We take your privacy seriously

Meie tööpakkumistele kandideerijana

Tööpakkumiste kontekstis võime töödelda teie isikuandmeid, mida saame otse teilt või avalikult kättesaadavate allikate kaudu (nt professionaalsed veebivõrgustikud, sotsiaalmeedia saidid või tööportaalid) või kolmandatelt isikutelt (nt personaliteenuste pakkujad, ülikoolid, tööhõive- ja värbamisagentuurid, soovitajad, maksu- ja sotsiaalkindlustusametid või muud asjaomased asutused).

Võime töödelda teie isikuandmeid järgmistel eesmärkidel:

• teile konto loomine meie kandideerimissüsteemis;
• teie CV, resümeede või muude meile esitatud dokumentide hindamine, samuti teie oskuste, kogemuste ja kvalifikatsiooni hindamine, vajaduse korral tehisintellekti (AI) süsteemide abil;
• intervjuude kokkuleppimine ja hindamiste läbiviimine;
• seadusega lubatud või nõutud juhtudel taustakontrolli või avalike sotsiaalmeedia kontrollide tegemine tööpakkumise esitamise eeltingimusena;
• teiega ühenduse võtmine seoses teie kandideerimise käiguga;
• vajaduse korral värbamise käigus tekkinud reisikulude hüvitamine;
• eduka kandideerimise korral teie avalduse säilitamine personalitoimikus ja teiega töösuhte loomine;
• teile töövõimaluste pakkumine teie huvide ja oskuste põhjal ning teie teavitamine viimastest uudistest seoses värbamise toimingutega;
• küsitluste läbiviimine meie värbamisprotsesside täiustamiseks jne.

Meie tööpakkumistele kandideerimisel palume teil lisada oma avaldusse ainult andmeid, mis on asjaomase töökoha jaoks asjakohased. Mõnede kandideerimiste puhul võime vabatahtlikkuse alusel küsida teatud demograafilist teavet (nagu sugu, rass/etniline kuuluvus ja kodakondsus), et täita võrdsete töövõimaluste tagamise nõudeid ja seadusest tulenevaid aruandluskohustusi. See teave ei kuulu valikuprotsessi hulka ega mõjuta töölevõtmise otsuseid.

Mõne ametikoha puhul võime värbamisprotsessi osade toetamiseks kasutada tehnoloogiapõhiseid hindamis- ja värbamistööriistu, mida pakuvad kolmandatest osapooltest pakkujad (nt videointervjuu platvormid, struktureeritud hindamised, töösimulatsioonid; tehisintellekti (AI) toetatud sõelumise töövood). Need tööriistad võivad aidata meil koguda kandideerimisteavet struktureeritud viisil, planeerida ja läbi viia intervjuusid või hindamisi, kinnitada tööga seotud oskusi ning luua struktureeritud kokkuvõtteid või ülevaateid, mis toetavad meie värbajate läbivaatamist. Sõltuvalt ametikohast ja kasutatavast tööriistast võib see hõlmata teie CV ja kandideerimismaterjalide läbivaatamist, teie palumist vastata struktureeritud küsimustele (tekstis, audios ja/või videos) ning värbajale suunatud kokkuvõtte, reitingu või usaldusväärsuse näitaja loomist. Kasutame neid väljundeid otsuste tegemise toetamiseks ning meie värbajad jäävad vastutavaks asjakohase teabe läbivaatamise ja töölevõtmise otsuste tegemise eest. Kui mõni konkreetne hindamisetapp on vabatahtlik, anname sellest eraldi teada ning võimaluse korral pakume teile alternatiivset viisi oma oskuste tõendamiseks.

Samuti võime kasutada tehisintellekti (AI) abi kandidaatide leidmiseks avalikest professionaalsetest võrgustikest ja tööportaalidest, intervjuude planeerimiseks, intervjuude transkribeerimiseks ja neist kokkuvõtete tegemiseks, kandideerimismaterjalide tõlkimiseks ning värbamiskirjade mustandite kirjutamiseks. Väljundeid kasutatakse meie värbajate toetamiseks, mitte nende asendamiseks, ning ühtegi töölevõtmise otsust ei tehta üksnes automatiseeritud vahenditega. Teil on õigus paluda tehisintellekti abil tehtud otsuste või tulemuste ülevaatamist inimese poolt, andes sellest teada otse oma värbajale või toimides vastavalt jaotises „Tehisintellekt“ toodud juhistele.

Pärast konto loomist meie juures on teil samuti võimalus teha muudatusi oma isikuandmete eelistustes ja e-posti tellimustes, kusjuures sellised funktsioonid on saadaval teie portaali konto töölaual. Sellegipoolest võite igal ajal meie poole pöörduda aadressil iCIMS.help@softwareone.com ja meie meeskond aitab teid hea meelega.

