Work4Flow–Privacy Policy
This policy explains how Work4Flow collects, uses, stores, shares, and protects personal information for legitimate employment, HR, operational, security, and business purposes.
Objective
This policy explains how Work4Flow collects, uses, stores, shares, and protects personal information for legitimate employment, HR, operational, security, and business purposes, including Professional Services (PS) activities.
This policy applies to workforce employees in India, US and UK, subject to applicable laws and regulations. It includes employees, interns, contractors, job candidates, and former employees, to the extent applicable to the personal information processed by Work4Flow.
Personal Information Collected
Work4Flow may collect and maintain personal and professional information required for employment and business operations. Information may include:
Personal Information
Name, contact details, residential address, date of birth, and government identification proof.
Employment Information
Employee ID, job title, department, reporting manager, joining date, employment status, attendance, leave, performance, and training records.
Recruitment and Onboarding Information
Resume, qualifications, certifications, professional experience, interview assessments, compensation information, and background verification details, where applicable.
Payroll and Benefits Information
Salary, bank account details required for salary processing, tax information, and benefits-related information.
Work-Related Information
Professional profile, skills, project experience, company account details, and information required to access company systems.
Purposes of Processing
Employee information may be used for:
- Recruitment, onboarding, and offboarding.
- HR administration, payroll, benefits, and leave management.
- Performance management, training, and professional development.
- IT administration, security, and access management.
- Compliance with legal and contractual obligations.
- Business operations and authorized Professional Services activities.
Professional Services (PS) Support
Work4Flow may use relevant professional information of Workforce employees to support Professional Services (PS) activities, including resumes, skills, certifications, experience, project details, professional profiles, relevant training records, and interview/mock-interview assessments.
4.1Purpose of PS Data Use
- Resource and project readiness
- Client/project requirements and resource allocation
- Resume preparation and review
- Client or project profile submissions
- Interview, mock-interview, and professional assessments
- Skill-gap identification and professional development
4.2Review Before Submission
Before submitting a profile or resume to a client or external party, Work4Flow will provide the relevant workforce employee with an opportunity to review and confirm the accuracy of professional information and communicate any required updates, subject to applicable business timelines and requirements.
4.3Information Not Shared With Clients
Client-facing profiles must not include unnecessary personal or sensitive information, including:
Only information reasonably necessary for the relevant project or professional requirement should be shared.
4.4Client Confidentiality
Work4Flow will take reasonable steps to ensure appropriate and confidential sharing of Workforce employee information. Clients are expected to keep the information confidential and use it only for the agreed business or project purpose.
Data Storage and Security
Work4Flow takes reasonable administrative, technical, and organizational measures to protect personal information from unauthorized access, misuse, loss, alteration, or disclosure.
Information may be stored in company-approved HR systems, cloud platforms, recruitment systems, payroll applications, email tools, and other authorized business applications. Security measures may include:
Access to employee information must be limited to individuals who require it for a legitimate and authorized purpose.
5.1Employee Responsibilities
Employees must:
- Use company-approved systems to store and share personal information.
- Keep passwords and authentication information confidential.
- Avoid unnecessary copying or downloading of personal information.
- Verify recipients before sharing sensitive information.
- Report suspected unauthorized access, loss, or disclosure promptly.
Employee Privacy Rights
Work4Flow retains personal information only for as long as reasonably necessary for the purposes for which it was collected, or as required by applicable legal, contractual, regulatory, security, or legitimate business requirements.
When information is no longer required, Work4Flow will take reasonable steps to securely delete, anonymize, or dispose of it, subject to applicable retention obligations. Subject to applicable laws and legitimate business requirements, employees may have the right to:
Certain information may need to be retained to meet legal, contractual, regulatory, security, or legitimate business requirements. Employees may contact HR or the designated privacy contact to submit privacy requests. Work4Flow may verify the employee's identity before processing a request.
Privacy Contact and Policy Review
For privacy questions, concerns, or requests, employees may contact our designated privacy officer:
Employees should promptly report suspected unauthorized access, accidental disclosure, loss, misuse, or security incidents to the appropriate HR, IT, or privacy contact.
Work4Flow may review and update this policy periodically to reflect changes in business practices, technology, systems, applicable laws, or company requirements. Employees will be informed of material changes through appropriate company communication channels.
The latest version of this policy will be maintained by the designated policy owner.
Work4Flow Corporate Headquarters
10080 N Wolfe Rd SW3 200, Cupertino, CA 95014