Privacy Policy

Updated at 2026-07-31

This Privacy Policy explains how Talent Maximus India Private Limited (“TMI”, “we”, “our”, or “us”) collects, uses, stores, protects, and manages personal information through our website, Employee Self Service (ESS) Portal, payroll portal, HRMS Platform, recruitment channels, support channels, and related services.

By accessing our website, using our services, submitting information to us, or using any portal or application provided by TMI, you acknowledge that your personal information may be processed in accordance with this Privacy Policy and applicable law, including the Digital Personal Data Protection Act, 2023 and the rules made under it, as applicable to TMI.

Information Security Commitment

TMI is committed to protecting the confidentiality, integrity, and availability of personal information processed through its website, ESS Portal, HRMS Platform, payroll portal, recruitment channels, support channels, and related services. We implement appropriate administrative, technical, organisational, and physical security measures designed to safeguard information against unauthorised access, disclosure, alteration, misuse, loss, or destruction.

1. Scope of this Policy

This Privacy Policy applies to information processed in connection with:

visits to the TMI website.
enquiries, communications, service requests, or support interactions.
use of the ESS Portal, payroll portal, HRMS Platform, and related service platforms.
customer onboarding, service delivery, account administration, and business relationship management.
recruitment, employment application, vendor, consultant, and business-contact interactions.
compliance, audit, security, legal, statutory, and operational requirements.

Where TMI processes personal information on behalf of an employer or customer organisation, that organisation ordinarily acts as the Data Fiduciary and TMI acts as a Data Processor under the Digital Personal Data Protection Act, 2023, processing information in accordance with its authorised instructions, contractual obligations, and applicable law. Where TMI collects personal information directly for its own business purposes (for example, recruitment, website enquiries, vendor and business-contact management), TMI acts as the Data Fiduciary.

2. Information We May Collect

Depending on your interaction with TMI and the services being used, we may collect or process personal information reasonably required for the relevant purpose, including:

identification and contact information.
account, login, authentication, access-control, and security information.
employment, HR, payroll, attendance, leave, reimbursement, benefits, statutory, compliance, and service-related information.
information submitted through the website, ESS Portal, payroll portal, HRMS Platform, forms, uploads, emails, support requests, or other service channels.
recruitment, applicant, professional, educational, employment-history, and assessment-related information.
customer, vendor, consultant, representative, and business-contact information.
website, browser, device, cookie, log, analytics, and usage information required for functionality, security, troubleshooting, and service improvement.

Some information processed through our services may be sensitive or confidential in nature. We process such information only where required for service delivery, contractual obligations, lawful business purposes, employer/customer instructions, compliance, security, or applicable legal requirements.

3. How We Collect Information

We may collect information:

directly from you when you use our website, portal, application, forms, email, phone, or other communication channels.
from your employer, customer organisation, authorised administrator, HR/payroll team, manager, or other authorised representative.
from recruitment submissions, job applications, interviews, assessments, or professional interactions.
from service providers, vendors, consultants, statutory or compliance sources, or other authorised third parties where required for lawful purposes.
automatically through cookies, logs, device information, usage records, application activity, and security monitoring tools.

4. Purpose of Processing

We may process personal information for purposes including:

providing, operating, maintaining, and improving our website, ESS Portal, payroll portal, HRMS Platform, and related services.
user registration, authentication, access control, role management, session management, and security.
HR, payroll, ESS, compliance, attendance, leave, reimbursement, reporting, support, and related service delivery.
customer onboarding, account management, billing, support, communication, service administration, and relationship management.
recruitment, candidate assessment, hiring, onboarding, and related employment or engagement processes.
responding to enquiries, requests, complaints, feedback, or support tickets.
sending service-related communications, alerts, notices, security messages, and operational updates.
preventing misuse, unauthorised access, fraud, security incidents, or service disruption.
maintaining records, logs, audit trails, backups, and business documentation.
meeting legal, statutory, contractual, regulatory, audit, tax, labour, employment, security, and compliance obligations.
enforcing or defending legal, contractual, or business rights.

We do not use ESS, payroll, HRMS, or employment-service data for advertising purposes.

