(Under the Digital Personal Data Protection Act, 2023 – India)

1. Introduction

This Employee Privacy Statement (“Statement”) informs you of how Interface Microsystems, as a “Data Fiduciary” or “Interface” under the Digital Personal Data Protection Act, 2023 (“DPDPA”), processes your personal data. This statement is addressed to all the current, former, and prospective employees, interns, trainees, and contractors, (“Employees”) of the Interface.

We are committed to protecting your personal data and ensuring compliance with applicable data protection laws. This statement explains what personal data we collect from our employees, the purpose of processing it, and what rights you have over your personal data under the applicable dta privacy laws. This statement should be read alongside employment contract, IT usage policy, and any other applicable internal policies. It is important that you read this statement, together with any other privacy statement we provide to you.

2. Purpose of Data Collection and Processing

Interface Microsystem, acting as a Data Fiduciary, collects and processes your personal data for the following lawful purposes and to the extent necessary for such purpose:

• Hiring, Recruitment, Onboarding, and Background Verification
• Administration of Employment: Payroll, Statutory Benefits, Reimbursement, Statutory Compliance
• Performance Management, appraisals, training, career development
• Attendance, leave management, HR Administration, workplace safety, and welfare
• Provision and management of IT Systems, devices, access controls, security
• Compliance with statutory obligations such as taxation, labour laws, and audits
• Internal communications, emergencies, employee support (e.g., health and insurance)
• Any other purposes that are reasonably related to employment or required under applicable law, with prior notice when required.

3. Types of Personal Data we Collect

Personal data, means any information or combination of information relating to an identified or identifiable individual. When you are employed with us, we may process the following personal data about you, your next of kin, and dependents, to the extent necessary and proportionate which includes but is not limited to:

• Recruitment information such as references and other information included in a CV or cover letter or information gathered and recorded as part of the application process (proof of previous employment, educational history, salary slips for last 3 months prior to joining the Fiduciary, Bank statements or transfer details showing salary credits for the last 3 months);
• Biographical information such as name, telephone number and postal or email address, gender, marital status;
• Medical certificate
• General employment or engagement information such as department, work location, job title/role, job grade and seniority and information relating to absences from work;
• Performance and development information such as appraisal data, feedback, training, declared skills and skill proficiency ratings, grievances, disciplinary records
• Payroll and salary information such as salary and/or payment details and bank account information, compensation, bonus or incentive information and PF number and form, ESIC (if applicable), Form-F, and Nomination form
• Benefits information such as allowances, health insurance, pension contributions (including amounts paid, the frequency and currency of payments);
• Identification information such as Aadhar card, Pan Card, Address Proof, Your photograph;
• Next of kin, emergency contact and dependant information such as contact details and where relevant in connection with a specific employee benefit, date of birth, eligibility for receipt of benefit and potentially other identifying information.
• Data obtained through electronic means such as CCTV footage, badge/swipe data, car location data, travel information, and records of IT usage. Such monitoring is carried out in a proportionate manner for legitimate business purposes and in accordance with applicable laws and internal policies.

4. Data Sharing and Storage

• Your personal data may be shared with authorized third party service providers (“Data Processors”) under contractual obligations and strictly for the stated purposes and in compliance with applicable laws
• Data may be transferred within or outside India only in accordance with applicable law and government notifications
• Your personal data shall be stored and processed in digital form, including on secure servers located in India or other jurisdictions permitted under law
• Reasonable security safeguards will be implemented to protect your personal data
• Your data will be retained for only as long as necessary to fulfil the purposes for which it was collected, in line with the business needs and statutory/legal requirements

5. Rights

As an employee of Interface Microsystems, you have the following rights:

• Access information about processing of your personal data
• Request correction or erasure of your personal data when it is no longer needed or lawful to retain
• Withdraw consent during the time of Exit from Terms of employment (except data which needs to be retained by us for statutory purposes)
• Make a grievance or complaint to the Data Fiduciary and the Data Protection Board of India
• The right to nominate a representative to exercise any of the above-mentioned rights on your behalf in the event of your death or incapacity

For exercising any of the above-mentioned rights, you can contact us via email on HRTEAM@interfaceauto.com.

You are responsible for ensuring that the personal data you provide for the Interface is accurate and up to date. Interface shall not be responsible for any consequences arising from inaccurate, incomplete, or outdated information provided by you.

6. Withdrawal of Consent

You may withdraw this consent at any time, and such withdrawal shall not affect the lawfulness of processing carried out prior to the withdrawal.

Interface may continue to retain and process your personal data, even after withdrawal of consent, where such processing is required to comply with applicable laws and regulations or for legitimate employment related purposes including record-keeping, audits, and the exercise or defence of legal rights.

Withdrawal of consent may impact on the Interface’s ability to provide certain services, benefits, or continue specific aspects of your employment where such processing is necessary.

7. Updates to this Statement

We will update this statement from time to time based on changes in law or business practices. Any material changes will be communicated to you.