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SCOUTIT: PRIVACY POLICY

OBJECTIVE, SCOPE AND APPLICABILITY 

Scout Inc. and its affiliates (together referred to as “Scout Inc.”, “we”, “us”, or “our”) value your privacy and are committed to protecting your personal information. This Data Privacy Policy (“Policy”) explains how we collect, use, and share the information you provide to us or that we gather in connection with operating our platform (the “Platform”) and delivering our services (the “Services”). Whether you are a job seeker, a client using our services, or a third party assisting us, this Policy applies to all personal information you upload or share on the Scoutit platform. 

We encourage you to carefully read this Policy to understand how we handle your personal information. If you do not agree with any part of this Policy, you may choose to discontinue your use of the Platform and Services. 

For the purpose of this Policy, the following terms used herein shall have the meaning ascribed to them below: 

• Data Fiduciary 

For the purposes of this Privacy Policy, Scout Inc., which operates the jobs and events aggregation platform and determines the purposes and means of processing Users’ personal data, will act as the ‘Data Fiduciary’. 

• Data Principal 

For the purposes of this Privacy Policy, the ‘Data Principal’ is any individual user who accesses or uses our website or services and to whom the personal data relates, including: 

  1. An adult user creating an account, applying for jobs, registering for events, or subscribing to alerts. 
  2. In the case of a child user, the parent or lawful guardian acts on the child’s behalf. 
  3. In the case of a person with a disability who is unable to act independently, the lawful guardian acts on such person’s behalf. 

• Data Processor 

For the purposes of this Privacy Policy, a ‘Data Processor’ is any third-party service provider engaged by Scout Inc. that processes personal data on our instructions and solely for the purposes specified by us, such as cloud hosting providers, analytics service providers, email/SMS delivery providers, payment processors (where applicable), and customer support tools. Such Data Processors are contractually obligated to process personal data only on our behalf and in accordance with applicable law and this Privacy Policy. 

• User Account 

It means the online account registered by the Data Principal with the Data Fiduciary, and includes any profiles, pages, handles, email address, mobile number and other similar presences by means of which such Data Principal is able to access the services of such Data Fiduciary. 

• Personal Information 

It refers to any “personal data” of an individual who is identifiable by or in relation to such data, or information about an individual (the “Data Principal”) which can be used to distinguish or trace an individual’s identity or any other information that is linked or linkable to an individual. Examples included but not limited to name, an identification number, an online identifier, location data, or one or more factors specific to the physical, physiological, mental, genetic, economic, cultural or social identity of that natural person and any other information that is so categorised by applicable laws. Personal Information includes the information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. 

• Third Party 

All external parties, viz., contractors, interns, summer trainees, vendors, etc., who have access to Scout Inc.’s information assets. 

At present, Scout Inc. processes personal data directly as a Data Fiduciary and also engages third‑party Data Processors.  

THE PERSONAL INFORMATION WE COLLECT 

We collect Personal Information about you from: 

1. You: 

  1. When you  provide such information directly to us through the Platform;  
  2. When Personal Information about you is automatically collected in connection with your use of our Services, and 
  3. When you expressed interest in our Services (such as through visiting our website, signing up for our platform, visiting us at trade shows, responding to any surveys and otherwise by contacting us). 

 

2. Third parties, when they provide us with Personal Information about you  (“third parties”).  

For eg, our Service provider, Advertising partners.  

We receive information about you from some of our service providers who assist us with marketing or promotional services related to how you interact with our websites, applications, products, services, advertisements or communications. 

The types of Personal Information that we collect will depend on the specific purpose for which we are collecting it:  

  1. If you are a job applicant for employment with our clients (“Applicant”), we may collect your contact information, information such as job and education history and general background information, including opinions from third parties and background screening information; 
  2. If you are a visitor on our website, we will collect your Name, Unique Personal Identifier, Online Identifier, and/or Internet Protocol Address, etc..  
  3. If you are an employee of our client or service provider, we may collect your Name, Address, Telephone Number, Employment, etc.  

