PRIVACY POLICY

  • This policy outlines how personally identifiable information and other personal data will be collected, used, and shared in connection with access to and/or use of Sanza Solutions platform, public website, and any content, features, services, or other offerings that Sanza Solutions provides in connection with its services.
  • Notice to EU Individuals: this Privacy Statement and its enumerated policies are intended to comply with Regulation (EU) 201 6/679 of the European Parliament and of the Council (the “General Data Protection Regulation” or “GDPR”) and provides appropriate protection and care with respect to the treatment of your user information in accordance with the GDPR.

WHAT TYPE OF INFORMATION IS COLLECTED FROM YOU?

  • When you fill out an employment background screening form to sign up to resource, or to inquire about a product, we may ask you to provide certain personal information. By completing the form and ticking the relevant boxes you are providing your consent for Sanza Solutions to process this personal data. This is the legal basis we rely on to do so.
  • We will use the information that you give us to send you relevant emails containing news and communications. Your information will be stored by Sanza Solutions confidentially.
  • In addition, if you have inquired about a product or service, we will use the information you have given us to update our customer relations management system so our consultants or advisors can contact you. This information will also be stored by Sanza Solutions confidentially.
  • We do not use cookies to track user activities beyond our web site. For example, we may use cookies to store your country preference. This is to help us improve our website and deliver better, more personalized service. It is possible for you to switch off cookies by adjusting your browser preferences.
  • You may refuse the use of cookies by selecting the appropriate settings on your browser, however, please note that if you do this you may not be able to use the full function of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
  • Note that Sanza Solutions will not provide any personally identifiable information to third parties for their own marketing purposes.

PERSONAL INFORMATION COLLECTED FOR THE PURPOSE OF EMPLOYMENT / BUSINESS / DUE DILIGENCE:

  • You may be asked for your personal information by a potential employer or business partner in order to facilitate background screening for the purpose of employment or due diligence. This personal information may be relayed or directly input by yourself to Sanza Solutions or Hiring Employer for collection as part of contracted services.
  • All personal information collected is relevant and necessary for Sanza Solutions to perform our obligations thereon. Any personal data categorized as ‘special data’ under the GDPR will require the data controller (typically an employer) to either have explicit consent from the individual with notice that processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment or business due diligence.

HOW IS YOUR INFORMATION USED?

  • Sanza Solutions provides information about data subjects only to our clients and agents, such as third-party subcontractors of Sanza Solutions who are contractually authorized to receive such information for limited and specified purposes only.

  • Sanza Solutions ensures that any third party for which personal information may be disclosed subscribes to privacy principles consistent with all countries, including United States law and European data protection directives or are subject to laws providing the same level of privacy protection and agree in writing to provide an adequate level of privacy protection.

WE WILL USE THE INFORMATION YOU GIVE TO US:

  • To carry out our obligations arising from any contracts entered into, between our clients and us and to provide you with the information, products and services that are requested from us.
  • For the purposes for which you provided it;
  • To verify your identity;
  • To provide information about the features and functionality of the Services;
  • For customer support and to respond to your inquiries;
  • To respond to and fulfil your requests;
  • To improve the Services;
  • For internal record-keeping purposes and for legal purposes;
  • To address fraud or safety concerns, or to investigate complaints or suspected fraud or wrongdoing; and
  • To resolve disputes, to protect ourselves and other users, and that govern your use of the Services.

EMPLOYEE / APPLICANT INFORMATION:

  • Sanza Solutions may collect information from employees and job applicants to perform background screening functions. Individuals will be informed of the purposes for which Sanza Solutions collects and uses the personal information.
  • Sanza Solutions will provide the Individual with the choice and means, if any, for limiting the use and disclosure of their personal information when required, in accordance with federal and state laws. Disclosures or notices will be provided in clear and conspicuous language when individuals are first asked to provide personal information to Sanza Solutions, or as soon as practicable thereafter, and in any event before Sanza Solutions uses or discloses the information for a purpose other than for which it was originally collected.
  • Employee and/or applicant information will never be used for any purpose other than it was originally intended, will not be sold, and never be used for marketing purposes. It will only be shared with third parties when necessary and as needed for the completion of background screening services.

CONSUMER INFORMATION:

  • Sanza Solutions may disclose personal information on consumers to third parties in connection with the business transaction and purpose for which it was collected. Third party disclosure of the personal information may include the requesting client company, institutions, employers, courts, law enforcement agencies, third party agents, and other persons, businesses or government agencies as necessary for Sanza Solutions to complete a background screening service.

THE PERSONAL INFORMATION OF JOB APPLICANT / EMPLOYEE OR DATA REPORT DETAILS:

  • We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information in our systems for as long as is necessary for the relevant activity, but not longer, or as long as is set out in any relevant contract held with us.
  • We will retain the personal information we process on behalf of our clients for as long as required by law and as long as required to provide services to our clients. Sanza Solutions will retain this personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
  • While Sanza Solutions has implemented technical, physical and administrative security measures to help protect against the loss, theft, misuse and unauthorized access of your information that we collect from you on behalf of our Clients, we cannot guarantee that our Clients will in like manner follow the terms set forth within this privacy policy and can therefore not be held liable for a Client’s actions.

THIRD PARTY SERVICE PROVIDER WORKING ON OUR BEHALF:

  • We may pass your information to our third-party service providers, agents, subcontractors and other associated organizations for the purposes of completing tasks and providing services to you or on your behalf (for example to process payments or provide a specific record check).

  • However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

  • Please be assured that we will not release your information to third parties beyond the Sanza Solutions network for them to use for their own direct marketing purposes.

  • Information sources outside of a country may be contacted, at the client’s request, in order to verify information claimed by an applicant which took place outside of stated country. All personal information will be transmitted and stored in a secure manner in accordance with the terms of this Privacy Notice.