Kui teie kandideerimisavaldus ei olnud edukas ja te olete nõustunud, et säilitame teie isikuandmeid kauem (kuna see võib teile huvi pakkuda potentsiaalsete tulevaste võimaluste tõttu), säilitame neid veel kahe aasta jooksul, pärast mida me need kustutame. Kui te ei nõustunud pikendatud säilitamistähtajaga, kustutame teie andmed kuue kuu jooksul pärast kandideerimisprotsessi lõppu, nagu on nõutud kohaldatavates seadustes. Loomulikult võite igal hetkel esitada meile andmete kustutamise taotluse vastavalt jaotisele „Teie õigused“.

Asjakohased isikuandmed: kontaktandmed (nt nimi, e-posti aadress, telefoninumber, ametinimetus, ettevõtte nimi), CV (sealhulgas teie esitatud fotod või kujutised), motivatsioonikiri, soovituskirjad, kodune aadress, isikuandmed (nt sünniaeg, kodakondsus, ID-kaart või pass jne), tööhõiveandmed (nt töökogemused, tööleping, varasem tööhõive, praegune tööhõive staatus, tööhõive tüüp, ametikoht, vajadusel töö- või elamisluba jne), haridus- ja kvalifikatsiooniandmed (nt kraadid, sertifikaadid, varasem töökogemus, kõrvaltegevus/lisatöö, soovitajad, muud seotud dokumendid, mis tõendavad teie ametialast asjatundlikkust ja kogemust), küsimustikud ja hindamistulemused, terviseandmed, kui see on kohaldatava õigusega lubatud ja/või nõutav, pangakonto andmed (nt reisikulude hüvitamiseks, kui selles on kokku lepitud); muud andmed, mida te meile vabatahtlikult esitate.

Teie isikuandmete töötlemise õiguslik alus on:

• meie õigustatud huvi teie konto loomise, teie kandideerimisavalduse hindamise, intervjuude või hindamiste läbiviimise, taustakontrolli tegemise ja üldise värbamisprotsessi haldamise vastu meie vabade ametikohtade täitmiseks;
• meie õigustatud huvi teile küsitluste saatmise vastu, et me mõistaksime ja hindaksime, kuidas saaksime parimal viisil täiustada oma värbamisprotsessi, samuti oma üldist tulemuslikkust ja tõhusust;
• meie õigustatud huvi enda kaitsmise ja mis tahes õiguste teostamise vastu, et kaitsta ennast ja oma brändi õiguslike nõuete korral;
• teie nõusolek oma isikuandmete turvaliseks säilitamiseks pikema aja jooksul juhul, kui te ei osutunud valituks ametikohale, kuhu kandideerisite;
• teie nõusolek, kui see on nõutav, tehisintellekti (AI) tööriistade kasutamiseks teie kandideerimisprotsessi ajal (nt tehisintellektil põhinev hindamine või videointervjuud);
• lepinguline alus, teiega töösuhte loomisel;
• juriidiline kohustus regulatiivsete nõuete täitmiseks, kaebuste või probleemide käsitlemiseks, samuti vajaduse korral enda kaitsmiseks.

This Supplement applies to individuals located in Latin America and the Caribbean (“LATAM”), in addition to the above Privacy Notice, and provides additional clarifications to certain region specific processing activities and legal requirements.

Applicability of Local Data Protection Laws

In Brazil, when personal data is processed or relates to individuals located in Brazil, such processing is carried out in accordance with the Brazilian General Data Protection Law (Lei Geral de Proteção de Dados Pessoais – “LGPD”, Law No. 13.709/2018).

In Mexico, the Federal Law on Protection of Personal Data Held by Private Parties (LFPDPPP) is the key regulation governing data processing by companies and individuals in Mexico. Under the new law of 2025, the Anti-Corruption and Good Governance Secretariat is the entity responsible for supervising and enforcing the law.

In Ecuador we will process and treat your Personal Data in accordance with the provisions of the Organic Law of Personal Data Protection (LOPDP) and other relevant regulations issued by the Superintendence of Personal Data Protection. The consent required by the (LOPDP) will be provided by you in the manner established in the Privacy Notice for each type of relationship.

In Chile, we will process your data in accordance with Law Nº 19.628: Sobre Protección de la Vida Privada.

In Puerto Rico, we process your personal data in accordance with applicable laws of the Commonwealth of Puerto Rico and relevant United States federal privacy and data security laws, including, where applicable, data breach notification and consumer protection regulations. SoftwareOne implements appropriate technical and organizational measures to ensure the security and confidentiality of personal data in line with generally accepted privacy standards.

In the Dominican Republic, we will process and handle your personal data in accordance with the provisions of Law No. 172-13 on the Protection of Personal Data, as well as other applicable regulations. The required consent under Law No. 172-13 will be obtained in the manner described in this Privacy Notice, depending on the nature of the relationship and the processing activities involved.