The aforementioned list is only indicative and not exhaustive. 

USE OF YOUR PERSONAL INFORMATION 

We use your Personal Information to: 

  1. Provide Services to our clients or otherwise in connection with the Services, like raising invoices, resolving support requests, carrying out automated processing etc. 
  2. Allow you to use the Platform, request a demo and complete a job application. 
  3. Deal with your enquiries and requests 
  4. verify your identity.  
  5. Contact you in connection with your use of the Platform and Service. 
  6. Contact you with marketing and offers relating to the Services offered by us (you  have a right to opt out of marketing, through the ‘opt out’ option on this website) 
  7. To assist in reviewing and responding to complaints and questions, including complaints and questions you may have 
  8. If you are a service provider (such as a company that might act as a local representative for us, a reseller or some other company that might enter into business transactions with us involving an end customer), ora  representative of a business associate, to contact you regarding our working relationship and generally for marketing and business development activities 

If you are an Applicant: 

  1. Create your account and send you job alerts or other promotional materials, give you relevant search results and job recommendations, facilitate communication as part of the job search, application and interview process, make your resume/profile available to third parties, which shall be informed to you and match you with job listings 
  2. Preventing, detecting, investigating and taking action against crimes (including but not limited to fraud and other financial crimes), any other illegal activities, suspected fraud, or violations of Scout Inc.’s Terms of Use in any jurisdiction. 
  3. To the extent required for identity verification, government sanctions screening and due diligence checks. 
  4. Establishing, exercising or defending legal rights in connection with legal proceedings (including any prospective legal proceedings) and seeking professional or legal advice in relation to such legal proceedings. 
  5. Meet any applicable law, regulation, legal process or enforceable governmental request. 
  6. Internal employment requirements 

We may also use Personal Information when we have a legal basis to process your  Personal Information, like: 

  1. Performance of a Contract: Some of the Personal Information processed is performed on the basis that it is necessary for the performance of our agreement with you, or in order to take steps at the request of the user prior to entering such an agreement. An example of this would be where we send a job seeker’s application to a hiring entity. 
  2. Legitimate Interest: Legitimate interests will include where we send you marketing about our products and Services, where we believe you have a reasonable expectation that we will perform a particular type of processing on your behalf, and where such processing is strictly necessary for fraud detection and prevention. A further example would be where we share your Personal Information with Scout Inc.’s affiliates. We will only rely on such a ground where an assessment has been performed, balancing the interests and rights involved and the necessity of the processing in order to provide our Services, products and features to you. 
  3. Compliance with a Legal Obligation: A third ground relied upon for certain types of processing is that it is necessary in order to allow us to comply with a legal obligation. An example of this would be where we are required to retain business records for fixed periods of time in order to comply with local legal requirements. 
  4. Consent: In certain limited situations, we rely on your consent in order to process your Personal Information. Where we require your consent in order to collect and process certain Personal Information, we seek your consent at the time of provision, and such processing will only be performed where consent is secured. For example, your consent will be sought where you provide your location when you provide it yourself on our Platform, to help you find more relevant job listings. When you submit a photo that includes the provision of the location data of where the photo was taken, or in certain instances, where you initiate a marketing message, such as a job alert, with us. You can withdraw your consent, as per this Policy, where applicable, by sending an email to support@scoutit.in. 

You understand that we act as the processors when you enrol with our Platform, generally to use other features of our Platform other than applying for jobs with the client, or joint processors with a third party, of certain information and decide the purposes and means of the processing of such Personal Information. The use of such information shall be as per the terms of this Policy. 

Notwithstanding anything contained herein, if you breach the terms of the Policy, Scout Inc. reserves the right to take any legal or other action against you, including but not limited to denying or revoking access to the Platform and the Services and referral to the appropriate authorities. 

