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Applicant Privacy Notice

Applicant Privacy Notice Template for India

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Applicant Privacy Notice

"I need an Applicant Privacy Notice for my technology startup in Bangalore that processes job applications through an AI-powered recruitment platform and shares data with US-based recruitment agencies, to be implemented by March 2025."

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Document background
The Applicant Privacy Notice is a mandatory document for organizations recruiting in India, designed to comply with the Digital Personal Data Protection Act 2023 and related regulations. This document should be provided to all job applicants before or during the collection of their personal data in the recruitment process. It contains essential information about data collection purposes, processing methods, storage duration, sharing practices, and applicant rights. The notice is particularly important given India's evolving data protection landscape and the need for transparent recruitment practices. It helps organizations demonstrate compliance with privacy laws while building trust with potential employees. The document should be reviewed and updated regularly to reflect changes in data protection laws and organizational practices.
Suggested Sections

1. Introduction: Overview of the notice's purpose and its application to job applicants

2. Types of Personal Data Collected: Detailed list of personal and sensitive personal data collected during recruitment process

3. Purpose of Data Collection: Specific purposes for which personal data is collected and processed

4. Legal Basis for Processing: Legal grounds under Indian law for processing personal data

5. Data Storage and Retention: Information about how data is stored, secured, and retention periods

6. Data Sharing and Transfers: Details about third parties with whom data may be shared and cross-border transfers

7. Your Rights as a Data Principal: Explanation of rights under DPDP Act 2023 including access, correction, and erasure

8. Data Security Measures: Overview of security measures implemented to protect personal data

9. Grievance Redressal: Contact details of Grievance Officer and complaint resolution process

10. Changes to this Notice: Information about how changes to the privacy notice will be communicated

Optional Sections

1. Automated Decision Making: Include if using automated processing or AI in recruitment decisions

2. Special Categories of Personal Data: Include if collecting data about health, biometric data, or other sensitive categories

3. International Transfer Safeguards: Include if personal data is transferred outside India

4. Consent Withdrawal Process: Include detailed withdrawal process if consent is primary basis for processing

5. Background Check Information: Include if conducting background verification as part of recruitment

6. Video/Audio Recording Notice: Include if using video interviews or recording capabilities in recruitment

Suggested Schedules

1. Schedule A - Categories of Personal Data: Detailed list of all personal data categories collected with examples

2. Schedule B - Third Party Processors: List of third-party service providers processing applicant data

3. Schedule C - Data Retention Schedule: Detailed retention periods for different types of applicant data

4. Appendix 1 - Consent Form: Standard consent form for specific processing activities requiring explicit consent

5. Appendix 2 - Rights Request Form: Template form for applicants to exercise their data protection rights

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions






























Clauses

























Relevant Industries

Technology

Manufacturing

Financial Services

Healthcare

Retail

Education

Professional Services

Telecommunications

E-commerce

Construction

Hospitality

Automotive

Pharmaceutical

Energy

Media and Entertainment

Relevant Teams

Human Resources

Legal

Compliance

Privacy

Recruitment

Data Protection

Corporate Governance

Risk Management

Information Security

Employee Relations

Relevant Roles

Human Resources Director

Privacy Officer

Legal Counsel

Compliance Manager

Recruitment Manager

HR Business Partner

Data Protection Officer

Chief Privacy Officer

Employment Lawyer

HR Operations Manager

Talent Acquisition Specialist

Corporate Counsel

HR Compliance Specialist

Chief Human Resources Officer

Privacy Manager

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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