In Jamaica, when your personal data is processed or if you are located in Jamaica, we will process such data in accordance with the Data Protection Act, 2020, and any applicable regulations issued by the competent authority. SoftwareOne ensures that personal data is processed lawfully, fairly and transparently, and that appropriate safeguards are in place, including for international data transfers.

In Trinidad and Tobago, we will process your personal data in accordance with the Data Protection Act, 2011, and applicable regulations issued by the Office of the Information Commissioner. Personal data will be processed in a manner that ensures its confidentiality, integrity and security, and in line with the purposes described in this Privacy Notice.

Legal Basis – Regular Exercise of Rights (Brazil)

Where applicable, personal data may be processed for the regular exercise of rights in judicial, administrative or arbitration proceedings, in accordance with Article 7, item VI of the LGPD, including proceedings governed by the Brazilian Arbitration Law (Law No. 9,307 / 1996).

Communications (Brazil)

Individuals located in Brazil may submit privacy‑related requests and receive responses in Portuguese.

In accordance with ANPD Resolution No. 18 / 2024, SoftwareOne ensures that communications with data subjects and the Brazilian Data Protection Authority (ANPD) are carried out clearly and precisely in Portuguese.

Local Social Media Presence (Brazil)

In addition to global social media channels, SoftwareOne maintains local social media presences, as follows:

• LinkedIn: https://www.linkedin.com/company/softwareone-latam/
• X: https://x.com/softwareone_br
• Facebook: https://www.facebook.com/SoftwareOneBrasil/
• Instagram: https://www.instagram.com/softwareone_br/
• YouTube: https://www.youtube.com/@softwareonebrasil

Processing of personal data in this context is subject to the respective platforms’ local privacy policies: 

• LinkedIn: https://br.linkedin.com/legal/privacy-policy
• X: https://x.com/pt/privacy
• Instagram: https://help.instagram.com/155833707900388
• YouTube: https://policies.google.com/privacy

International Data Transfers (Brazil and Ecuador)

Personal data may be transferred to third countries, provided that international treaties have been signed with those countries that allow the transfer of data and do not contravene local legislation.

International transfers of personal data originating from Brazil are conducted in accordance with the LGPD and ANPD Resolution CD/ANPD No. 19 of December 18, 2024 (Regulation of the International Transfer of Personal Data) and SoftwareOne relies on legal mechanisms that ensure an adequate level of protection for your personal data.

International Transfers of personal data originating from Ecuador will comply with the provisions of the LOPDP and SoftwareOne will only transfer personal data to countries and territories that comply with the standards of protection required by Ecuadorian laws and regulations.

Data Protection Rights (Brazil)

Individuals subject to the LGPD have the following rights:

• confirmation of the existence of processing; 
• access to their data;
• rectification of incomplete, inaccurate or outdated data;
• anonymization, blocking or deletion of unnecessary or excessive data or data processed in noncompliance with the LGPD;
• data portability upon express request;
• deletion of personal data processed with consent, to the extent permitted by law;
• information about public and private entities with which their personal data has been shared;
• information about the possibility of denying consent and its consequences;
• revocation of consent; 
• upon request, obtain the full text of the clauses used to carry out an international data transfer, subject to trade and industrial secrets;
• lodge a complaint with a supervisory agency if they believe that the processing of their personal data infringes applicable data protection regulations.

In Brazil, the supervisory agency is the National Data Protection Agency (Agência Nacional de Proteção de Dados - ANPD).

Contact for data protection requests (Brazil and Ecuador)

In accordance with the LGPD and ANPD Resolution No. 18/2024, SoftwareOne has appointed a Data Protection Officer for Brazil. You may contact our DPO for any inquiries related to the processing of your personal data or to exercise your rights under the LGPD:

Vanessa Siqueira
data-protection.br@softwareone.com

The Data Protection Officer appointed for Ecuador (Encargado):

Nombre: Paul S Harris 
Dirección: Ave. Naciones Unidas E699, Oficina 501. – Quito Ecuador
Teléfono: +593998325618

This Supplement applies to the handling of personal information of individuals located in Japan which is collected in Japan by SoftwareOne Japan K.K. or any other SoftwareOne entity with which you have established a relationship, as the case may be (individually or collectively, “SoftwareOne” or “we”) or a third party acting as a data processor on behalf of SoftwareOne, and supplements the above Privacy Notice. We comply with the Act on the Protection of Personal Information of Japan (Act No. 57 of 2003; the “APPI”).

Corporate Information

Under this Supplement, the entity responsible for handling your personal information is as follows:

Name: SoftwareOne Japan K.K.
Address: Hulic JP Akasaka Building 8F, 2-5-8 Akasaka, Minato-ku, Tokyo 107-0052
Representative: Kenji Hasegawa, CEO

Personal Information

“Personal information”, “personal data” and other related terms in this Supplement are to be interpreted as used in the APPI, unless otherwise defined herein; accordingly:

• “personal information” means information relating to a living individual which falls under any of the following items: 
• information containing a name, date of birth, or other identifier or the equivalent (meaning all items (excluding individual identification codes) made by writing, recording, sound or motion, or other means, in a document, drawing, or electronic or magnetic record (this includes a record created in electronic or magnetic form (meaning electronic form, magnetic form, or any other form that cannot be perceived with the human senses; the same applies in the following item (ii)) which can be used to identify a specific individual (this includes any information that can be easily collated with other information and thereby used to identify that specific individual); and 
• those containing an individual identification code; and
• “personal data” means personal information compiled in a personal information database or the equivalent.

