Privacy Policy
Your privacy matters to us. SFSS is committed to protecting the personal data of everyone who visits our website or applies for a job with us. This Privacy Policy explains what personal data we collect, how we collect it, why we use it, who we share it with, and what rights you have — in accordance with the Digital Personal Data Protection Act, 2023 (DPDPA) and other applicable Indian laws.
This Policy applies to our main website and any related pages (including our careers/hiring portal).
1. Definitions
- Data: Any information you submit to us through the website, or information we collect because of your visit or application.
- Data Principal: The individual to whom the personal data relates (i.e., you).
- Data Fiduciary: SFSS, as the entity that decides why and how your data is processed.
- Processing: Any action performed on your data — collecting, storing, using, sharing, or deleting it.
- User/You: Any person who visits or uses our website.
- Website: The website you are currently using, and any related SFSS pages.
2. Scope
You can browse most of our website without telling us who you are. We only collect personal data when you choose to give it to us — for example, when you fill out a job application form or contact form. If you are asked for personal data, you may choose not to provide it, though this may limit your ability to use certain features (like applying for a job).
3. Data We Collect
We may collect:
- Contact information: Full name, mobile number, email address, and postal address
- Application details: Resume/CV, cover letter, work experience, education, and other details you submit in a job application
- Identity and verification documents: Government ID proof, address proof, or other documents submitted for background verification (only where applicable to the role)
- Communication records: Any messages, queries, or feedback you send us
4. How We Collect Data
We collect most data directly and only in ways you are aware of:
- Directly from you — when you fill a form, apply for a job, or contact us
- Through communication with us — emails, calls, or messages you send
- From references or previous employers — only where you have provided their details for verification purposes
- Automatically, in a limited way, through cookies necessary to run the website (such as keeping you signed in) and basic, aggregated analytics that help us understand how the site is used — see "Cookies" below for full details. We do not use cookies to build advertising profiles or to track you across other websites.
5. Cookies
Cookies are small text files placed on your device when you visit our website. We use only a small number of cookies, for the purposes described below.
- Essential/Strictly necessary cookies: These keep you securely signed in to your applicant account while you browse the portal, fill in your application, and upload documents. Without these cookies, the login and application features of the website will not work. These cookies do not track you elsewhere and are automatically deleted when they expire or when you log out.
- Analytics cookies: We use Google Analytics to understand, in aggregate, how visitors use our website (for example, which pages are viewed most) so we can improve it. This information is not used to identify you personally.
- We do not use cookies for third-party advertising, and we do not sell or share cookie data with anyone for marketing purposes.
- Managing cookies: Where a cookie notice is shown on the website, you can indicate your preference through it. You can also control or delete cookies at any time through your browser's settings. Please note that blocking essential cookies will prevent you from logging in or applying for jobs on this website.
6. Basis for Collecting Your Data
We only collect and use your data when it is necessary to:
- Process a request or application you have voluntarily submitted
- Fulfil a legal obligation
- Respond to you or communicate with you about your application
- Take steps necessary for recruitment and employment-related purposes
- Operate and secure the website (including the essential cookies described above)
We do not collect data for any purpose beyond what you have agreed to.
7. How We Use Your Data
We use your data only for these purposes:
- To process your job application and contact you regarding it
- To respond to your queries or messages
- To send you updates about future job opportunities (only if you've agreed to this)
- To maintain accurate internal hiring and communication records
- To conduct background and reference verification, where required for the role
- To comply with statutory and legal requirements (such as labour law, PF, or ESI registration, if you are hired)
- To keep our website and systems safe and secure
8. Background Verification
For certain roles (especially security personnel positions), we may need to verify your identity, address, and past employment or conduct background checks, including police verification, as required by law or by our client requirements. This is done only with your knowledge, and only the minimum necessary information is collected and shared for this purpose.
9. Who We Share Your Data With
- We only share your data internally, with authorized SFSS recruitment and HR staff who need it to process your application.
- If you are selected for a role, we may share relevant details with the client company where you may be deployed, solely for deployment, verification, and compliance purposes.
- We may share data with trusted service providers who help us run and secure our website (including our analytics provider, for the limited purpose described in "Cookies" above), and they are required to protect your data in the same way we do.
- We may share data with statutory authorities (such as PF/ESI departments) where required by law, if you are hired.
- We do not sell, rent, or share your personal data with any outside company for marketing or any unrelated purpose.
- We may share data if required by law, court order, or government authority.
10. Data of Unsuccessful Applicants
If your job application is not successful, we may retain your resume and application details for a reasonable period, in case suitable future opportunities arise. You may request deletion of this data at any time (see "Your Rights" below).
11. No Automated Decision-Making
We do not use fully automated systems to make hiring decisions about you. All applications are reviewed by our recruitment team.
12. Marketing Communications
If you have agreed to receive job alerts or updates from us, you may opt out at any time by contacting us. We will stop sending such communications once you opt out, unless we need to contact you for an ongoing application.
13. Not Meant for Children
Our website is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If we discover this has happened by accident, we will delete the data promptly.
14. Keeping Your Data Secure
We use reasonable technical and organizational security measures — such as access controls and secure storage — to protect your data from being lost, misused, or accessed without permission. Only authorized personnel can access your personal data.
15. Data Breach Notification
In the unlikely event of a data breach affecting your personal data, we will notify you promptly through your registered contact details, and inform the Data Protection Board of India where required under DPDPA.
16. How Long We Keep Your Data
We retain your personal data only for as long as necessary — either to complete the purpose it was collected for (like recruitment), for statutory compliance if you are hired, or as required by applicable law. After that, your data is safely deleted.
17. Your Rights
You have the right to:
- Access — Ask us what personal data we hold about you
- Correct — Ask us to fix any inaccurate or incomplete data
- Erase — Ask us to delete your data from our records
- Restrict — Ask us to limit how we use your data
- Object — Object to how we use your data in certain situations
- Withdraw Consent — Withdraw any consent you previously gave us, at any time
- Grievance Redressal — Raise a complaint about how your data is handled
- Nominate — Name someone to exercise your data rights on your behalf, if you are unable to do so
To use any of these rights, simply contact us using the details below.
18. Grievance Team
If you have any concerns about how your data is handled, you may raise them with our designated Grievance Handling Team using the contact details provided on our website. We will make every effort to resolve your concern promptly.
19. Your Responsibilities
To help us serve you accurately, please ensure that any information you provide to us is true, complete, and up to date. Please inform us if any of your details change. Providing false information may affect your application or, if already hired, your employment.
20. Links to Other Websites
Our website may contain links to other websites. We are not responsible for the privacy practices or content of those websites. We recommend reading the privacy policy of any external website before sharing your information with them.
21. Governing Law
This Privacy Policy is governed by the laws of India. Any disputes relating to this Policy shall be subject to the jurisdiction of the courts located at Angul odisha.
22. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or the law. Any updates will be posted on this page with a revised date. Continued use of our website after changes means you accept the updated Policy.
23. Contact Us
If you have any questions about this Privacy Policy, or want to exercise any of your rights over your data, please contact us using the details provided on our website.
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