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Privacy Policy

Effective Date: August 2026

OmniHire Solutions (“OmniHire,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, share, and protect information when you use our website, the HR360 platform, recruitment services, managed HR operations services, and related solutions (together, the “Services”).

This Policy applies to visitors, customers, candidates, and employees of our clients whose data is processed through the Services.

1. Information We Collect

Personal Information

  • Name
  • Email address
  • Phone number
  • Job title
  • Company name
  • Employment-related information
  • Information submitted through forms, applications, or inquiries

Recruitment Information

When candidates apply for jobs through OmniHire or our clients, we may collect:

  • Resume/CV information
  • Educational qualifications
  • Employment history
  • Skills and certifications
  • Interview and assessment information, including AI-generated candidate scores

HR360 Platform Data

Organizations using HR360 may store, on behalf of their own employees:

  • Employee records
  • Attendance information
  • Leave records
  • Payroll-related information (including bank details and statutory identifiers such as PAN, where applicable)
  • Performance and workforce management data

For this category, the client Organization is the data controller/data fiduciary, and OmniHire acts as a data processor/data processor-equivalent, processing this data solely on the Organization’s instructions. Employees should direct data requests to their employer in the first instance; OmniHire will support the Organization in fulfilling such requests.

Technical Information

  • IP address
  • Browser type
  • Device information
  • Website usage data
  • Cookies and analytics information

2. How We Use Your Information

We may use information to:

  • Provide recruitment services
  • Operate and improve HR360
  • Deliver Managed HR Operations services
  • Respond to inquiries and support requests
  • Process job applications
  • Manage client relationships
  • Improve website functionality and user experience
  • Maintain security and prevent fraud
  • Comply with legal and regulatory obligations

We do not use candidate or employee data to make automated employment decisions without human review; AI-generated outputs (e.g., resume scoring) are advisory inputs for the client Organization’s own decision-making.

3. Legal Basis for Processing

Under India’s Digital Personal Data Protection Act, 2023 (DPDP Act): we process personal data based on your consent, given freely and specifically, or where processing falls under a “legitimate use” recognized by the Act (e.g., for a specified purpose you have voluntarily provided data for, employment-related purposes, or compliance with law).

Where GDPR applies (e.g., to visitors or candidates based in the EU/EEA/UK), we process personal data based on:

  • Consent
  • Performance of a contract
  • Legitimate business interests
  • Compliance with legal obligations

4. Notice at the Point of Collection

Where we collect personal data directly from you (e.g., a job application form, a signup form), we will provide a clear notice describing what data is collected, the purpose of collection, and how to exercise your rights, in or near the relevant form, consistent with DPDP Act requirements — not only in this Policy.

5. Children’s Data

Our Services are not directed at individuals under 18. Where a candidate profile may involve a minor (e.g., certain apprenticeship or internship programs), we will seek verifiable parental or guardian consent before processing that minor’s personal data, as required under the DPDP Act.

6. Cookies and Analytics

We use cookies and similar technologies to:

  • Enable website functionality
  • Understand website usage
  • Improve user experience
  • Measure performance and analytics

You may control cookies through your browser settings or, where provided, a cookie consent banner on our website offering granular accept/reject choices for non-essential cookies.

7. Data Sharing

We do not sell personal information.

We may share information with:

  • Authorized service providers (e.g., cloud hosting, payment processing, email delivery) under contractual confidentiality and data-protection obligations
  • Recruitment clients (where relevant to a candidate’s application)
  • Technology and hosting providers
  • Professional advisors (legal, accounting)
  • Government or regulatory authorities where legally required

All third parties are contractually required to protect information appropriately and to process it only for the purposes we specify.

8. Data Retention

We retain personal information only for as long as necessary to:

  • Provide the Services
  • Fulfill contractual obligations
  • Meet legal, tax, and compliance requirements (e.g., statutory retention periods for payroll and employment records under Indian labor law)
  • Resolve disputes and enforce agreements

Indicative retention periods (to be confirmed and finalized with counsel):

  • Candidate/application data not resulting in hire: retained for [X months], then deleted or anonymized
  • Employee records processed via HR360: retained per the client Organization’s instructions and applicable statutory record-keeping requirements
  • Website inquiry/contact form data: retained for [X months]

Once the retention period ends, data is deleted or anonymized unless a longer period is required by law.

9. Your Rights

Subject to applicable law (including the DPDP Act and, where relevant, GDPR), you may have the right to:

  • Access your personal information
  • Correct inaccurate or incomplete information
  • Request erasure of personal information
  • Restrict or object to processing
  • Withdraw consent at any time, without affecting processing carried out before withdrawal
  • Request data portability
  • Nominate another individual to exercise your rights on your behalf in the event of death or incapacity (a right specific to the DPDP Act)
  • Lodge a complaint with our Grievance Officer (below), and thereafter with the applicable data protection authority (e.g., India’s Data Protection Board)

To exercise these rights, contact us using the details in Section 13.

10. Grievance Officer

In accordance with the DPDP Act, we have designated a Grievance Officer to address privacy-related complaints and requests:

Grievance Officer: [Name to be designated] Email: [Dedicated grievance email, e.g., privacy@omnihire.in] Response timeline: We will acknowledge grievances within [X days] and aim to resolve them within [X days], as required under applicable law.

11. Data Security

We implement reasonable technical, administrative, and organizational safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction, including access controls, encryption in transit, and role-based permissions within HR360.

While we strive to protect your information, no online system can guarantee absolute security.

12. Data Breach Notification

In the event of a personal data breach that is likely to result in harm, we will notify affected individuals and the applicable regulatory authority (e.g., India’s Data Protection Board) without undue delay, as required under the DPDP Act and other applicable law, and will take reasonable steps to mitigate harm.

13. International Data Transfers

Your information may be processed or stored in countries outside your country of residence. Where we transfer personal data outside India, we do so in accordance with DPDP Act requirements (which currently permit transfers except to countries specifically restricted by the Indian government) and, where GDPR applies, using appropriate safeguards such as Standard Contractual Clauses.

14. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of external websites, and encourage you to review their policies independently.

15. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be published on this page with a revised effective date. For material changes affecting how we process your data, we will provide reasonable additional notice (e.g., by email to registered users) where practicable.

16. Contact Us

For privacy-related questions, requests, or concerns:

OmniHire Solutions 📧 [ hr@omnihire.in ]🌐 https://omnihire.in 📍 Gurgaon, Haryana, India

We will make reasonable efforts to respond to privacy-related requests within the timeframes required under applicable law.

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