Purposes of Use

We handle personal information solely within the scope necessary to achieve the purposes of use specified in the above Privacy Notice, except where otherwise permitted by the APPI or with your prior consent.

Proper Acquisition

We collect personal information in an appropriate manner and will not acquire any personal information through deception or other improper means.

Security Control Measures

We implement necessary and appropriate security control measures, including organizational, personnel, physical and technical safeguards, in order to prevent the leakage, loss or damage of any personal data we handle.

Joint Use

We may share and jointly use your personal data among our group companies.

• Items of Personal Data: As described in the “Relevant personal data” paragraph in each situation set forth in the above Privacy Notice. 
• Scope of Joint Users: SoftwareOne AG and its consolidated subsidiaries. 
• Purposes of Use: As described in Section 3 “Purposes of Use” above. 
• Responsible Party for managing the personal data: SoftwareOne Japan K.K. (as identified in Section 1 above).

Cross Border Transfers

If we transfer your personal data to a third party outside Japan (excluding the EU and the UK), we will obtain your prior consent unless the recipient ensures an APPI-adequate level of protection or another legal exception under the APPI applies. Before seeking to obtain your prior consent, we will provide you with information on the name of the relevant foreign country, the personal information protection system of the foreign country, and the measures taken by the relevant third party to protect personal information.

Provision to Third Parties & Record-Keeping

We will not provide your personal data to any third party without your prior consent, except where permitted by the APPI or otherwise provided in this Supplement. When providing or receiving personal data from a third party, we will create and retain records in accordance with the APPI.

Your Rights under the APPI

In accordance with the APPI, you may request us for: 

• notification of the purposes of use of the personal data we hold; 
• disclosure of the content of your personal data we hold and the records we retain, or correction, addition or deletion of the content of your personal data we hold, if the content of such personal data is factual; 
• suspension of use or erasure of your personal data we hold if the personal data has been obtained or is being handled in violation of the APPI; or 
• cessation of third-party provision of your personal data we hold if the personal data is being provided to a third party in violation of the APPI. 

You may also make a complaint about our handling of your personal data we hold, in accordance with the APPI. Such request or complaint must be made by submitting an inquiry to our contact point which can be found in Section 11. We will respond to such request or complaint in accordance with the APPI. Please note that we may collect the actual costs from you for taking the relevant measures in responding to your request for notification of the purposes of use of the personal data we hold or your request for disclosure of the content of the personal data we hold.

Sensitive Personal Information

We will not acquire any “sensitive personal information” as specified in the APPI (e.g., race, creed, social status, medical history, criminal record, the fact of having suffered damage by a crime) unless permitted under the APPI or with your prior consent.

Contact Point

To exercise your rights or for inquiries regarding our handling of personal data in Japan, please contact: 

SoftwareONE Japan K.K.
Hulic JP Akasaka Building 8F, 2-5-8 Akasaka, Minato-ku, Tokyo 107-0052
+81 3 5005 2801
info.jp@softwareone.com

This Supplement applies where personal data is processed in the United Arab Emirates (“UAE”) or where the UAE Federal Decree Law No. 45 of 2021 on the Protection of Personal Data (“UAE PDPL”) is applicable. This Supplement shall be read together with the above Privacy Notice. Where any conflict arises, the provisions of this Supplement prevail for processing activities subject to the UAE PDPL.

Overseas Transfers (Articles 22–24 UAE PDPL)

SoftwareOne may transfer personal data outside the UAE only in accordance with the requirements of the UAE PDPL. Such transfers may take place where:

• The destination country appears on the UAE Data Office’s approved adequacy list; 
• Appropriate contractual safeguards or legally recognized transfer mechanisms are implemented; or
• An exception under the UAE PDPL applies.

SoftwareOne ensures that all cross border transfers are supported by appropriate protection measures consistent with the UAE PDPL and the internal data protection standards.

Personal Data Breach Notification (Article 9 UAE PDPL)

In the event of a personal data breach that may pose a risk to the confidentiality, privacy, security or rights of individuals, SoftwareOne will:

• Notify the UAE Data Office without undue delay, and
• Notify affected individuals where the breach is likely to cause significant harm or impact.

SoftwareOne may maintains internal incident response processes to ensure timely detection, assessment, reporting, and mitigation of personal data breaches.

