Data Privacy Notice

Tech Mahindra Ltd. (“we” or “us”) complies with Republic Act no. 10173 or the Data Privacy Act of 2012 (“DPA”), it’s implementing rules and regulations, and other relevant policies including issuances of the National Privacy Commission. Tech Mahindra respects and values your data privacy rights and make sure that all personal data collected from you, our clients and stakeholders are processed in adherence to the general principles of transparency, legitimate purpose, and proportionality.

This Data Privacy Notice shall inform you how we collect, process, share, and stores your personal data. This may also serve as your guide in exercising your rights under the Data Privacy Act of 2012.


Scope and Acceptance

This Data Privacy Notice applies to personal information that we collect and process about you in connection with our recruitment and employment processes. By giving us your personal information, you accept the practices described in this Privacy Notice. If you do not agree, you have the right not to give us your personal information.

  1. What Personal Data We Collect

    We collect personal data during the recruitment process, including name, contact details, place of birth, birthdate, residence address, educational background, employment history, work shift preference, willingness to relocate for work on site arrangement, current benefits, and your expectations for future roles, and, where applicable, information from background checks including credit and criminal records.

    For successful applicants, we shall collect statutory requirements including SSS, PAG-IBIG, PhilHealth, and BIR/tax records, and we may collect and maintain the following documents:

    • Government-issued ID and/or documents: Passport, Driver’s License, or Philippine Identification System (PhilSys) card, NBI Clearance, and Police Clearance.
    • Educational Credentials: Diploma/Transcript of Records, if applicable, Certificate of Good Moral Character, and Certificate of Training/Competency, and Technical Skills Certification.
    • Historical Employment-related Information: Employment certificate/s and if applicable, Separation Pay/Clearance.
    • As part of our pre-employment procedures, successful candidates are required to undergo a Pre-Employment Medical Exam (PEME) through our accredited clinics. During this process, we collect personal information including medical results and health history.
    • For Work From Home arrangements, we may collect information regarding your internet connection and, in cases of Bring Your Own Device (BYOD) policies, specifications of personal machines/equipment
    • When hiring expatriates, we collect visa information as part of our legal and regulatory obligations to ensure our compliance with the immigration laws and lawful employment within the Philippines.
  2. Why we Collect, Use and Store your Personal Data

    We collect, use, and store your personal data for the reasons set out below.

    Where this is necessary for us to enter into or administer your contract of employment or for services or in connection with services or benefits which you request from us.

    • For job suitability and workplace accommodations, we may gather health-related data for work capability assessment in compliance with legal requirements.
    • For government reporting and fostering diversity, we collect data on race, ethnicity, religion, disability, sexual orientation, and gender identity, in line with legal requirements and our commitment to diversity and equal opportunity.
    • To reimburse you for any agreed expenses incurred in the application process.
    • The administration of payroll and benefits, absences, compensation, and expense management.
    • To allow you to access medical insurance, occupational health, retirement plans, stock plans, access to company cars and automotive insurance, and childcare benefits, where provided. Some benefits may require you to provide personal data concerning family members, partners or next of kin, in which case you must inform them before providing it to us.

    Where necessary to comply with a legal obligation.

    • Making deductions from payroll for tax and social security purposes and providing information to tax and social security authorities, as required by law.
    • Managing statutory sick pay and maternity pay.

    Where necessary for Tech Mahindra's legitimate interests, as listed below, and where our interests are not overridden by your data protection rights.

    • To improve our recruitment process and activities.
    • To verify the details, you have supplied and conduct background checks both before and during your employment or engagement with us.
    • Managing and developing our personnel - for example, performance and talent management, training and leadership development, award recognition, employee surveys and marketing to employees.
    • Arranging insurance.
    • Arranging professional travel.
    • Planning our business.
    • Protecting our legitimate business interests and legal rights. This includes, but is not limited to, use in connection with legal claims, compliance, regulatory, auditing, investigative and disciplinary purposes (including disclosure of such information in connection with legal process or litigation) and other ethics and compliance reporting requirements.
    • Managing the performance and security of our equipment, facilities, and electronic platforms. This includes administering access rights, monitoring compliance with information security and other company protocols, and where permitted by local law and in accordance with relevant policies, for investigations and disciplinary actions.
    • Publishing internal directories and providing other internal communications tools. This includes information which you provide for your internal company profile (including your photo).

    We ensure that data collection is limited to what is strictly necessary for evaluating your application. Tech Mahindra utilizes data analytics to understand our applicant pool, aiding in the attraction and retention of top talent and streamlining the application process. Candidate profiles are built to assess job compatibility and predict performance potential. Recruitment decisions, including candidate selection and hiring, are made by Tech Mahindra’s Recruitment Management Group, ensuring that no automated decision-making occurs without a recruiter’s review.

    Your explicit consent will be sought at the first stage of the recruitment process, with clear options to withdraw consent at any time.

  3. How We Share your Personal Data

    As a multi-national organization with global IT systems, Tech Mahindra limits access to your personal data to those within our organization who require it for processing related to recruitment. This includes potential future managers, and Human Resources (HR) Shared Services.

    Your data may be transferred within Tech Mahindra's global offices, ensuring protection through our internal data protection policies. Where necessary, we share your data with select third parties under strict confidentiality and security obligations. These parties include internal recruiters, third-party local background check agencies, and as required by law.

    In the event that a Tech Mahindra business is sold or integrated with another business, your details may be disclosed to our advisers and any prospective purchaser's adviser and will be passed to the new owners of the business.

  4. How Long We Will Retain your Personal Data

    Applicants:

    If you are successful: we will retain your personal data only for as long as we need it for Tech Mahindra's legitimate interest in accordance with the DPA, for the purposes of the recruitment process and, once this process is finished, for an appropriate period so as to be able to deal with any legal claims linked to the application process. If you become a Tech Mahindra employee, personal information you provide will become a part of your employee file and may be used later for the management of the employment relationship. After termination of your employment and expiry of statutory retention period we will take steps to delete your personal data or hold it in a form that no longer identifies you.

    If you are not successful: we will retain your personal data so we can keep you in mind for future recruitment processes. If you would prefer that we did not keep your details on file, please let us know.

    Furthermore, if you accept an employment offer from Tech Mahindra, personal data obtained during pre-employment will be maintained in your personnel records for the duration of your employment and thereafter as per our retention policy.


    Employees and Contractors:

    We will retain your personal data only for as long as we need it for Tech Mahindra's legitimate interest in accordance with the DPA, to fulfil your employment contract or perform a service at your request, or to meet a legal requirement, after which we will take steps to delete your personal data or hold it in a form that no longer identifies you.

    For seasonal workers or unsuccessful applicants, we may retain your personal data for simplified rehiring for future positions and for considering your candidacy in subsequent job openings within the organization.

    Furthermore, if you accept an employment offer from Tech Mahindra, personal data obtained during pre-employment will be maintained in your personnel records for the duration of your employment and thereafter as per our retention policy.

    Tech Mahindra reserves the right to make changes to this Data Privacy Notice at any time. We highly encourage you to review this Privacy Notice to make sure you are aware of any changes and how your personal information may be used

  5. Data Breach Response Protocol

    In case of a data breach, Tech Mahindra will promptly act to control any potential damage/loss. We are committed to notifying affected parties within 72 hours, ensuring transparency throughout the resolution process. Our Data Protection Officer (DPO) will coordinate with the National Privacy Commission to adhere to regulatory mandates and maintain our commitment to data security and regulatory compliance.

    Reach out to our DPO for any data privacy concerns.