1. Introduction 
RNI Associates (“we,” “us,” or “our”) is committed to safeguarding personal data for clients, job seekers, employees, and individuals receiving HR consulting, coaching, and mentoring services. This Privacy Policy outlines our approach to data protection, confidentiality, how we
collect, use, disclose, and protect your information in accordance with applicable Indian laws, including the Information Technology Act, 2000 and its associated rules, and GDPR compliance for international clients.

2. Scope
This policy applies to all personal data processed via our HR consulting, coaching, and mentoring services and other interactions with corporate partners and individuals.

3. Data We Collect
We collect and process:
3.1 Identity & Contact Data: Name, date of birth, gender, email, phone number, address.
3.2 Employment Data: Resumes, references, work history, salary details.
3.3 Professional Development Data: Coaching goals, mentoring progress, feedback
assessments.
3.4 Sensitive Data: Health or financial details (if relevant), diversity and inclusion data (only
where necessary).
3.5 Usage Data: IP address, browser type, operating system, Pages visited, time spent, and
referring URLs (via cookies and analytics tools)

4. Legal Basis for Processing
We process personal data based on:
4.1 Consent: Voluntary submission for consulting or coaching.
4.2 Contractual Necessity: Delivery of services as per agreement.
4.3 Legal Obligation: Compliance with labor and data protection regulations.
4.4 Legitimate Interest: Business operations, professional development, talent
acquisition.

5. How We Use Personal Data
5.1 HR Consulting & Recruitment: Talent acquisition, Placement, HR Advisory.
5.2 Coaching & Mentoring: Career development guidance, skill-building.
5.3 Legal & Compliance Obligations: Following employment laws in India and globally.
5.4 Communication: Updates, professional development feedback, recruitment follow
ups.

6. Confidentiality & Security Measures
We ensure strict confidentiality through:
6.1 Confidentiality Agreements for employees, consultants, coaches, and mentors.
6.2 Secure Storage & Encryption to prevent unauthorized access.
6.3 Restricted Data Access based on role-based permissions.
6.4 Regular Audits & Compliance Reviews for continuous monitoring.

7. Confidentiality in Coaching & Mentoring
Coaching and mentoring sessions are strictly confidential—no personal data, assessments,
or discussions are shared without explicit consent, except when legally required.

8. Data Security
We implement industry-standard measures to protect personal data, including:
8.1 Encryption
8.2 Secure servers and firewalls
8.3 Restricted access controls
8.4 Regular audits and data protection protocols
However, no system can be guaranteed 100% secure. We advise you to take adequate
precautions when sharing personal data online.

9. Data Retention & Periodicity
We retain personal data based on Indian and international data protection regulations,
following GDPR-aligned retention periods:
9.1 General Contact & Identity Data: Retained for 5 years post-service for
communication purposes.
9.2 Employment & HR Consulting Data: Retained for 7 years for compliance with labor
regulations.
9.3 Coaching & Mentoring Records: Retained for 3 years post-program completion for
reference and development tracking.
9.4 Sensitive Personal Data: Retained for as long as legally required, after which it is
securely deleted or anonymized.
9.5 Data Submitted by Job Seekers: Retained for 2 years unless requested for earlier
deletion.
9.6 Financial Records: Retained for 7 years for taxation and auditing compliance.

10. Secure Disposal of Data
At the end of the retention period, personal data is securely deleted or anonymized using
industry-standard protocols.

10.1 Rights of Data Subjects – Individuals have the right to:

10.1.1 Access, Rectify, and Delete their personal data.
10.1.2 Restrict Processing in HR, coaching, or mentoring.
10.1.3 Data Portability—requesting structured digital copies of their personal data.
10.1.4 Withdraw Consent at any time for optional data processing.

10.2 GDPR Compliance Measures – For international clients, we ensure:

10.2.1 Standard Contractual Clauses for cross-border data transfers.
10.2.2 Transparent Data Practices in line with GDPR regulations.
10.2.3 Data Processing Agreements (DPAs) with service providers.

11. Cookies and Analytics
Our website may use cookies to enhance user experience and track usage. You may disable
cookies via your browser settings, though some features may not function optimally.

12. Updates to This Policy
We may update this Privacy Policy periodically. Significant changes will be communicated
through our website or direct notifications.

13. Third-Party Links
Our website may contain links to other websites. We are not responsible for their privacy
practices. Please read their privacy policies before submitting any personal data.

14. Children’s Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly
collect data from children.