Privacy Policy

Active Minds Global Solutions provides Oracle, Salesforce and ERP consulting, IT and automation solutions, and staffing services to clients from our offices in Hyderabad, India and Dubai, United Arab Emirates. This Privacy Policy explains how we collect, use, share and protect personal data when you visit www.activemindsit.com (the "Website"), apply for a job with us, contact us, or otherwise deal with us.

By using the Website or submitting your information to us, you acknowledge that you have read this Policy. If you do not agree with it, please do not use the Website or submit personal data to us.

1. Who we are

Active Minds Global Solutions is the data controller (in India, the "data fiduciary") for personal data collected through this Website and for recruitment and business-development activities. Our registered contact details are:

• India office: 504B, 5th Floor, Gowra Palladium, HITEC City, Hyderabad, Telangana – 500081
• UAE office: 702-17 Office, Dubai National Insurance Building, Port Saeed, Dubai, United Arab Emirates, P.O. Box 231381
• Email: hello@activemindsit.com

When we deliver services to a client (for example, an Oracle HCM implementation or Salesforce integration), we usually process the client's data on the client's instructions as a data processor. In that case, the client's own privacy policy governs, and we handle that data under our contract with the client.

2. Personal data we collect

2.1 Information you give us

Please do not send us sensitive information that we do not ask for, such as government identity numbers, bank details, health information or religious or political beliefs, unless a specific recruitment or contract step requires it.

2.2 Information collected automatically

When you browse the Website, our servers and the third-party services we use may automatically record technical data such as your IP address, browser type and version, device type, operating system, pages viewed, referring page, date and time of access, and approximate location derived from your IP address.

2.3 Information from other sources

We may receive professional information about you from LinkedIn, job boards, recruitment consultants, referrals from our employees, or your current or former employers (for reference checks, with your knowledge). We may also receive business contact details from clients, partners and public sources.

3. How we use your data

• Recruitment: to assess your application, match your skills to open roles, contact you, schedule interviews, run background or reference checks where permitted, make offers, and keep you in our talent pool for future openings.
• Responding to you: to answer enquiries, provide proposals and quotes, and follow up on requests you make through the Website or chatbot.
• Sales and relationship management: to maintain business contacts in our Salesforce CRM and to share relevant information about our Oracle, Salesforce, IT, automation and staffing services, where permitted by law and subject to your right to opt out.
• Delivering services: to perform contracts with clients and manage staff-augmentation engagements.
• Operating and improving the Website: to keep it secure, diagnose technical problems, understand how visitors use it and improve content and performance.
• Legal and compliance: to meet legal, regulatory, tax and audit obligations, prevent fraud and misuse, and establish, exercise or defend legal claims.

We do not sell your personal data. We do not use your resume or application data to make decisions based solely on automated processing without human review.

4. Legal basis and consent

We process personal data on one or more of the following grounds, depending on the situation and the law that applies to you:

• Your consent, for example when you submit a job application, join our talent pool, or subscribe to updates. You may withdraw consent at any time (see Section 10).
• Performance of a contract or steps you ask us to take before entering into one, such as processing a job application or a client engagement.
• Legitimate interests, such as securing the Website, managing business relationships and improving our services, provided these interests are not overridden by your rights.
• Legal obligation, where we must retain or disclose data by law.

This Policy is intended to meet the requirements of the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, the Digital Personal Data Protection Act, 2023 (India), and UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data. Where the EU or UK GDPR applies to you, we process your data in line with those laws as well.

5. Who we share data with

We share personal data only as needed and only with:

• Our group entities and staff in India and the UAE who need access, such as the Resource Management Group (recruitment), HR and business teams.
• Service providers acting on our behalf, including Salesforce (CRM and Web-to-Lead processing of enquiries and applications), our email and hosting providers, the chatbot provider that powers the Website's chat assistant, and providers of analytics, security and IT support.
• Clients, when we propose a candidate for a staff-augmentation or project role. We share your profile with a client only for that purpose, and where required, with your consent.
• Professional advisers, auditors and insurers under duties of confidentiality.
• Authorities and courts, where required by law or to protect our rights, safety or property.
• A successor business, if Active Minds is involved in a merger, acquisition or sale of assets. We will require the new owner to honour this Policy.

