Policy Name: Rannlab Candidate Data, Background Verification & Communication Policy
Effective Date: 01-01-2025
Entity: Rannlab Technology Private Limited (“Rannlab”, “we”, “us”, “our”)

1. Scope & Applicability

This policy explains how Rannlab collects, uses, processes, stores, transfers, and discloses personal information of individuals who:

• Apply for a role at Rannlab (directly or via recruitment partners / job portals),
• Participate in any hiring process, interview, test, or assessment, and/or
• Subscribe to or are added to Rannlab’s talent or jobs mailing list for future opportunities and updates.

This policy applies to all personal information submitted through:

• Rannlab’s websites, career pages, or job forms,
• Third-party platforms (job boards, LinkedIn, Naukri, etc.),
• Email, WhatsApp, recruitment agencies, or any other hiring channel used by Rannlab.

2. Data Controller

Personal information may be controlled by Rannlab Technology Private Limited or processed by Rannlab on behalf of its affiliates, subsidiaries, and group entities, which may be located in India or other countries.

Where a local Rannlab affiliate is the responsible data controller under applicable law, it will handle your data in accordance with this policy and local legal requirements.

3. Personal Information We Collect

“Personal Information” means any information that identifies you or could reasonably be used to identify you and is recorded in any form. This may include, but is not limited to:

• Identity & Contact Information:
  Full name, date of birth, gender, photograph (if provided), email address, phone number, physical/postal address, city, country.
• Professional & Educational Information:
  Resume/CV, cover letter, portfolio links, LinkedIn/profile URLs, education details, certifications, skills, languages, work history, job titles, compensation details (current and expected), notice period, achievements, and projects.
• Recruitment Process Data:
  Interview notes, assessment scores, test results, feedback from interviewers, scheduling history, communication records, offer letters (if applicable), hiring decision status.
• Background Verification Data:
  Information obtained from background verification agencies, previous employers, educational institutions, reference checks, identity checks, and other lawful verification sources (where applicable and permitted by law).
• System & Usage Data (when applying online):
  IP address, device information, browser type, and interaction logs with Rannlab’s application or recruitment systems (for security and fraud-prevention purposes).

You are not obliged to provide any information requested by us; however, failure to provide certain information may affect our ability to consider you for a role.

4. Purposes for Which We Use Your Personal Information

Any Personal Information you provide to Rannlab may be used for one or more of the following purposes:

1. Processing Your Application (Primary Hiring Purpose)
   • To receive, review, and evaluate your resume and profile.
   • To filter, shortlist, and assess your suitability for the specific role you have applied for.
   • To conduct interviews (online/telephonic/in-person) and assessments.
   • To communicate with you regarding application status, interview schedules, feedback, and offer-related discussions.
2. Background Verification & Compliance
   • To conduct background checks, reference checks, employment verification, education verification, identity verification, and other lawful verifications as required for certain roles.
   • To comply with internal risk, compliance, and security policies.
3. Talent Pool & Future Opportunities
   • To retain your personal information in Rannlab’s Talent Pool for a reasonable period so that we may:
     • Consider you for other current or future roles at Rannlab or its affiliates/subsidiaries, and
     • Contact you about such roles where your profile matches the requirements.
4. Communication, Notifications & Subscriptions
   • To send you interview reminders, status updates, and hiring-related notifications (via email, SMS, WhatsApp, or phone calls).
   • To subscribe you to future job alerts, talent newsletters, and Rannlab updates related to careers, company news, or employer branding content.
   • You may opt out of non-essential marketing/career communication at any time (see Section 10).
5. Analytics & Process Improvement
   • To analyze and improve our hiring processes, candidate experience, and talent strategy.
   • To generate aggregated and anonymized reports that do not identify you individually.
6. Legal & Regulatory Purposes
   • To comply with applicable laws, regulations, legal processes, and governmental requests.
   • To establish, exercise, or defend legal claims related to recruitment and employment.

5. Legal Basis for Processing (Where Applicable)

Depending on jurisdiction, Rannlab may process your Personal Information based on one or more of the following:

• Your consent (e.g., when you click “Accept & Continue” or submit your details),
• The need to take steps at your request prior to entering into a contract (recruitment leading to an employment offer),
• Legitimate interests of Rannlab in operating an efficient and secure recruitment process, and
• Legal obligations under employment, taxation, IT, or other applicable laws.

6. Use of Your Resume and Submitted Content

By applying to a job or submitting your resume to Rannlab, you agree that:

• Your resume/CV, cover letter, portfolio, and any additional documents may be stored, organized, and reviewed by Rannlab recruiters, hiring managers, and relevant internal stakeholders.
• Your information may be used to automatically or manually filter and shortlist candidates for various roles using our recruitment tools and criteria (skills, experience, location, salary, etc.).
• Your application data may be used for internal assessments, interview structuring, offer decisions, and hiring analytics.