Data Protection Officer Requirement (Articles 10–11 UAE PDPL)

SoftwareOne appoints a Data Protection Officer (“DPO”) where required under the UAE PDPL, including scenarios involving:

• High risk processing operations, or
• Large scale processing of sensitive personal data.

The DPO supports ongoing compliance with the UAE PDPL, monitors internal controls, advises on data protection obligations and acts as a liaison with the UAE Data Office. 

Rights of Individuals (Articles 13–20 UAE PDPL)

In addition to the rights outlined in the above Privacy Notice, individuals subject to the UAE PDPL may exercise the following rights:

• Right of access to personal data;
• Right to request correction or erasure;
• Right to restrict or stop processing;
• Right to data portability;
• Right to object to automated processing or automated decision making.

Requests may be submitted through the contact channels specified in the above Privacy Notice, and SoftwareOne will respond within the timelines mandated by the UAE PDPL.

Legal Basis for Processing (Article 4 UAE PDPL)

SoftwareOne processes personal data based on one or more legal bases recognized under the law, including:

• Consent;
• Necessity for performance of a contract;
• Compliance with legal obligations;
• Protection of public interest;
• Legitimate interests, to the extent permitted under the UAE PDPL.

Retention (Article 21 UAE PDPL)

Personal data subject to the UAE PDPL is retained only for the duration necessary to fulfil the purposes for which it was collected or as required by applicable legislation. SoftwareOne applies internal retention schedules aligned with the UAE PDPL’s data minimization and storage limitation principles. 

Contact for UAE PDPL Requests

Individuals seeking to exercise their rights or raise concerns under the UAE PDPL may contact SoftwareOne at data-protection.me@softwareone.com.

This Supplement applies where personal data is processed within the State of Qatar or where the Qatar Personal Data Privacy Protection Law – Law No. 13 of 2016 (“Qatar PDPL”) is applicable. This Supplement shall be read together with the above Privacy Notice. Where any conflict arises, the provisions of this Supplement prevail for processing activities subject to the Qatar PDPL.

Overseas Data Transfers (Articles 15 & 16 Qatar PDPL)

SoftwareOne may transfer personal data outside the State of Qatar only in accordance with the requirements of the Qatar PDPL. Transfers may take place where:

• The receiving country provides an adequate level of protection;
• Explicit consent of the individual is obtained; or
• Appropriate safeguards or legally recognized transfer mechanisms are implemented.

SoftwareOne ensures that all cross border transfers follow the protection standards mandated under the Qatar PDPL.

Personal Data Breach Notification (Article 14 Qatar PDPL)

In the event of a personal data breach, SoftwareOne will:

• Notify the Ministry of Communications and Information Technology (MCIT) immediately, as required under the Qatar PDPL; and
• Notify affected individuals where the breach is likely to result in harm or adverse impact.

SoftwareOne maintains internal procedures to detect, assess and report breaches in accordance with statutory obligations.

Consent Requirements (Article 4 Qatar PDPL)

SoftwareOne obtains consent in accordance with the Qatar PDPL, ensuring that:

• Consent is explicit and informed;
• Consent is obtained prior to the processing of personal data;
• Additional safeguards are applied when processing sensitive personal data.

Where consent is withdrawn, SoftwareOne will cease processing activities unless another lawful basis under the Qatar PDPL applies.

Rights of Individuals (Articles 7–10 Qatar PDPL)

Individuals whose personal data is processed under the Qatar PDPL may exercise the following rights:

• Right of access to personal data;
• Right to request correction or erasure;
• Right to object to processing;
• Right to withdraw consent at any time.

Such rights can be exercised by reaching SoftwareOne at data-protection.me@softwareone.com. Replies will be received within the timelines specified under the Qatar PDPL.

This Supplement applies where personal data is processed within Australia or where the Privacy Act 1988 (Cth) (“Privacy Act”) is applicable. This Supplement shall be read together with the above Privacy Notice. Where any conflict arises, the provisions of this Supplement prevail for processing activities subject to the Privacy Act.

The type of personal data we use and what we do with that depends on the relationship we have with you. Therefore, some parts of this Supplement, as well as of the above Privacy Notice may not be relevant for you or more than one part of this Supplement, as well as of the above Privacy Notice may apply to you.

The meaning of the term “personal data” in this Supplement, as well as in the above Privacy Notice, has the same meaning as set out in the Privacy Act.

This Supplement, as well as the above Privacy Notice may be replaced or supplemented in order to fulfil legal requirements, as well as to provide you with all necessary information on how we process your personal data.

Why we collect personal data

We collect personal data so that we can provide our services to you and your service provider, as well as reasonable associated purposes. These purposes include but are not limited to the purposes already reflected in the above Privacy Notice.

We may also collect your personal information for a purpose which is additional to the original purpose pursuant to which we originally received or collected the personal data.