We also collect and/or generate anonymized and aggregated information from your use of the Platform. The anonymized or aggregated information is not Personal Information since we are not able to re-identify you using any means available to us from that anonymized or aggregated information. The anonymized and aggregated information is used for a variety of functions, including to help us identify and remediate any bugs and to improve the performance of our Platform. Scout Inc. may use such information in a number of ways, including internal analysis, analytics and research. We may share this information with Third Parties for our or their purposes in an anonymized or aggregated form that is designed to prevent anyone from identifying you. 

If you or your organization is our client and have a separate agreement with us, that agreement may have privacy terms that also apply to the Personal Information you provide to us under that agreement. You are requested to review the terms of that agreement as well. 

Limitations of use: 

  1. Where our customer/client wants to close any Applicant’s account and the customer/client shall no longer have access to any of the data we make available under that account; 
  2. Where our customer/client wants to close their own account; 
  3. Where a client/customer wants to stop using a Service; 
  4. Where details provided to us are incorrect; 
  5. Where the minimum age of users is under the age of eighteen. However, if local laws provide for an alternative minimum age for us to lawfully provide the Services in the Platform to you, then that shall apply as the applicable minimum age.  

HOW LONG DO WE STORE YOUR PERSONAL INFORMATION 

We store your Personal Information for three years or until we have an obligation to provide the Services, and until such time as you ask us to delete your Personal Information in accordance with our terms and conditions. We may also be required to retain certain information in order to comply with local laws. If you wish to delete your Personal Information, you should submit a delete request to support@scoutit.in. However, if you are an Applicant, you can log in to your account and make a formal request to delete your Personal Information. 

DISCLOSURE OF YOUR PERSONAL INFORMATION 

We may share Personal Information with certain Third Parties that perform certain services on our behalf or that receive Services from us. Sometimes sharing your Personal Information with these Third Parties is necessary for them to perform their services or for us to provide our Services to them. 

We will only share your Personal Information with Third Parties for the purposes identified above in accordance with the Policy, or with your consent. We will endeavour to obtain assurances from each Third Party with whom we share your Personal Information for purposes of maintaining our relationship with you (e.g., benefits providers) that it will safeguard your Personal Information consistently with this Policy and will notify Scout Inc. if it makes a determination it can no longer meet this obligation. If we have knowledge that a Third Party is using or disclosing the Personal Information in a manner contrary to this Policy, we will take reasonable steps to prevent or stop the use or disclosure. 

Your Personal Information may be also disclosed or transferred to a third party in the event of any proposed or actual reorganization, sale, merger, joint venture, assignment, amalgamation or any other type of acquisition, disposal or financing of all or any portion of Scout Inc. or of any our assets (including should Scout Inc. become insolvent, enter into receivership or any similar event occur). Should such an event take place, we will endeavour to direct the transferee to use the Personal Information in a manner that is consistent with this Policy. 

We may also disclose your Personal Information to third parties if necessary, to comply with legal obligations, for example, to cooperate with regulatory authorities, law enforcement bodies, or courts, or if we believe that disclosure is necessary to protect our rights or those of a Third Party. 

STORING YOUR PERSONAL INFORMATION AND SECURITY 

We may store your Personal Information using our own secure on-site servers or other internally hosted technology. Your Personal Information may also be stored by Third Parties, via cloud services or other technology, with whom Scout Inc. has contracted, to support Scout Inc.'s business operations. 

These Third Parties do not use or have access to your Personal Information other than for cloud storage and retrieval, and Scout Inc. requires such parties to employ at least the same level of security that we use to protect your Personal Information. 

We use reasonable security measures to help protect against the loss, misuse and alteration of the Personal Information under our control. No method of transmission over the internet, or method of electronic storage, is completely secure, however. Therefore, while we strive to protect your information, we cannot guarantee its security.

EXERCISING RIGHTS WITH RESPECT TO PERSONAL INFORMATION 

As a user, you may avail yourself of the rights explained below. Please note, we may attempt to verify your identity through the email address or telephone number associated with your use of our Platform prior to fulfilling any such request and reserve the right to deny a request where we are unable to satisfactorily complete this process. If you authorize someone to make a request on your behalf, we may also deny your request if we are unable to verify with you that the individual making the request is authorized to act on your behalf. 