  • In the case of international searches, personal information may be transferred to other countries, including countries that have inadequate privacy laws according to the European Commission or other data protection commissions and/or government authorities.

  • We may transfer your personal information to a third party if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

YOUR RIGHTS:

  • There are laws and regulations designed to protect PII in digital form. Examples of laws include the, the US Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act in Australia, the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada, and the General Data Protection Directive in the European Union.

  • In addition to the company’s safeguards that meet these standards, personal data of EU citizens is protected by the General Data Protection Regulation (GDPR).

  • Sanza Solutions confirms that the data we hold about you will be processed lawfully and fairly. It will be kept securely to prevent unauthorized access by other people. If you have concerns about the processing of your personal data, you may express it in writing to us. If you find any inaccuracies with the personal data we retain, we will delete or correct them promptly, if permitted by law.

  • You have the right to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for marketing purposes. You can exercise your right to prevent such processing by checking the relevant boxes on the forms we use to collect your data. You can also exercise that right at any time by contacting us or by expressing it in the form given to you.

ADDITIONAL INFORMATION FOR EU CITIZENS:

  • The General Data Protection Regulation (GDPR) provides EU citizens with the right to access any information held about you.

  • However, we do reserve the right to charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive. We also reserve the right to charge a reasonable fee to comply with further copies of the same information. Any fee will be based on the administrative cost of providing the information.

  • We will endeavor to supply this information without delay and at the latest within one month of receipt. If the request is complex or numerous, we can extend this period by a further two months. You will be informed, if this is the case, within one month of the request with an explanation as to why it is necessary.

  • For the purpose of the General Data Protection Regulation (GDPR), the data controller and/or processor is Sanza Solutions a company located and operating in Malaysia.

OUR LEGAL GROUND FOR USING PERSONAL DATA ARE AS FOLLOW:

  • Contractual Commitments: We may use, share, or disclose information to honour our contractual commitments to you.
  • With Your Consent: Where required by law, and in some other cases, we use, share, or disclose information on the basis of your consent.
  • Legitimate Interests: In many cases, we use, share, or disclose information on the ground that it furthers our legitimate business interests in ways that are not overridden by the interests or fundamental rights and freedoms of the affected individuals, such as customer service, analysing and improving our business, providing security for our Services, preventing fraud, and managing legal issues.
  • Legal Compliance: We need to use, share, and disclose information in certain ways to comply with our legal obligations.

RESOURCES, ENFORCEMENT AND LIABILITY:

  • Sanza Solutions is committed to answer questions and resolve complaints about your privacy and our collection or use of your personal information. EU, EEA and Swiss consumers with inquiries or complaints regarding this privacy policy or the processing of their personal information should first contact Sanza Solutions. 
  • Email: admin@sanzasolutions.com

TRANSFERRING YOUR INFORMATION OUTSIDE OF YOUR COUNTRY OF ORIGIN:

  • As part of the services offered from Sanza Solutions for international criminality check, education background check or employment screening purposes, the information which you provide to us may be transferred to countries outside your citizenship or outside the country you are residing in. These countries may not have similar data protection laws to the country you are residing in or are a citizen of. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the country in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy. If your data is transferred outside of the country it will be done so to allow us to perform any contractual obligations that are required to provide the services, you or (your employer/potential employer) has requested from us.

SECURITY PRECAUTIONS IN PLACE:

  • When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information is encrypted and protected while in transit with 256 Bit SSL encryption. When you are on a secure page, a padlock icon will appear on the address bar of web browsers such as Google Chrome.
  • Our website IS scanned on a regular basis for known vulnerabilities including regular malware scanning. Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have authorized access to such systems and are required to keep the information confidential. Sanza Solutions cannot ensure or warrant the security of any information you transmit to us by email, and you do so at your own risk.

SECURITY BREACH NOTIFICATION:

  • Sanza Solutions shall give notice to each organization administrator when the organization’s user information was, or it is reasonably believed to have been inappropriately accessed as a result of a security breach. Said notice shall be made immediately upon confirmed discovery of the breach (including fulfilling our obligation under the GDPR to notify the ICO within 72 hours) and the time necessary such as to allow Sanza Solutions to determine the scope of the breach, to identify organizations and individuals affected by the breach, and to restore reasonable integrity of the data system that was breached.

POLICY CHANGES:

  • Any changes to this policy will be posted here. Please check back frequently for any updates or changes to this privacy policy. This policy was last updated to-date.
  • If you have any further queries or comments on our Privacy Policy, please write to us at Sanza Solutions or email to – admin@sanzasolutions.com

ADDITIONAL INFORMATION FOR CANADIAN CITIZENS:

  • This Policy applies to customers, users and applicants internationally. However, to the extent that this Policy is inconsistent with any applicable local laws, Sanza Solutions will comply with the applicable law for customers, users and applicants in said country.

  • Applicants should also understand that the nature of the Services will involve Sanza Solutions obtaining potentially sensitive personal information about them, including consumer reports, criminal record, driving record, as well as education and employment records, from third parties such as consumer reporting agencies, police services and government agencies (e.g., provincial transportation ministries).

  • Sanza Solutions will also share Applicants’ personal information with a third-party service provider for the purpose of completing or facilitating the background checks described in this Policy.

  • In addition, personal information that is collected in the course of providing the Services will be transferred outside a country. Therefore, such information may be accessible to law enforcement and national security authorities in the jurisdiction(s) where it is stored or processed.

  • Customers, users and applicants will be notified of any material changes to this Policy, where such change would result in use or disclosure of their personal information by Sanza Solutions in a manner not contemplated by this Policy or reasonably expected by the individual.