Privacy Policy
We at Polus Solutions Inc. (referred hereafter as ‘we’, ‘us’ or ‘our’) respect your privacy and want you to understand how we collect, use, and share data about you. This Privacy Policy covers our data collection practices and describes your rights to access, correct, or restrict our use of your personal data. This privacy notice is relevant, when you use our services (‘Services’), such as when you:
- Visit our website at www.polussolutions.com, or any website of ours that links to this privacy notice
- Engage with us in other related ways, including any sales, marketing, recruitment, or events
Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. In case there are any questions or concerns, you may reach out to us at [email protected].
Table of Contents
- 1. Summary of Key Points
- 2. Definition
- 3. What information do we collect?
- 4. How is your information processed?
- 5. When and with whom do we share your information?
- 6. Do we use cookies?
- 7. Data retention
- 8. Security measures
- 9. Your privacy rights
- 10. Policy updates
- 11. Contact Information
- 12. How can you review, update, or delete the data we collect from you?
1. Summary of Key Points
| Section | Details |
|---|---|
| Summary of Key Points |
|
| What personal information do we process? | We may process personal information based on how you interact with our Services, the choices you make, and the features you use. This includes information you disclose to us. |
| Do we process any sensitive personal information? | We do not process sensitive personal information. |
| Do we receive any information from third parties? | We do not receive any information from third parties. |
| How do we process your information? | We process your information to support recruitment and hiring, improve and administer our Services, communicate with you, enhance security, prevent fraud, and comply with the law. Additional processing may occur with your consent. |
| In what situations and with which parties do we share personal information? | We may share data in specific scenarios. For example, name and email addresses are shared with HubSpot to send newsletters to subscribers. |
| How do we keep your information safe? | We use technical and organizational measures to safeguard your personal information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute protection. |
| What are your rights? | Depending on your geographic location, you may have legal rights related to your personal information, such as access, correction, or deletion. |
| How do you exercise your rights? | You can exercise your rights by submitting a data subject access request or contacting us. We will respond in accordance with applicable laws. |
2. Definition
| Term | Description |
|---|---|
| Personal Data | Any information relating to an identified or identifiable natural person (data subject), such as name, ID number, location data, online identifier, or factors specific to their identity. |
| Data Subject (Person Concerned) | An identified or identifiable natural person whose personal data is processed by the data controller. |
| Processing | Any operation on personal data, automated or manual, including collection, storage, use, disclosure, and deletion. |
| Data Controller | A person or body that determines the purposes and means of processing personal data. In this document, Polus Solutions Inc. is the data controller. |
| Data Processor | A person or body that processes personal data on behalf of the data controller. |
| Third Party | Any person or body other than the data subject, controller, processor, and those authorized to process data under their authority. |
| Consent | A freely given, specific, informed, and unambiguous indication of the data subject’s wishes, signifying agreement to data processing. |
| Data Breach | A security incident resulting in destruction, loss, alteration, unauthorized disclosure of, or access to personal data. |
| Retention Period | The duration personal data is stored before being securely deleted or anonymized, as per legal or business requirements. |
| Cookies | Small text files placed on a user's device by a website to recognize the user, store preferences, and track browsing activity. |
2. What information do we collect?
Personal information you disclose to us:
We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and services, when you participate in activities on the services, or otherwise when you contact us.
Personal information provided by you. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect are mainly from the job applications received through our website. Following are the personal information collected in this process.
- Names
- Phone Numbers
- Email Addresses
- Contact Preferences
- Curriculum Vitae (CV)
Sensitive Information
We do not process sensitive information.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
Information automatically collected
When you access the Services (including browsing content), we collect certain data by automated means, including:
| Data Type | Description |
|---|---|
| System Data | Technical data about your computer or device, like your IP address, device type, operating system type and version, unique device identifiers, browser, browser language, domain and other systems data, and platform types. |
| Usage Data | Usage statistics about your interactions with the Services, including content accessed, time spent on pages or the Service, pages visited, features used, your search queries, click data, date and time, referrer, and other data regarding your use of the Services. |
| Approximate Geographic Data | An approximate geographic location, including information like country, city, and geographic coordinates, calculated based on your IP address. |
3. When and with whom we share your personal information?
We may need to share your personal information in the following situations:
Share and Grow
We may process the data received from job applicants in the career section for the hiring process. The applicants will be contacted for scheduling interviews and communicating the results of the interview etc.
Marketing Products and Services
We use the email address and username for sending newsletters, which cover our product release updates and services related success stories etc.
To post testimonials
We post testimonials on our Services that may contain personal information.
To identify usage trends
We may process information about how you use our Services to better understand how they are being used so we can improve them.
4. How Is Your Information Processed?
- To respond to inquiries or job applications
- To send newsletters (with your permission)
- To analyze website traffic and performance
4. When and with whom we share your personal information?
We may need to share your personal information in the following situations:
-
Business Transfers
We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
-
Feature Integration
We do share the name and email address to the HubSpot Email client for sending newsletters to all subscribers on our website. You may visit here the privacy document of HubSpot.
-
When we use Google Analytics
We may share your information with Google Analytics to track and analyse the use of the Services. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page
5. Do we use Cookies and other tracking technologies?
We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.
6. What is the retention period of your information on our side?
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than 90 days.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise your personal such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
7. How is your information kept secure on our side?
We aim to protect your personal information through a system of organisational and technical security measures.
We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
8. What are your privacy rights?
Withdrawing your consent
If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section ‘How can you contact us about this notice’ below.
However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Cookies and similar technologies
Most browsers are set to accept cookies and by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.
If you have any questions or comments about your privacy rights, you may email us at [email protected]
11. Contact Information
If you have questions or comments about this notice, you may email us at Email: [email protected] or contact us by post at:
India Office:Polus Solutions Pvt. Ltd.
12B, Carnival Technopark,
Technopark – Phase 1, Kazhakoottam,
Thiruvananthapuram, Kerala 695581, India US Office:
1515 Hancock Street,
Quincy, MA 02169
12. How can you review, update, or delete the data we collect from you?
Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please contact us in the above-mentioned channels.