Right to access your information 

You have the right to ask us what personal data we hold about you and how we use it. This includes: 

  1. A summary of your personal data we process (for example, your name, contact details, profile, CV, job alerts, event registrations). 
  2. How we use it (for example, to show you relevant jobs or events, send alerts, or improve our services). 
  3. The names or categories of other companies or partners we share your data with (for example, cloud hosting providers, email providers, or employers/event organisers) and what data is shared. 

You can make this request at any time by contacting us at  support@scoutit.in. We may ask you for information to confirm your identity before we share any details. 

Right to correct, update or delete 

You can ask us to: 

  1. Correct personal data that is wrong or misleading (for example, an old phone number). 
  2. Complete personal data that is incomplete (for example, missing details in your profile). 
  3. Update your personal data (for example, a new email address or city). 
  4. Erase your personal data when it is no longer needed for the purpose we collected it, and we do not need to keep it to comply with the law. 

Where possible, you can do this directly in your account settings. You can also write to us at  support@scoutit.in. If we need to keep some data (for example, to comply with legal obligations or to resolve disputes), we will explain what we will retain and why. 

PLEASE NOTE: 

By requesting the deletion of your Personal Information, you will still be able to create an account with Scout Inc. using the same email address. If you simply wish to close your account, please click the “Delete” button on your account page.  

Additionally, by making a Personal Information deletion request, you acknowledge that you will be removed from consideration for all active sweepstakes, contests, prize draws, and other promotions. 

Right to raise a grievance 

If you have any concern, complaint or question about how we handle your personal data or how we respond to your requests, you have the right to use our grievance redressal process. 

You can submit a grievance by writing to our Legal Team at support@scoutit.in. We will acknowledge and respond to your grievance within the timelines prescribed under the Digital Personal Data Protection Act, 2023 and applicable rules. You should first give us a chance to resolve your grievance before approaching the Data Protection Board of India. 

Right to nominate another person 

“You have the right to nominate another individual to exercise your rights under this Privacy Policy and under the Digital Personal Data Protection Act, 2023 if you pass away or become unable to exercise your rights (for example, due to serious illness). 

You can appoint a nominee by following the process we may specify from time to time (for example, through your account settings or by written request). Once recorded, your nominee may contact us to access, correct, delete or manage your personal data in line with this Privacy Policy and applicable law if you are no longer able to do so yourself 

Opting Out of Marketing Messages and Withdrawing Consent 

If you no longer want to receive marketing materials from us based upon your Personal Information, you may opt out by following the procedures specified below: 

If you wish to opt out of a particular marketing email, you may do so by clicking “unsubscribe” (or an equivalent action) where applicable. Please note that this will only opt you out of that particular marketing message. 

In addition, you may opt out of all marketing messages by sending an email to  support@scoutit.in. We will comply with your request as soon as reasonably practicable, and in accordance with applicable laws. 

Finally, please note that we may still send other messages to you, such as administrative and transactional messages. 

Some Limitations 

Such rights of rectification, objection, restriction, access, portability and deletion are subject to certain limitations, as provided for by applicable laws. Individual requests will be completed within the time allotted by relevant regulations, which starts to run from the point at which Scout Inc. confirming your request. Where permitted, please note there may be a charge for subsequent requests from the same individual, which will be determined by Scout Inc. and only imposed to the extent permitted by applicable law. 

CHILDREN UNDER EIGHTEEN 

Scout Inc. does not knowingly collect data from children under the age of eighteen. If you are under the age of eighteen, you must ask your parent or guardian for permission to use our Platform. If a child under eighteen (18) submits Personal Information to Scout Inc. and we learn that the Personal Information is the information of a child under thirteen, we will attempt to delete the information as soon as possible. If you believe that we might have any Personal Information from a child under eighteen (18), please contact us at support@scoutit.in. 

COOKIES INFORMATION 

We may send one or more cookies or other anonymous identifiers to your device through the Platform to collect and store information when you visit the Platform. 

