Employee Privacy Policy

Applicable to: All Full-Time Employees, Interns & Contractual Staff

1. INTRODUCTION

SIGNALCORE AI PRIVATE LIMITED (operating as AI Signal Lab), CIN U62099UW2026PTC251815, registered at 1005, 10th Floor, Tower 17, Paras Tierea, Noida Sector 137, Noida – 201305, Uttar Pradesh, India ("Company", "we", "us") is committed to protecting the privacy and personal data of all individuals employed by or working with the Company in any capacity.

This Employee Privacy Policy ("Policy") explains what personal data the Company collects about employees, how it is used, stored, shared, and protected, and what rights employees have over their data. This Policy is issued in compliance with the Digital Personal Data Protection Act (DPDP), 2023, the Information Technology Act, 2000, the IT (SPDI) Rules, 2011, and all applicable Indian labour and tax laws.

This Policy applies throughout the employment lifecycle - from recruitment and onboarding through to exit and post-employment record-keeping.

2. WHO THIS POLICY APPLIES TO

This Policy applies to:

• All full-time and part-time permanent employees of the Company;
• All probationary employees from the date of joining;
• All interns engaged under internship agreements;
• All individuals engaged on fixed-term contracts who are classified as employees (as distinct from freelance consultants, who are covered under the Annotator & Platform User Privacy Policy);
• Candidates who have accepted an offer of employment and are in the pre-joining period.

3. PERSONAL DATA WE COLLECT

We collect and process the following categories of employee personal data across the employment lifecycle:

3.1 Recruitment & Pre-Joining

3.2 During Employment

3.3 Exit & Post-Employment

4. HOW WE COLLECT YOUR DATA

• Directly from you: CV, application form, offer letter acceptance, onboarding documents, Form 12B, leave applications, expense claims, and exit interviews.
• Background Verification Agencies: With your consent, we engage third-party BGV agencies to verify your educational qualifications, employment history, and address.
• Previous Employers: Reference checks and verification of employment history, with your consent.
• Government Databases: EPFO (for UAN), ESIC, and Income Tax Department (for PAN verification and TDS processing).
• Internal Systems: Attendance management systems, performance management platforms, IT access logs, and email systems on Company devices.

5. LEGAL BASIS FOR PROCESSING

• Contractual Necessity: Processing your personal data is necessary to perform and administer your Employment Agreement, including payroll, leave management, and performance appraisal.
• Legal Obligation: We are legally required to process your PAN, Aadhaar, bank details, and salary data for TDS deduction (Income Tax Act, 1961), EPF contributions (Employees' Provident Funds Act, 1952), and ESI contributions (Employees' State Insurance Act, 1948).
• Legitimate Interest: Processing performance data, attendance records, and system usage data for business management, security monitoring, and organisational effectiveness.
• Consent: For collection of sensitive personal data (health information, disability status) and for reference checks with previous employers, we obtain your explicit consent.
• Legal Claims: We may process and retain data where necessary for the establishment, exercise, or defence of legal claims.

6. HOW WE USE YOUR PERSONAL DATA

• To administer your employment, including payroll processing, leave management, and benefits administration;
• To comply with statutory obligations including TDS deduction and deposit, EPF and ESI contributions, Professional Tax, and Gratuity;
• To issue salary slips, Form 16, Form 16A, and other statutory documents;
• To conduct background verification prior to or at joining;
• To manage performance appraisals, promotions, and career development;
• To monitor compliance with Company policies, including information security and Code of Conduct;
• To manage disciplinary proceedings, grievances, and POSH complaints in accordance with applicable law;
• To provide emergency contact information to first responders in the event of a medical emergency;
• To issue experience letters, relieving letters, and references post-employment;
• To comply with statutory audits, labour inspections, and regulatory filings;
• To enforce post-employment obligations (non-solicitation, confidentiality) where applicable.

7. DATA SHARING AND DISCLOSURE

7.1 Internal Sharing

Your personal data is accessible within the Company on a strict need-to-know basis:

• People Operations / HR - for all HR processes;
• Finance - for payroll, TDS, and statutory payments;
• Your reporting manager - for performance and leave management;
• IT / Security team - for access management and security monitoring;
• Legal team - for compliance and disciplinary matters.

