ACT21 Privacy Statement

1) Scope of This Privacy Statement

ACT21 (referred to as Act21 Software Pvt Ltd, “we” or “us”) is a Software as a Service (SaaS) provider. We offer services such as decision automation, compensation management, AI-powered banking, and digital transformation (collectively termed as “Services”). ACT21 owns and operates https://www.act21.io (hereinafter referred to as the "website").

The ACT21 Employee Privacy Statement (the “Statement”) outlines our practices regarding the collection, use, and disclosure of our employees’ Personal Data. “Personal Data” means individually identifiable information about a person, including you, that is collected or otherwise received by ACT21.

This Statement applies to employees and third-party contractors. “Employee” includes current employees, former employees, directors, interns, successful applicants, and other permanent or temporary workers. We may outsource services, functions, or operations to third-party providers and may process Personal Data of these contractors during their association with ACT21.

2) Use of Personal Data

We may use and disclose Personal Data for purposes related to your employment, including:

  • Workflow and project management

  • Compensation analysis and payroll processing

  • Performance management and succession planning

  • Benefits and personnel administration (e.g., health, leave, bonuses)

  • Talent development, engagement, and teambuilding

  • Retirement planning and management

  • Travel and relocation support

  • IT system access and support

  • Organizational development and internal communication

  • Financial, tax, and corporate administration

  • Legal defense and regulatory compliance

  • Safety and security monitoring (e.g., CCTV, access cards)

  • Onboarding, exit procedures, and internal recruitment

  • Enhancing HR services and employee experience

  • Internal or external communications (e.g., newsletters)

  • Providing employee-specific opportunities or rewards

  • Membership management, audits, and event planning

  • Supporting compliance with drug/alcohol policies

  • Addressing emergencies or serious threats

  • Disciplinary processes and internal investigations

  • Managing legal disputes or workplace incidents

  • Fulfilling customer or supplier contracts

3) The Personal Data ACT21 Collects

ACT21 collects, uses, and stores the following categories of Personal Data:

Personal and family information:

  • Name, address, phone number, email

  • Emergency contacts

  • Social media profiles (if permitted by law)

  • Citizenship, country of residence, date of birth, gender

  • Government IDs, tax documentation, passport/visa details

  • Employment and HR-related data:

  • Offer letters, job title, department

  • Supervisor and reporting level

  • Work location, contact details

  • Employment status and contract type

  • Compensation details (salary, bonuses, benefits)

  • Bank account info, expenses, credit card data

  • Leave records, training, disciplinary actions

  • Job performance data, feedback, and reviews

  • Acknowledgements of policy/training materials

4) Methods of Collecting Personal Data

We collect Personal Data through:

  • Direct interaction (e.g., job applications, onboarding)

  • References, previous employers, and public sources

  • Other employees (e.g., peer recognition)

  • Background verification or third-party agencies

5) Basis of Use of Your Personal Data

We process your Personal Data based on:

  • Employment contract obligations

  • Compliance with regulatory or legal requirements

  • Legitimate interests (e.g., team events, fraud prevention)

  • Your prior consent (e.g., media use, communications)

6) Non-Availability of Personal Data

If you do not provide the required Personal Data or withdraw consent, ACT21 may be unable to fulfill its legal or contractual obligations, such as payroll processing or tax reporting.

7) Access to Personal Data

Access to your data is limited to those who need it, including:

  • HR, business managers, IT, Finance, Tax, and Legal teams

  • ACT21 subsidiaries or affiliates for internal operations

  • Authorized third-party service providers with strict obligations

  • Entities involved in corporate restructuring (if applicable)

  • Government or legal authorities when required by law

8) Where is Your Personal Data Stored?

We maintain administrative, technical, and physical safeguards to protect your Personal Data. International transfers are conducted in compliance with applicable data protection laws, ensuring adequate protection and appropriate security measures.

9) Employee Rights

Depending on applicable laws, you may have rights to:

  • Access your Personal Data

  • Correct inaccurate or incomplete information

  • Block or suppress further use

  • Object to certain processing activities

  • Request deletion of your data

We respond to such requests within 2 months, wherever feasible.

10) Retention and Accuracy of Personal Data Collected

We retain Personal Data only as long as necessary for the stated purposes. Employees are encouraged to notify HR of any changes, and ACT21 will update records accordingly.

11) Revisions to the Statement

ACT21 may update this Statement periodically. When updates occur, we will issue a revised version and notify employees as required by law.