All service providers are required to protect the data and to use it only for the services they provide to us.

6. Cookies and similar technologies

Cookies are small text files stored on your device. The Website and the third-party services embedded in it may use:

• Essential cookies that allow pages, forms and navigation to work.
• Functional cookies that support features such as the chat assistant.
• Analytics cookies (if enabled) that help us understand how the Website is used.

You can block or delete cookies through your browser settings. Doing so may affect how parts of the Website work.

7. International transfers

We operate in India and the UAE, and some of our providers (including Salesforce and cloud or email providers) store or access data in other countries. When your data is transferred outside your country, we take steps to protect it, such as contractual safeguards, and we transfer it only where permitted by applicable law.

8. How long we keep data

• Job applications and resumes: up to [24] months after the application, so we can consider you for other suitable roles. If you are hired, relevant data becomes part of your employment record under our employee privacy notice.
• Enquiries and business contacts: for as long as the relationship continues, and up to [3] years after our last interaction.
• Website and technical logs: up to [12] months.
• Records we must keep by law (for example tax and accounting records): for the period the law requires.

After that, we delete or anonymise the data. You may ask us to delete your data sooner (see Section 10).

9. Security

We use reasonable technical and organisational measures, aligned with ISO 27001 information security management practices, to protect personal data against unauthorised access, loss, misuse or alteration. These include access controls, encryption in transit (HTTPS), staff confidentiality obligations, and vendor due diligence. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a personal data breach affects you, we will notify you and the relevant authorities as required by law.

10. Your rights

Subject to applicable law, you may have the right to:

• ask for access to the personal data we hold about you and a summary of how it is used;
• ask us to correct inaccurate or incomplete data and to update it;
• ask us to erase your data, for example your resume from our talent pool;
• withdraw your consent at any time, without affecting processing done before withdrawal;
• object to or ask us to restrict certain processing, and opt out of marketing messages;
• receive a copy of your data in a portable format (where GDPR or similar law applies);
• nominate another person to exercise your rights if you die or become incapacitated (India's DPDP Act);
• make a complaint to us, and if you are not satisfied, to your data protection authority, such as the Data Protection Board of India, the UAE Data Office, or your local EU/UK supervisory authority.

To exercise a right, email hello@activemindsit.com from the address you used with us. We may ask you to verify your identity, and we will respond within the time required by law (generally within 30 days). Applicants can also write to rmg@activemindsit.com to have their resume updated or removed.

11. Third-party links and services

The Website contains links to and embeds from third parties, including LinkedIn, Google Maps, Google Fonts and content delivery networks. These parties have their own privacy policies, and we are not responsible for how they handle your data. Please review their policies before you share information with them.

12. Children's privacy

Our Website and services are meant for businesses and adults. We do not knowingly collect personal data from anyone under 18. If you believe a child has given us personal data, please contact us and we will delete it.

13. Changes to this Policy

We may update this Policy from time to time to reflect changes in our practices, technology or the law. We will post the updated version on this page with a new "Last updated" date. Where a change is significant, we will take extra steps to tell you, such as a notice on the Website. Please check this page periodically.

14. Contact us

If you have questions about this Policy or how we handle your personal data, or want to contact our Grievance Officer / Data Protection Contact, write to us:

• Grievances / Data Protection
  Contact @ India: hr_apac@activemindsit.com & Contact @ UAE: hr_uae@activemindsit.com
• Email: hello@activemindsit.com
• Phone: +91-93916 07730 (India) / +971-543087335 (UAE)
• Post: Active Minds Global Solutions, 504B, 5th Floor, Gowra Palladium, HITEC City, Hyderabad, Telangana – 500081, India