Personal data we collect

The types of personal data we may receive or collect include the following:

• Name or alias;
• Contact details (such as address, postal address, email, phone number);
• Date of birth;
• Sex, gender, or gender identity;
• Nationality or proof of residence (such as residence permits, work right permits or visa);
• Employment data (such as current employment, past employment or other work history);
• Educational qualifications (such as degrees, accreditations, occupational permits or occupational licences);
• Identification documents (such as passport, driver’s licence, identity card or other similar documentation);
• Pictures (such as head shots);
• Transaction and bank account details;
• Any personal information that is inherently disclosed when you or your service provider communicate with us (such as metadata); and
• Criminal history.

In limited circumstances we may need to obtain health information from you.  In such circumstances we will make an express request and will treat any information as strictly confidential.

Further details about the personal data we collect and how it is processed or used depending on our relationship with you can be found in the above Privacy Notice.

How we collect personal data

We receive or collect personal data directly from your or your service provider’s in interactions with us, such as when you create a user account, sign up for our services, submit queries or engage with the services we provide. In addition to this, any personal data that you provide to us will constitute the collection of personal data for the purposes of this Supplement, as well as the above Privacy Notice.

Personal data may also be collected via our website, forms, phone calls, emails or through third-party providers with your consent or to the extent necessary to provide the services to you.

How we hold and protect personal data

We will only retain your personal data only so long as is necessary to provide our services, after which time we will destroy it, unless we:

• are required by law to retain it; or 
• are required to preserve it for the purposes of providing services to another customer; or 
• have agreed to a request by you or your service provider to preserve that personal information; or 
• have a legitimate purpose for retaining it.

We take all reasonable steps to protect all information we hold, including personal data.

Cookies and other similar technologies

We may use cookies and similar technologies (for simplicity reasons, hereinafter referred to as “Cookies”), when you use our websites, platforms, applications as well as other products and services.

Our Cookie Banner and consent management system show you a list of the Cookies we use, including their provider, purpose, description and other relevant information. In the default setting, only the essential Cookies are enabled. Via the consent management system, you can determine whether you allow the setting of additional Cookies or not. You can adjust your preferences at any time via the consent management system.

Further information about the ways that we may track your personal information including on social media (e.g., Facebook) can be found in the above Privacy Notice.

Disclosure to third parties

We may disclose your personal data to parties to fulfil the purposes described above, including to provide services to you or your service provider. Due to SoftwareOne’s international group structure, personal data will be disclosed to certain departments and persons on a need-to-know basis to process personal data so that we can provide our services. For all intragroup personal data access and transfers, we comply with the provisions of the Privacy Act.

Third party service providers contracted by SoftwareOne may also receive personal data to provide or facilitate the provision of our services. These include, service providers who support us with order fulfilment, payment / billing, customer service, finance, auditing, fraud detection, IT services, communication, hosting, logistics, email delivery, marketing, sales, data analysis, event management, training, surveys, printing, archive, advisory and consulting services.

We may disclose your personal data to further recipients, such as private as well as public entities and institutions, including law enforcement, data protection authorities, tax authorities, credit  agencies, debt collectors, banks, courts, hotels or other companies insofar as there is a legal basis for such disclosure.

Disclosure overseas

As we operate in a number of countries it is possible that your personal data may need to be transferred outside of Australia to countries in which we operate including the European Union, the United Kingdom and Switzerland, in order to provide our services. We will take reasonable steps to ensure that such recipients comply with the Privacy Act and maintain the confidentiality and security of your personal information.

Accessing or correcting personal data

You may contact us to access your personal data we hold about you and to request corrections if any details are inaccurate or incomplete. We may refuse to provide access you with to your personal data if:

• we are legally permitted to do so and consider it appropriate; or
• are required by law to deny the request.

Questions and complaints

If you have any requests, comments, queries or complaints in relation to your personal data, our handling of your personal data or how we handle personal data generally, please contact our information officer at data-protection.apac@softwareone.com.

We will respond to any requests or complaints within a reasonable period (usually 30 days).

If you disagree with our response or any decision that we make in respect of your personal data, including in respect of any complaint that you have made, you may refer your complaint to the Office of the Australian Information Commissioner by visiting www.oaic.gov.au, calling 1300 363 992 or by emailing enquiries@oaic.gov.au.

This Supplement applies where personal data is processed within New Zealand or where the Privacy Act 2020 (“Privacy Act”) is applicable. This Supplement shall be read together with the above Privacy Notice.

The type of personal data we use and what we do with that depends on the relationship we have with you. Therefore, some parts of this Supplement, as well as of the above Privacy Notice may not be relevant for you or more than one part of this Supplement, as well as of the above Privacy Notice may apply to you.

The meaning of the term “personal data” in this Supplement, as well as in the above Privacy Notice has the same meaning as set out in the Privacy Act.

This Supplement, as well as the above Privacy Notice may be replaced or supplemented in order to fulfil legal requirements, as well as to provide you with all necessary information on how we process your personal data.

