Data Deletion Policy
This Data Deletion Policy outlines the procedures and principles by which Hireonix manages the deletion of personal data collected through our WhatsApp chatbot services. This policy should be read in conjunction with our Terms and Conditions and Privacy Policy.
1. Purpose
The purpose of this policy is to ensure that personal data collected by Hireonix is not retained for longer than necessary and is securely deleted or anonymized when it no longer serves the purpose for which it was collected, or when legally required to be deleted. This policy adheres to the principles of data minimization and storage limitation as mandated by applicable data protection laws, including the Digital Personal Data Protection Act, 2023 (DPDPA) in India.
2. Scope
This policy applies to all personal data collected, processed, and stored by Hireonix through its WhatsApp chatbot, regardless of the format (e.g., text, documents, chat logs).
3. Principles of Data Deletion
- Purpose Limitation: Personal data will only be retained for as long as it is necessary to fulfill the specific purpose for which it was collected.
- Storage Limitation: We will establish clear retention periods for different categories of data based on legal requirements, business needs, and the purpose of processing.
- Secure Deletion: When data is no longer required, it will be securely and irreversibly deleted or anonymized in a manner that prevents its recovery.
- Right to Erasure (Right to Be Forgotten): Data Principals (users) have the right to request the erasure of their personal data under certain circumstances, and we will comply with such requests as required by law.
4. Data Categories and Retention Periods
Hireonix primarily processes the following types of personal data:
Resume Data:
This includes information extracted from uploaded resumes (e.g., name, contact, work history, education, skills).
Chat Interaction Logs:
This includes the text of conversations between the user and the chatbot.
Automatically Collected Usage and Technical Data:
This includes WhatsApp user ID, device type, operating system, and interaction timestamps.
Feedback Data:
Any feedback provided by users.
Note on WhatsApp:
While Hireonix operates on WhatsApp, we only store and process the data you explicitly share with our chatbot. WhatsApp’s own data retention policies for messages sent on their platform apply to the messaging service itself, and Hireonix does not control that.
5. Deletion Procedures
When data reaches the end of its retention period, or upon a valid user request for deletion, the following procedures will be followed:
Automated Deletion:
Where technically feasible, we will implement automated processes to delete or anonymize data once its retention period expires.
Manual Deletion:
For data that cannot be automated, internal procedures will be in place for secure manual deletion by authorized personnel.
Secure Erasure Methods:
We will employ industry-standard secure deletion methods to ensure that data is permanently removed and cannot be reconstructed. This may include:
- For digital data: Overwriting, cryptographic erasure, or de-linking data from user identifiers.
- For any physical records (if applicable): Shredding or incineration.
Backup Deletion:
Data deleted from live systems will also be removed from backup systems within a reasonable timeframe, generally within 90 days, consistent with industry best practices and legal requirements. Where immediate deletion from backups is not technically feasible, the data will be isolated and marked for deletion, ensuring it is not accessed or used unless absolutely necessary for disaster recovery, and then promptly deleted.
6. User’s Right to Erasure (Right to Be Forgotten)
You have the right to request the erasure of your personal data held by Hireonix. To submit a deletion request:
Via Chatbot: You can initiate a data deletion request by typing a specific command like "Delete my data"
Upon receiving a valid deletion request:
- We will verify your identity to ensure the request is legitimate and comes from the data principal.
- We will process your request “without undue delay,” typically within 30 days of verification. If there’s a delay, we will inform you within this period.
- Unless there is a legitimate legal or operational reason to retain certain data (e.g., for compliance with a court order, ongoing legal proceedings, or mandatory regulatory retention periods), we will delete or anonymize all identifiable personal data associated with your account. We will notify you if any data cannot be deleted and provide the reason.
7. Exceptions to Deletion
We may be unable to delete certain data if:
- It is required to comply with a legal obligation (e.g., tax laws, anti-money laundering regulations).
- It is necessary for the establishment, exercise, or defense of legal claims.
- Its retention is necessary for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes, subject to appropriate safeguards.
8. Policy Review and Updates
This Data Deletion Policy will be reviewed periodically, at least once a year, or as required by changes in applicable laws, regulations, or our business practices. Any updates to this policy will be communicated through our Privacy Policy or other appropriate channels.
9. Contact Information
For any questions about this Data Deletion Policy or to submit a data deletion request, please contact us at:
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