5. Lawful Basis and Consent

We process personal information only for lawful purposes. Depending on the context, processing may be based on:

consent, where consent is required.
performance of a contract or service arrangement.
employer/customer instructions where TMI acts as a Data Processor.
employment, payroll, statutory, compliance, or legal requirements.
certain legitimate uses recognised under applicable law, including the Digital Personal Data Protection Act, 2023 (such as processing for purposes of employment, or to safeguard against loss or liability), and other lawful business, operational, and security purposes permitted by applicable law.
compliance with applicable law or lawful requests.

Where processing is based on consent, you may withdraw consent by contacting us or, where applicable, by contacting your employer or customer organisation. Withdrawal of consent may affect the ability to provide certain services or complete certain processes. Withdrawal does not affect processing already carried out before withdrawal, or processing that is otherwise permitted under applicable law, including legitimate uses recognised under the Digital Personal Data Protection Act, 2023, or that is required under law, contract, compliance, or audit obligations.

6. Employer-Controlled and Customer-Controlled Information

Where TMI provides services to an employer or customer organisation, that organisation (as Data Fiduciary) may determine the purpose and manner in which information is processed.

In such cases:

TMI processes information as a Data Processor in accordance with authorised instructions, contracts, service requirements, and applicable law.
employment, payroll, HR, ESS, access, correction, retention, or deletion requests may need to be routed through the relevant employer/customer organisation.
TMI may not independently modify, delete, disclose, or restrict such information unless instructed by the employer/customer, permitted by contract, or required by applicable law.

7. Cookies and Similar Technologies

Our website, portals, and applications may use cookies, local storage, session storage, server logs, analytics tools, and similar technologies for:

login and session management.
security and fraud prevention.
remembering preferences.
service functionality.
performance monitoring.
troubleshooting and diagnostics.
usage analytics and service improvement.

Some cookies and storage mechanisms are essential for the website, portal, or application to function properly. If you disable cookies or browser storage, certain features may not work correctly.

8. Sharing and Disclosure

We do not disclose personal information to third parties except where required for the purposes described in this Privacy Policy, to fulfil contractual obligations, where authorised by the individual or the relevant employer/customer organisation, or where required or permitted by applicable law.

Where sharing is necessary and lawful, it may include disclosure to:

the relevant employer, customer organisation, or authorised representatives.
service providers supporting hosting, infrastructure, software, support, communication, security, analytics, backup, compliance, or operations.
professional advisors, auditors, consultants, insurers, bankers, legal advisors, or other business-support providers.
statutory, regulatory, governmental, law-enforcement, judicial, or other authorities where required or permitted by law.
third parties involved in a business transfer, merger, restructuring, acquisition, or similar transaction, subject to appropriate safeguards.

We do not sell personal information.

We do not disclose ESS, payroll, HRMS, or employment-service information to advertisers.

9. Storage and Cross-Border Processing

TMI primarily operates from India. Depending on the services, systems, technology providers, support arrangements, or infrastructure used, information may be stored or processed in India or other jurisdictions. Where information is processed outside India, we will take reasonable steps to ensure that such processing is carried out in accordance with applicable law, including any restrictions notified by the Central Government under the Digital Personal Data Protection Act, 2023, and with appropriate contractual safeguards, confidentiality obligations, and security measures.

10. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including service delivery, business operations, statutory compliance, audit, legal, tax, employment, contractual, security, dispute-resolution, and record-retention requirements.

Retention periods may vary depending on the nature of the information, applicable law, customer requirements, contractual obligations, and operational requirements.

Where information is processed on behalf of an employer or customer organisation, retention may be determined by that organisation, the applicable contract, legal requirements, and service obligations.

When information is no longer required for the purposes for which it was collected, it will be securely deleted, anonymised, archived, or otherwise disposed of in accordance with applicable legal, regulatory, contractual, and business requirements.

11. Security

We implement risk-based technical, organisational, administrative, and physical security controls proportionate to the sensitivity, nature, and risk associated with the information being processed. These controls are designed to protect information against unauthorised access, disclosure, alteration, misuse, loss, or destruction.