We may use both session cookies, which expire once you close your web browser, and persistent cookies, which stay on your computer until you delete them and other technologies to help us collect data and to enhance your experience with the Platform. Cookies are small text files a website can use to recognize a repeat visitor to the website. We may use cookies for various purposes, including to: 

  1. Authenticate users; 
  2. Personalize your experience; 
  3. Analyze which portions of the Platform are visited or used most frequently; and 
  4. Measure and optimize advertising and promotional effectiveness. 

If you do not want us to deploy cookies in your browser, you can opt out by setting your  browser to reject cookies or to notify you when a website tries to put a cookie in your  browser software. If you choose to disable cookies in your browser, you can still use the Platform, although your ability to use some of the features may be affected. 

THIRD PARTY ANALYTICS & DATA PROCESSORS 

When processing your data, we may use third-party analytics services (“Data Processors”) to evaluate your use of the Platform, compile reports on activity, collect demographic data, analyse performance metrics, and collect and evaluate other information relating to the Platform and mobile and internet usage. These third parties may have access to your data, use cookies and other technologies to help analyse and provide us twith he information and, in some cases, connect such information with other data held by us, or third-party environments. You consent to the processing of information about you by these analytics providers in the manner and for the purposes set out in this Policy. 

At present, we work with the following analytic partners: 

  • AWS 
  • Google

For more information on these third parties, including how to opt out of certain data collection, please visit the sites below. Please be advised that if you opt out of any Services, you may not be able to use the full functionality of the Platform. 

ADVERTISEMENT INFORMATION 

The Scout Inc. or third-party advertisers or their advertising servers may also place or recognise unique cookies on devices or use other electronic tools in order to help display advertisements that the users see on the Platform. Information about visits to, and activity on, the Platform, an IP address, the number of times an advertisement has been viewed and other such usage information is used, alone or in combination with other information, to display on the device screen advertisements that may be of particular interest to you. We may use web beacons, provided by third-party advertising companies, to help manage and optimize our online advertising and product performance. The web beacons enable us to recognise a browser’s cookie when a browser visits the website, and to learn which banner ads bring users to the website. The use and collection of the information by these third-party service providers, third-party advertisers and their advertising servers is not covered by this Policy. 

RESPONSIBILITIES 

This Privacy Policy is maintained and overseen by the Internal Legal Team of Scout Inc. The Legal Team is responsible for ensuring the accuracy, updates, and enforcement of this Policy. If you have any questions, concerns, or requests related to the processing of your personal data or this Privacy Policy, please contact us at support@scoutit.in. Our Legal Team will address your queries and assist you with exercising your rights under the Digital Personal Data Protection Act, 2023. 

Rest assured, we keep your Personal Data secure and restrict access within the company to only those who need it. We require your Personal Data to provide you with our services, including access to our platform, job listings, event information, and related communications. You provide your Personal Data when you register on our platform, download our app, or use our services. 

We will notify you as soon as possible but no later than 48 (forty-eight) hours if we determine that our systems have been hacked and your Personal Data disclosed as a result of such hacking or any other unauthorised breach of your systems and databases. 

POLICY REVIEW 

We regularly review and may update this Privacy Policy to comply with applicable laws or improve our practices. If any changes reduce your rights or significantly affect how we process your personal data, we will seek your explicit consent before applying such changes. 

When changes are made, the revised Policy will be prominently posted on this page with the notation ‘Revised (date)’ and an updated effective date. This notation will remain visible for at least seven (7) days following the update. We encourage you to review the Privacy Policy periodically to stay informed about how we protect your data. 

For significant updates affecting your rights or new data processing purposes, we will notify you directly through your registered email or platform notification and seek your consent where required by law. By continuing to access or use the Platform after such notifications, you agree to the updated terms on a prospective basis. 

PRIVACY CONCERNS 

If you are concerned about the handling of your Personal Data, or if you have any complaints or queries related to your  Personal Data or our Policy, please contact: 

Email: support@scoutit.in