights.
We follow a deletion process designed to ensure that your Personal Data is safely and completely removed from our network or retained only in anonymized form. We try to ensure that We protect your information from accidental deletion. Because of this, there could be some delay between when data deletion is initiated and when data is actually deleted from our active and backup systems / network / servers et al.
To whom may we disclose your information?
We may transfer or share your Personal Data with third parties such as our service providers and vendors, business partners, professional and corporate advisors, public or government authorities including law enforcement, network providers, third party websites, and our affiliates or subsidiaries.
HCLTech may also transfer your personal data to any of its global affiliated entities or subsidiaries.
When required, HCLTech may disclose your Personal Data to external law enforcement bodies or regulatory authorities, in order to comply with legal obligations. We may also disclose your personal data where mandated by law and as further required when We believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
If We are involved in a merger, reorganization, dissolution or other fundamental corporate change, We may need to share your information with a third party, in compliance with applicable laws.
What are your data subject rights and how you may exercise them?
Depending on your relationship with HCLTech and Sri Lanka’s local data protection law, you may have certain rights in relation to your Personal Data such as access, rectification, erasure or restriction of processing. If you wish to exercise these rights, HCLTech will provide you with the requested information or will action your request within reasonable timeframe after receipt of your verified request.
You can use the following channels to exercise your rights or request more information about your rights:
- Submit your requests on the Data Subject Request Portal which can be accessed here : Data Subject Request.
- If you have any comments or inquiries, you may contact HCL’s Privacy Office via privacy@hcl.com
How do we secure your personal data?
We use a range of security measures to protect your personal data from unauthorized or unlawful access, loss, disclosure, or alteration, including technical, organizational and physical measures. We have sufficient controls, policies, procedures and guidance in line with industry best practices and information security standards such as ISO 27001 etc. to ensure security of personal data is maintained at all stages of its lifecycle. If you have any questions about the security of your personal data, you can contact us at hr.hcllanka@hcl.com.
Is your personal data transferred across international borders?
HCLTech is a truly global organisation so your Personal data may be transferred for the any of the above stated purposes to different global locations. These transfers will be undertaken in compliance with applicable law(s) and regulation(s).
If it is necessary to transfer your Personal Data to countries that do not offer adequate protections, we will ensure that appropriate safeguards as required by applicable laws are put in place prior to the transfer of the data. To protect Personal Data when transferred outside the country, HCLTech will implement appropriate safeguards in order to adequately safeguard any such transfers in line with the requirements enshrined in applicable laws, e.g. by incorporating standard contractual clauses (more information about such clauses is available here) into contract(s) / data transfer agreement(s) established between the parties transferring the Personal Data.
How do we update this notice/consent?
If We materially change our Privacy Statement, We will take steps to inform you of the change. We may do this via email, notices on our websites, other means or a combination of these means.
Who can you contact?
For questions regarding this Privacy Statement, practices of the website, or any other privacy issue, please contact the Global Privacy Office via privacy@hcl.com or the HCLTech HR team at hr.hcllanka@hcl.com