Such controls may include access controls, authentication controls, role-based permissions, encryption where appropriate, secure configuration, monitoring, logging, backup, incident management, confidentiality obligations, security awareness, vendor oversight, and internal governance procedures.

While we strive to protect information using industry-appropriate safeguards, no system or method of transmission over the Internet can be guaranteed to be completely secure. Users are responsible for protecting their login credentials, using authorised access only, and promptly reporting suspected misuse, unauthorised access, or security concerns.

In the event of a personal data breach or security incident affecting personal information, TMI will investigate and respond in accordance with applicable laws, contractual obligations, and internal incident management procedures. Where required under applicable law or contract, affected individuals, organisations, and relevant authorities will be notified within the applicable timeframes.

12. User Responsibilities

Users must:

provide accurate and updated information where required.
keep login credentials confidential.
not share passwords, OTPs, or account access.
access only information and functions they are authorised to use.
comply with applicable employer/customer policies where the service is used through an employer or customer organisation.
promptly report suspected unauthorised access, incorrect information, or security concerns.

13. Rights and Requests

Subject to applicable law and the nature of processing, individuals may have rights to request information about the processing of their personal data, correction, updating, completion, and erasure of personal data, withdrawal of consent, nomination of another individual to exercise rights in the event of death or incapacity, and grievance redressal, together with other rights available under applicable law, including the Digital Personal Data Protection Act, 2023.

Where information is controlled by an employer or customer organisation (as Data Fiduciary), requests relating to employment, payroll, HR, ESS, access, correction, retention, or deletion should normally be submitted to the relevant employer/customer organisation first. TMI will support such requests in accordance with applicable law, contract, and authorised customer instructions.

TMI will acknowledge and respond to privacy-related requests within a reasonable timeframe and in accordance with applicable legal, regulatory, contractual, and operational requirements. Where a request or grievance is not resolved to your satisfaction, you may seek the remedies available to you under applicable law.

14. How to Raise a Privacy Request or Grievance

For privacy-related questions, requests, or grievances, contact:

Privacy / Grievance Contact

Privacy Officer

Email: privacyofficer@talentmaximus.com

For ESS, payroll, HRMS, employment, or employer-controlled information, please include sufficient details to help identify the relevant employer/customer organisation and the nature of the request. We may need to verify your identity before processing a request. We may refuse, restrict, or redirect requests where permitted by law, where the request is not verifiable, where the information is controlled by an employer/customer organisation, or where retention is necessary for legal, statutory, contractual, audit, security, or dispute-resolution purposes.

15. Recruitment Information

Where you apply for employment, consultancy, contract work, internship, or other engagement with TMI, we may process information submitted by you or collected during the recruitment process for candidate evaluation, communication, interview coordination, assessment, background verification where applicable, offer processing, onboarding, record keeping, and related recruitment or employment purposes. If you are not selected, we may retain recruitment-related information for a reasonable period for record keeping, future opportunities, legal compliance, audit, or dispute-resolution purposes, unless deletion is required by applicable law.

16. Third-Party Links and Services

Our website, portals, or communications may contain links to third-party websites, platforms, or services. This Privacy Policy does not apply to third-party websites or services that are not operated by TMI. You should review the applicable privacy policy of any third-party website or service before providing information to them.

17. Children’s and Minors’ Information

Our website, portals, and services are not intended for independent use by minors. For the purposes of the Digital Personal Data Protection Act, 2023, a child is an individual below the age of eighteen years. Where information relating to a child or other minor is processed in connection with employment, benefits, compliance, statutory, contractual, or service requirements, such processing is carried out only for relevant lawful purposes, employer/customer instructions, contractual obligations, or applicable legal requirements, and where required by law, with verifiable consent of a parent or lawful guardian. TMI does not undertake tracking, behavioural monitoring, or targeted advertising directed at children.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, technology, security practices, or business operations. The updated version will be posted on the website or portal with the revised “Last Updated” date. Where required, we may provide additional notice through appropriate channels.

19. Contact Us

For questions about this Privacy Policy or TMI’s handling of information, contact:

Talent Maximus India Private Limited