Privacy Policy for Background Screening
Effective Date: [Insert Date]
Last Updated: [Insert Date]
Smartz Research Identity Pvt Ltd is committed to protecting the privacy of individuals whose personal information is collected, processed, and stored during background screening processes. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when conducting background checks on behalf of employers, partners, or other authorized entities.
1. Scope of This Policy
This policy applies to all individuals (“you”) whose personal information is collected as part of a background screening request made by an employer or organization using our services.
2. Information We Collect
We may collect the following categories of personal data:
- Identification Information: Full name, date of birth, gender, photograph, and government-issued ID numbers (e.g., PAN, SSN, Aadhaar).
- Contact Information: Phone number, email address, current and previous addresses.
- Education and Employment: Academic qualifications, transcripts, past and present employment details.
- Professional Licenses/Certifications
- Criminal History (if permitted by law)
- Credit Reports (where legally and contractually relevant)
- Reference Checks and Public Records
All information is collected in accordance with applicable laws and with your knowledge and/or consent, as required.
3. How We Use Your Information
We use your information solely for background screening purposes, including but not limited to:
Verifying identity, education, and employment- Conducting criminal background and credit checks (if applicable)
- Ensuring compliance with employer requirements or legal obligations
- Protecting against fraud, abuse, or security threats
4. Legal Basis for Processing
Our processing activities are based on:
- Your informed consent
- The legitimate interest of employers and third parties in verifying applicant information
- Legal obligations under employment, data protection, or regulatory laws
5. Information Sharing and Disclosure
We may share your personal data with the following, only as necessary:
- Employers or clients who requested the background screening
- Verification agencies, law enforcement, courts, or government authorities (when legally required)
- Third-party service providers (e.g., database access, courier services) under contractual obligations of confidentiality and security
- Our website and the server on which it is hosted is at AWS Chennai. There are reasonable and appropriate controls also at AWS to secure your data against any accidental or unlawful loss, access or disclosure. For more details visit https://aws.amazon.com/privacy/
We do not sell your personal data.
6. Data Retention
We retain your information only for as long as necessary for the purposes stated above or as required by applicable law, typically no longer than [X years].
7. Your Rights
Depending on the applicable data protection laws (e.g., GDPR, CCPA, DPDP 2023), you may have the right to:
- Access your personal data
- Request correction or deletion
- Object to or restrict processing
- Withdraw consent at any time
- Lodge a complaint with a regulatory authority
To exercise your rights, contact us at the details below.
8. Data Security
We use administrative, technical, and physical safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction.
9. International Data Transfers
If your data is transferred outside your country or region, we ensure adequate protection is in place as required by applicable laws (e.g., standard contractual clauses under GDPR).
10. Contact Us
If you have any questions about this Privacy Policy or your personal data, please contact:
Smartz Research Identity Pvt Ltd
privacy@smartzid.com
[will be provided]
Social Co Working Spaces – Community #5, Shristi, No.243,
9th Main Road, HRBR Layout, 1st Block Kalyan Nagar,
Near Maxwell Public School, Bangalore – 560043