Why we collect personal information

We collect personal data so that we can provide our services to you and your service provider, as well as reasonable associated purposes. These purposes include but are not limited to the following:

• communicate with you and your service provider, process requests and respond to requests; 
• process comments or posts; 
• register and send newsletters to you which you subscribe to; 
• marketing purposes;  
• registration, authentication and administration of user accounts; 
• license monitoring purposes; 
• provision of demo products and services as well as trials (also from third parties); 
• analysis purposes in order to improve our products and services; 
• tailor our website content and experience to your interests; 
• maintain the security of our websites, platforms, applications as well other products and services; 
• comply with legal and regulatory requirements and requests; and 
• establish, exercise and defend legal claims.

We may also collect your personal data for a purpose which is additional to the original purpose pursuant to which we originally received or collected the personal data.

You are not required to give us your personal data, however, if you choose not to we may be unable to provide, in whole or in part, our services to you and your service provider.

Further details about the personal data we collect and how it is processed or used depending on our relationship with you can be found in the above Privacy Notice.

Personal data we collect

The types of personal data we may receive or collect include the following:

• Name or alias; 
• Contact details (such as address, postal address, email and phone number); 
• Date of birth; 
• Sex, gender or gender identity; 
• Nationality or proof of residence (such as residence permits, work right permits or visa);
• Employment data (such as current employment, past employment or other work history); 
• Educational qualifications (such as degrees, accreditations, occupational permits or occupational licences); 
• Identification documents (such as passport, driver’s licence, identity card or other similar documentation); 
• Pictures (such as head shots); 
• Transaction and bank account details; 
• Any personal data that is inherently disclosed when you or your service provider communicate with us (such as metadata); and 
• Criminal history.

During the course of providing services to you or your service provider we may create information about you which constitutes personal data including things such as emails, letters or other internal records.

Further details about the personal data we collect and how it is processed or used depending on our relationship with you can be found in the above Privacy Notice.

How we collect personal data

We receive or collect personal data directly from your or your service provider’s in interactions with us, such as when you create a user account, sign up for our services, submit queries or engage with the services we provide. In addition to this, any personal data that you provide to us will constitute the collection of personal data for the purposes of this Supplement, as well as the above Privacy Notice.

Information which we create as a result of providing services to you or your service provider which constitutes personal data will also constitute the collection of personal data for the purposes of this Supplement, as well as the above Privacy Notice.

Personal data may also be collected via our website, forms, phone calls, emails or through third-party providers with your consent or to the extent necessary to provide the services to you.

How we hold and protect personal data

We will only retain your personal data only so long as is necessary to provide our services, after which time we will destroy it unless we:

• are required by law to retain it; or  
• are required to preserve it for the purposes of providing services to another customer; or 
• have agreed to a request by you or your service provider to preserve that personal data; or 
• have a legitimate purpose for retaining it.

We take all reasonable steps to protect all information we hold, including personal data.

Cookies and other similar technologies

We may use cookies and similar technologies (for simplicity reasons, hereinafter referred to as “Cookies”), when you use our websites, platforms, applications as well as other products and services.

Our Cookie Banner and consent management system show you a list of the Cookies we use, including their provider, purpose, description and other relevant information. In the default setting, only the essential Cookies are enabled. Via the consent management system, you can determine whether you allow the setting of additional Cookies or not. You can adjust your preferences at any time via the consent management system.

Further information about the ways that we may track your personal data including on social media (e.g., Facebook) can be found in the above Privacy Notice.

Disclosure to third parties

We may disclose your personal data to parties to fulfil the purposes described above including to provide services to you or your service provider. Due to SoftwareOne’s international group structure, personal data will be disclosed to certain departments and persons on a need-to-know basis to process personal data so that we can provide our services. For all intragroup data access and transfers, we comply with the provisions of the Privacy Act.

Third party service providers contracted by SoftwareOne may also receive personal data to provide or facilitate the provision of our services. These include, service providers who support us with order fulfilment, payment / billing, customer service, finance, auditing, fraud detection, IT services, communication, hosting, logistics, email delivery, marketing, sales, data analysis, event management, training, surveys, printing, archive, advisory and consulting services.

We may disclose your personal data to further recipients to the extent required to fulfil the purpose, such as private as well as public entities and institutions, including law enforcement, data protection authorities, tax authorities, credit  agencies, debt collectors, banks, courts, hotels or other companies insofar as there is a legal basis for such disclosure.

Disclosure overseas

As we operate in a number of countries it is possible that your personal data may need to be transferred outside of New Zealand to countries in which we operate including the European Union, the United Kingdom and Switzerland, in order to provide our services.  We will take reasonable steps to ensure that such recipients comply with the Privacy Act and maintain the confidentiality and security of your personal data.

Accessing or correcting personal data

You may contact us to access your personal data we hold about you and to request corrections if any details are inaccurate or incomplete. We may refuse to provide access you with to your personal data if:

• we are legally permitted to do so and consider it appropriate; or 
• are required by law to deny the request.