7. Background Verification & References

Where the role requires background verification or where Rannlab deems it necessary and lawful:

• Rannlab may share your Personal Information with trusted background verification partners and/or contact your previous employers, educational institutions, or professional references to verify information provided.
• The verification may cover, as applicable: employment history, education, identity, address, professional licenses, criminal records (only where legally permitted), and other checks relevant to the role.
• You authorize Rannlab and its verification partners to collect, receive, and process such information from relevant third parties, strictly for verification purposes.

Where required by law, we will obtain additional explicit consent for specific types of verification.

8. Data Sharing & International Transfers

Rannlab is a growing and potentially international business. Accordingly, your Personal Information may be:

1. Shared within Rannlab Group
   • With Rannlab entities, affiliates, and subsidiaries (in India or other countries) for recruitment, background verification (if centralized), and future opportunities.
2. Shared with Third-Party Service Providers
   Rannlab may use third-party service providers to support recruitment and HR operations, including but not limited to:
   • Recruitment platforms, job boards, and applicant tracking systems (ATS),
   • Background verification agencies,
   • Email, SMS, WhatsApp or communication platforms,
   • IT hosting, cloud, and security service providers.
   Rannlab will:
   • Carefully select such providers, and
   • Ensure they implement appropriate technical and organizational measures and only process your Personal Information on Rannlab’s instructions and for no other purpose.
3. International Transfers
   • Your Personal Information may be transferred and stored on servers located outside your home country, in jurisdictions that may not have the same level of data protection as your country.
   • Rannlab will take reasonable steps to ensure that such transfers are made in compliance with applicable data protection requirements and that your data remains protected.

9. Data Security

We maintain appropriate technical, organizational, and administrative security measures to protect your Personal Information against:

• Unauthorized access or disclosure,
• Loss, misuse, alteration, or destruction.

Security measures are reviewed periodically in line with legal, organizational, and technological developments. However, no system can be guaranteed to be 100% secure, and you understand that you submit information at your own risk.

10. Communication Preferences & Opt-Out

• You may receive emails, SMS, WhatsApp messages, or calls from Rannlab regarding your application status, interviews, offers, and other recruitment-related communications.
• You may also receive future job alerts and Rannlab updates if your profile is added to our talent pool.

You can opt out of non-essential communications (such as future job alerts or general updates) by:

• Following the unsubscribe instructions in the email/SMS (where available), or
• Sending an email to info@rannlab.com stating your preference (e.g., “Unsubscribe from future job updates”).

Note: You may still receive transactional or mandatory communications (e.g., interview confirmations, necessary legal notices) even if you opt out of marketing-style updates.

11. Data Retention

Rannlab will retain your Personal Information for as long as necessary to fulfill the purposes described in this policy, including:

• For the duration of the current recruitment process,
• For a reasonable retention period thereafter to consider you for similar or future positions and to maintain recruitment records,
• For such longer periods as may be required or permitted by applicable law (e.g., legal, regulatory, or audit requirements).

At the end of the retention period, Rannlab may delete, anonymize, or securely archive your Personal Information.

12. Your Rights (Access, Correction, Withdrawal of Consent)

Subject to applicable laws, you may have the following rights in relation to your Personal Information:

• Access: Request details of the Personal Information Rannlab holds about you.
• Rectification: Request correction or update of inaccurate or incomplete Personal Information.
• Withdrawal of Consent: Withdraw your consent for processing where consent is the legal basis (this will not affect the lawfulness of processing prior to withdrawal).
• Deletion/Restriction: Request deletion or restriction of your Personal Information, subject to legal and contractual limitations.

To exercise these rights, please contact: info@rannlab.com

If you retract consent or request deletion during an active recruitment process, Rannlab may be unable to continue considering you for the role.

13. Correctness of Personal Information

By consenting to this policy, you confirm that:

• All information you provide to Rannlab is true, complete, and accurate to the best of your knowledge.
• You will promptly update Rannlab if there are any changes to your details that are relevant to the recruitment process.

14. Updates to This Policy

Rannlab may update or amend this policy from time to time to reflect:

• Changes in legal or regulatory requirements,
• Changes in our recruitment processes or technology,
• Organizational or business changes.

Any material changes will be reflected in the updated version of this policy, and your continued use of our application channels or participation in the hiring process will signify your acceptance of such changes.

15. Contact Information

For any questions, concerns, or requests regarding this policy or your Personal Information, please contact:

Rannlab Technology Private Limited
Email: info@rannlab.com
805, 8th Floor, Om Tower, (Above Domino’s Alpha Commercial Belt, Alpha 1, Block E, Greater Noida, Uttar Pradesh 201310