2.1 "Personal Data or Information" means any information that relates to a natural person, which, either directly or indirectly, in combination with other information available with Sapient, is capable of identifying the person concerned.
2.2 "Sensitive Personal Data or Information" means Personal Data or Information of any individual relating to password; financial information such as bank account or credit card or debit card or other payment instrument details; physical, physiological and mental health condition; sexual orientation; medical records and history; biometric information; any detail relating to the above as provided to or received by Sapient for processing or storage. However, any data/information relating to an individual that is freely available or accessible in public domain or furnished under the Right to Information Act, 2005 or any other law shall not qualify as Sensitive Personal Data or Information.
4. INFORMATION HELD BY SAPIENT
The majority of Information is held on Sapient's internal systems. It is also held in manual form and on other electronic systems by or on behalf of Sapient by third parties and may, on a case to case basis, include the following:
PERSONAL DETAILS RELATING TO ANY INDIVIDUAL/PROVIDER OF INFORMATION
PAN, blood group, known name, surname, title, initials; postal address, postal code, country; telephone number; sex; marital status; age; date and place of birth; personal email id, ethnic group; details of dependents; personal contact details including telephone and email address (including emergency contact details);
EMPLOYMENT/ENGAGEMENT DETAILS (AS APPLICABLE)
Job application date; effective start date; employee identification number/ oracle ID; job title; department; employment status; pay group; standard hours; consideration, salary; bonus; bonus dates; allowances; annual leave; sickness absence; other absence; disciplinary action; additional payments details; additional deductions details; official email id; employee benefit details including provident fund account number; salary payment details; bank details; corporate credit card details; visa and passport details; employee accomplishments; assessments; training data; expenses.
5. PURPOSES FOR WHICH INFORMATION IS USED
Information about you may be held and processed by Sapient and third parties, on a case to case basis, for purposes including the following:
recruitment; benefits administration (including medical, pension and other benefits including recording and processing eligibility of dependents); salary administration and payment of expenses; performance appraisals and performance monitoring; career planning; disciplinary, grievance and other investigations including through 'Speak up' hotline; skills monitoring; relocation; promotions and staff re-structuring; security of premises; administering bonus payments, including assigning amounts of bonus payments; running payrolls; absence and sickness monitoring; training course management; IT administration and assistance through the Help Desk; monitoring the use of Sapient assets; sickness and maternity leave administration; providing references on your behalf when you request us to do so; maintaining contact details for you, and your dependents in case of personal or business emergency; administration and handling of employee claims; preventative medicine, health checks and business travelers' health requirements; management of software and hardware computer assets, pre-employment checking and staff surveys; insurance and accident management; employee assistance program; visa and immigration; travel administration; exit interviews; health care services, retention of data as per Sapient's Document Retention Policy available on People Portal; for any other purpose which is directly or indirectly related to or in connection with your employment or engagement as the case may be.
6. DISCLOSURE OF INFORMATION
Sapient will not intentionally disclose (and will take commercially reasonable steps to prevent the accidental disclosure of) your Information to third parties (i.e. persons or entities that are not affiliates of Sapient) subject to the following exceptions:
To third parties as required under the laws, rules, and regulations and or under orders of any relevant judicial or quasi-judicial authority or to protect and defend the rights or property of Sapient.
In response to enquiries by Government agencies including for the purpose of verification of identity, or for prevention, detection, investigation including cyber incidents, prosecution, and punishment of offences.
To service providers appointed by Sapient for the purpose of carrying out services on Sapient's behalf under contract (who are under a duty of confidentiality) such as background check and drug tests/human resource management/payroll/travel/insurance services/health checkups, information technology support services and or for any incidental or ancillary purposes.
To prospective buyers of Sapient's businesses who are under a duty of confidentiality.
In response to requests from third parties such as prospective employers, investigation agencies etc.
In response to request from Sapient clients as part of staffing, client audits related to Sapient's compliances etc.
7. INFORMATION RELATING TO THIRD PARTIES WHICH IS PROVIDED BY YOU
From time to time you may provide Sapient with Information relating to other third party individuals. For example, you may provide Sapient with Information relating to your family members. When you provide such information, it is your responsibility to ensure the accuracy of the Information and to ensure that the individual concerned is aware of the nature of the Information that is being provided and the way in which it will be used, accessed, held, processed, disclosed and/or transferred by Sapient and that the individual has consented to all of the above.
8. RETENTION OF RECORDS
Sapient reserves the right to retain certain types of Information even after termination of any contractual relation with you, including post termination of employment/engagement, as per its Document Retention Policy ("Document Retention Policy") available on the People Portal. The Information will not be retained for longer than it is required.
9. GUIDING PRINCIPLES
Information will be obtained, stored, used and processed fairly and lawfully in accordance with the following guiding principles:
9.1 NOTICE: Wherever Sapient collects Information directly from any provider of Information, it will be lawful purposes and in accordance with the purposes set out in section 5 above and the third parties to which Sapient is likely to or will disclose that information are set out in section 6 above.
9.2 CHOICE: Any individual who wishes to opt out or withdraw his/her consent should contact his/her People Strategist. Sapient will not provide the goods, services or the benefits for which the Information was sought from such an individual. Some examples of the above mentioned goods, services and benefits include payroll and transport services, insurance claims and services.
9.4 DATA INTEGRITY: Sapient will use Information only in ways that are compatible with the purposes for which it was collected from the concerned individual. Sapient will also ensure that Information is not kept for a period longer than required.
9.5 ACCESS AND CORRECTION: Sapient will grant any provider of Information upon request, reasonable access to Information that it holds about the concerned individual or entity. In addition, Sapient will take reasonable steps to permit the provider of Information to correct, amend or delete information that is demonstrated to be inaccurate or incomplete. However, Sapient shall not be responsible for the authenticity of the Information furnished to it by any individual including Information provided by the employees.
9.6 PROTECTION OF INFORMATION: Sapient will take reasonable precautions to protect Information in its possession from loss, misuse and unauthorized access, disclosure, alteration and destruction. Individuals who have been granted access to Information will be made aware of their responsibilities to protect the security, confidentiality and integrity of the Information.
10. DISPUTE RESOLUTION AND ENFORCEMENT