Questions and complaints

If you have any requests, comments, queries or complaints in relation to your personal data, our handling of your personal data or how we handle personal data generally, please contact our information officer at data-protection.apac@softwareone.com.

We will respond to any requests or complaints within a reasonable period (usually 30 days).

If you disagree with our response or any decision that we make in respect of your personal data including in respect of any complaint that you have made, you may refer your complaint to the Privacy Commissioner (Te Mana Matapono Matatapu) by visiting www.privacy.org.nz, calling 0800 803 909 or by emailing enquiries@privacy.org.nz.

Applicability

This Supplement forms an integral part of the above Privacy Notice and applies solely to Data Principals located in India.

This Supplement governs the processing of digital personal data by SoftwareOne in accordance with the Digital Personal Data Protection Act, 2023 ("DPDP Act") and the rules made thereunder ("DPDP Rules"), including:

• personal data collected in digital form within India; 
• personal data collected in non-digital form and subsequently digitized; and 
• processing of digital personal data carried out outside India in connection with the offering of goods or services to Data Principals within India, in accordance with Section 3 of the DPDP Act.

In the event of any inconsistency between this Supplement and the above Privacy Notice, the provisions of this Supplement shall prevail to the extent of such inconsistency for processing governed by Indian law.

Definitions

Unless otherwise defined herein, capitalized terms used in this Supplement shall have the meanings ascribed to them under the DPDP Act and the DPDP Rules.

For the purposes of this Supplement:

• "Board" means the Data Protection Board of India established under the DPDP Act; 
• "Data Principal" means the individual to whom the personal data relates and where such individual is 
• a child, includes the parents or lawful guardian of such child; or 
• a person with disability, includes her lawful guardian acting on her behalf.
• "SoftwareOne" means the relevant SoftwareOne entity acting as a Data Fiduciary in relation to the processing of personal data under Indian law.

Notice to Data Principals

Consent to the processing of personal data by SoftwareOne shall be obtained only upon the Data Principal’s acceptance of this Supplement and the above Privacy Notice.

Contact for Data Protection Requests

Any request for withdrawal of consent, request for access to information, correction, erasure, grievance or any other communication under the DPDP Act may be addressed to:

Designation / Department: Regional General Counsel
Email ID: data-protection.apac@softwareone.com

Alternately, the Data Principal may communicate his request at: Shweta.Sinha@softwareone.com.

Grievance Redressal Mechanism

SoftwareOne has established an effective grievance redressal mechanism to address grievances raised by Data Principals in relation to the processing of their personal data.

A Data Principal may submit a grievance by contacting the Grievance Officer at:

Name: Regional General Counsel 
Designation: Grievance Officer – India
Email ID: data-protection.apac@softwareone.com
Postal Address: 7th Floor, Tower 1A, International Tech Park, Near Sector 59, Behrampur, Gurugram, Haryana-122101.

SoftwareOne shall acknowledge the grievance and endeavor to resolve it within 30 days from the date of receipt.

A Data Principal shall exhaust the grievance redressal mechanism provided herein before approaching the Board, in accordance with Section 13 of the DPDP Act.

Nomination

A Data Principal may nominate one or more individuals to exercise her rights under the DPDP Act in the event of her death or incapacity.

Such nomination may be made by:

• submitting a request through the user account or digital interface made available by SoftwareOne; or
• submitting a written request to SoftwareOne using the contact details provided in this Supplement, along with such information and verification details as may be reasonably required by SoftwareOne.

Processing and Transfer of Personal Data Outside India

SoftwareOne may transfer personal data outside the territory of India only in accordance with:

• any restrictions notified by the Central Government on the transfer of personal data to specified countries or territories; and
• the conditions and safeguards specified by the Central Government through general or special orders.

Where such transfers occur, SoftwareOne shall ensure compliance with all applicable requirements under the DPDP Act, the DPDP Rules, and other applicable Indian laws.

Updates to this Supplement

This Supplement may be updated from time to time to reflect changes in applicable law, including amendments to the DPDP Act or the DPDP Rules, or guidance, directions or orders issued by the Government of India or the Data Protection Board of India. Material changes shall be notified to Data Principals through appropriate and reasonable means.

Children’s Personal Data

SoftwareOne does not knowingly process personal data of children, as defined under the DPDP Act.

Where processing of personal data of a child becomes necessary under applicable law, SoftwareOne shall ensure compliance with the requirements relating to verifiable parental consent and other safeguards prescribed under the DPDP Act and the DPDP Rules.

Additional DPDP-Specific Disclosures

Right to Withdraw Consent: Withdrawal of consent shall not affect the legality of processing carried out prior to such withdrawal.

Data Retention: SoftwareOne shall retain personal data only for such period as is necessary to fulfil the specified purpose or to comply with applicable law, after which such data shall be erased in accordance with the DPDP Act and the DPDP Rules.