Privacy Policy & Data Protection Standards
How we collect, safeguard, process, and retain workforce data — with dedicated security controls for Background Verification (BGV) documents.
Model Tenant Isolation
Database queries are scoped to your company at the access layer. Data is never shared across tenants.
Masked Aadhaar & PAN
Sensitive government IDs are masked across all UI views and exports to protect candidate PII.
Private Document Vault
BGV documents require authenticated admin authorization. No public storage links exist.
Audit-Logged Reviews
Every HR approval, document review, and status change is logged with timestamp and reviewer identity.
What We Collect
When an organization signs up for PeopleNest, we store the workspace administrator account details (full name, work email address, phone number, and company name).
When an administrator populates the directory, we store employee profiles (name, work email, department, designation, and employment status). When employees complete mandatory trainings or assessments, we store attendance proof (signatures or face match photos), quiz responses, scores, and feedback logs.
If optional modules (leave, exit, offer letters, bonds, payroll, or background verification) are enabled, we process the specific data required by those modules.
Background Verification (BGV) Data Safeguards
Where an employer uses the Background Verification module, candidates or employees submit identity, address, education, or employment documents (such as Aadhaar, PAN, degree certificates, or relieving letters). This is sensitive personal data, and we apply strict additional controls:
- Authorization-Gated Storage: BGV document files are never stored in a public bucket. Downloads require an active, authenticated admin session.
- Automatic PII Masking: Sensitive identifiers like Aadhaar and PAN numbers are masked wherever they appear in lists, exports, or reports.
- Logged Reviewer Actions: Document uploads never automatically mark a record as "Verified". Verification is an explicit HR reviewer action, logged with reviewer ID and timestamp.
- Candidate Consent Tracking: Magic-link self-upload submissions record candidate consent timestamps and scope.
- Configurable Auto-Deletion: Employers can configure retention periods after which uploaded document files are automatically deleted while audit logs remain.
Why We Collect Data
We process workforce information strictly to provide the platform's core operating features to your organization:
Cookies & Sessions
We use strictly necessary session cookies to maintain your authenticated login state and CSRF tokens to protect forms against cross-site attacks. Both are essential for platform operation.
We do not use third-party advertising cookies, trackers, or behavioral profiling scripts. We never sell user data or share it with third-party advertising networks.
Multi-Tenant Data Isolation
Every organization's data is strictly partitioned at the application data-access layer. One company can never query, view, or export another organization's records.
Within an organization, role-based access control (RBAC) ensures employees only see their own records, managers see their assigned team, and HR admins access company-wide records.
Data Retention & Employee Choices
Workforce records remain stored while an organization's workspace is active to support historical compliance reporting and audit trails. BGV document files can additionally be set to auto-delete based on employer retention rules.
If you are an employee or job candidate and wish to request record correction or deletion, please contact your employer's HR admin or reach out to our team directly.
Questions & Contact Information
If you have any questions regarding this Privacy Policy or our data protection practices, please contact our Data Protection & Compliance Team:
Privacy Policy & Data Rights FAQs
Common questions about your data privacy rights, document retention, and encryption.
How can employees request data correction or deletion?
Are document uploads accessible via public URLs?
How long is employee data retained after offboarding?
Have questions about our privacy policy?
Reach out to our privacy team — happy to answer any questions about data governance, storage, or BGV compliance.