7.2 External Sharing

• Government Authorities: EPFO, ESIC, Income Tax Department, and other statutory bodies as required by law.
• Background Verification Agencies: With your consent, for pre-employment verification.
• Payroll Service Providers: Third-party payroll platforms engaged by the Company, under strict data processing agreements.
• Professional Advisers: Our auditors, lawyers, and accountants, on a confidential basis.
• POSH Internal Committee: If a POSH complaint is raised involving you (as complainant or respondent), your data may be shared with the Internal Committee as required by the POSH Act, 2013.
• Courts and Regulators: If required by a valid court order, statutory direction, or regulatory requirement.

7.3 What We Never Do

• We never sell your personal data to any third party.
• We never share your salary, health, or financial data with any unauthorised party.
• We never use your personal email, phone, or address for unsolicited marketing.

8. SENSITIVE PERSONAL DATA

The following categories of sensitive personal data may be collected and are subject to additional protections:

9. MONITORING AND SYSTEM USAGE

9.1 Scope: The Company may monitor usage of Company-owned devices, systems, email accounts, and network access for the purposes of information security, compliance with Company policies, and protection of Company data.

9.2 Notice: By accepting employment and using Company systems, you acknowledge that such monitoring may take place. This Policy serves as your notice of such monitoring.

9.3 Proportionality: Monitoring is conducted proportionately and for legitimate business purposes only. Personal communications on personal devices are not monitored.

9.4 Prohibited Use: Company devices and systems must not be used to access illegal content, share confidential data with unauthorised parties, or engage in activities that violate the Company's Code of Conduct or information security policies.

10. DATA RETENTION

After the applicable retention period, personal data will be securely deleted or anonymised.

11. DATA SECURITY

We protect employee personal data through the following measures:

• Encrypted storage for all sensitive personal data (salary, Aadhaar, PAN, bank details);
• Role-based access controls - salary and health data are accessible only to authorised HR and Finance personnel;
• Secure transmission of payroll data via encrypted channels;
• Physical security of paper records (locked cabinets, restricted access);
• Regular security awareness training for all staff handling personal data;
• Mandatory data breach notification - employees will be informed of any breach affecting their personal data within 72 hours of the Company becoming aware of it.

12. YOUR RIGHTS AS AN EMPLOYEE

Under the DPDP Act, 2023, you have the following rights:

• Right to Access: You may request a copy of the personal data the Company holds about you. You may access your payslips, Form 16, and performance reviews through HR or the payroll system at any time.
• Right to Correction: You may request correction of inaccurate or incomplete personal data by writing to HR or People Operations.
• Right to Erasure: You may request deletion of data no longer necessary for its purpose, subject to statutory retention obligations that prevent deletion.
• Right to Object: You may object to processing based on legitimate interest (e.g., system monitoring) where your privacy interests override the Company's legitimate purpose.
• Right to Grievance Redressal: You may raise a privacy complaint with the Company's Grievance Officer.
• Right to Nominate: You may nominate another individual to exercise your rights in the event of death or incapacity.

To exercise any right, write to: contact@aisignallab.com or hiring@aisignallab.com or contact the People Operations team. We will respond within 30 days.

13. GRIEVANCE OFFICER

Name

Priyanka Singh / Jitender Singh Chouhan

Designation

Director / Data Protection Contact

Email

contact@aisignallab.com

People Operations

hiring@aisignallab.com

Address

1005, 10th Floor, Tower 17, Paras Tierea, Noida Sector 137, Noida – 201305, UP, India

Response Time

Within 30 days of receipt of written complaint

If your complaint is not resolved to your satisfaction, you may escalate to the Data Protection Board of India once constituted under the DPDP Act, 2023.

14. EMPLOYEE ACKNOWLEDGEMENT

By signing below, you confirm that you have read, understood, and received a copy of this Employee Privacy Policy.

For

SIGNALCORE AI PRIVATE LIMITED (AI Signal Lab)

Signature

_______________________

Name

Priyanka Singh / Jitender Singh Chouhan

Title

Director

Date

09 July 2026

Acknowledged by (Employee)

Full Name of Employee

{Full Name of Employee}

Signature

_______________________

Name

___________________________

Designation

____________________

Date

___________________________

15. UPDATES TO THIS POLICY

We may update this Policy periodically to reflect changes in our practices, workforce, or applicable law. Updated versions will be communicated to all employees via email and made available through People Operations. Continued employment after the effective date of any update constitutes acceptance of the revised Policy.

For

SIGNALCORE AI PRIVATE LIMITED (AI Signal Lab)

Signature

_______________________

Name

Priyanka Singh / Jitender Singh Chouhan

Title

Director

Date

09 July 2026

Last Updated

09 July 2026

Version

1.0

Next Review Due

09 July 2027

- End of Employee Privacy Policy -