Privacy Notice for Employees

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Privacy Notice for Employees

This privacy notice explains how Vertiv Energy Private Limited, as data controller, processes the personal data concerning you and your family members that are collected at the beginning and throughout your employment with Vertiv.

Further information regarding the processing of personal data is contained in VP&P 900.03-PR.AT-02 – Attachment 1 – Electronic Tools Usage Baseline. It is posted in a place accessible to all in accordance with the law and is available on Vertiv’s intranet. Vertiv recommends that you read the policy in its entirety.

Personal data processed

We collect, store, and use your personal data which includes your personal details (name, date, and place of birth), contact details, role, tax code, social security number, marital status, driving license, performance evaluations, and banking, insurance, and income data. We may also collect personal data regarding your family members (e.g., to identify allowances that you may be entitled to).

Throughout your employment with Vertiv, data that the law defines as "sensitive categories of personal data" will also be collected if necessary/required, including:

medical history (e.g., documentation acquired during your employment with Vertiv regarding disability, illness, pregnancy, or accident/injuries). (If applicable and allowed in your country, these data may be collected during internal medical appointments or annual health screenings.)
trade-union membership (union positions, requests for deduction for trade union quotas
political views (e.g., membership of trade unions, recruitment of offices trade unions, requests for deduction for trade union quotas)
sexual orientation
Financial Information

Data likely to disclose the existence of criminal convictions and ongoing criminal proceedings may also be processed, e.g., to comply with anti-mafia, money laundering, and counter-terrorism legislation.

Purposes of the processing

Your personal data will be processed for the following purposes:

(a) to manage your employment with Vertiv and the company’s internal organization, which includes ensuring your employment obligations are fulfilled

(b) to prepare your payroll and to fulfil administrative and accounting obligations connected to your employment with Vertiv

(c) to fulfil the obligations provided by law and regulations, including obligations to tax authorities, and concerning social contributions, public health, law and order, and public safety

(d) to assess aptitude and quality of work for human resources development programs, organizational effectiveness and planning and professional skills and career development that Vertiv may implement from time to time

(e) for all purposes related to your employment with Vertiv (including, but not limited to, disciplinary matters, verification of regular attendance and performance of work, compliance with Vertiv policies and procedures, protection of Vertiv’s property, and verification and prevention of illegal activities

(f) to protect Vertiv’s property, in accordance with Vertiv’s ethics and investigations policies and procedures

(g) to develop Vertiv’s business prior (before consumption), upon and/or following a merger and/or acquisition activity (including without limitation, any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, brands, affiliates, subsidiaries, or other assets).

The legal bases for processing personal data are:

for purposes (a), (b), and (d): to enter an employment contract with you, and perform it, or to take pre-contractual steps, at your request, before entering the contract (e.g., in the hiring process)
for purposes (c), fulfilling legal obligations (e.g., social security)
for purposes (e) and (f): we have legitimate reasons to verify the proper use of work tools and equipment
for purpose (g): we have legitimate reasons to process your personal information to develop Vertiv’s business prior (before consumption), upon and/or following a merger and/or acquisition activity

Vertiv will collect your consent (by signing/checking the consent form) to process your sensitive personal information (e.g., financial, medical history etc.).

Vertiv will collect your consent (by signing/checking the consent form) for the transfer of your sensitive personal information outside of the territory of India.

Nature of providing the requested data

Providing personal data concerning you and your family for the purposes under points a), b), c), d), e) and f) above is required. Refusal to provide the requested data or its inaccuracy may prevent commencing and/or continuing your employment relationship with Vertiv. Processing special categories of personal data does not require your consent if it is done to manage your employment with Vertiv, i.e., for the purposes indicated above.

Providing personal data for the purposes under g) and h) above is optional. Your refusal will, however, prevent your participation in optional welfare and training programs.

Methods and place of processing and place of storage of personal data

Your personal data will be processed in accordance with the principles of correctness, lawfulness, and transparency.

Rest assured that we maintain appropriate security, technical, and organizational measures that ensure a level of security appropriate to the risk of unauthorized access to, and accidental or unlawful destruction, loss, alteration, and unauthorized disclosure of, personal data transmitted, stored, or otherwise processed.

Your personal data will be processed manually or electronically, using automated tools that ensure the security and confidentiality of the data. For further information on the usage company tools and how to collect information, please refer to VP&P 900.03-PR.AT-02 – Attachment 1 – Electronic Tools Usage Baseline, which you are recommended to read.

Your processed data are stored at our registered office or at the office of any external providers we entrust to store personal data. If you wish to know the list of our external providers, please contact us.

We may maintain access to your e-mail account, Microsoft Teams, OneDrive, and other IT tools and/or applications, once the employment relationship is terminated, interrupted, or suspended, in compliance with the Acceptable Use Policy - Electronic Tools Usage Baseline [900.03-PR.AT-02_Acceptable Use Policy] and according to the retention period permitted by local laws. The access may be necessary to ensure business continuity, investigations, support litigation matters, as well as to prevent loss of information, developments, procedures, and third-party contact details, as such customers and suppliers.

We will process only personal data necessary for the above purposes. The people authorized to perform the data processing will immediately delete or make anonymous personal data unnecessary for the above purposes.

Data retention period

Your personal data will be kept by us for the entire term of your employment, as described in VP&P 050.20 – Vertiv Record Retention Policy (which is available on Vertiv’s intranet). As a general rule, your data will be retained for the entire duration of your employment with Vertiv and for 7 years thereafter.

Data dissemination, sharing and communication

Your personal data will be disseminated only to the extent necessary for Vertiv to fulfil the obligations provided by law or regulations and/or to fulfil its obligations arising from the employment relationship with Vertiv.

Your data may be processed by our employees authorized to the data processing the purposes set out above. Your data may also be processed by those authorized to maintain and develop Vertiv’s IT system, companies that provide computer and electronic or storage services, by other outsourcing service providers, by Vertiv's consultants, and by other companies within the group (including outside of India), for the same purposes, as data processors, for the time strictly necessary to perform such services.

Vertiv might sell or buy brands, stores, subsidiaries, or business units. Vertiv may share and/or transfer your Personal Information with a third-party in merger and/or acquisition activity (including without limitation, any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, brands, affiliates, subsidiaries, or other assets). Vertiv may share and/or transfer your Personal Information with a third-party prior (before consumption), upon or following a merger and/or acquisition activity.

Your data may also be shared with government agencies, insurance companies, banks, pension funds and welfare assistance funds, and labor consultants (including those from countries outside the EU), to fulfil specific legal, regulatory, and contractual obligations, among other purposes, and to professionals and law firms for auditing and due diligence activities. The above entities/individuals will act as autonomous data controllers or data processors.

The list of these individuals/entities is kept up-to-date and is available on request.

Right to access, update, correct, and supplement your data, to object to the processing, and to submit complaints

You have the right to obtain confirmation of the existence or non-existence of personal data relating to you.

You also have the right to be informed of the following:

the origin of the personal data
the purpose and methods of data processing
the logic applied to the data processed electronically
the identity of the data controller and the data processors
the identity of the individuals or categories of individuals to whom your personal data may be sent to or who may acquire your data as appointed representatives of our company in your country of residence or as individuals authorized to process your data

You also have the right to:

(a) have your data updated, corrected, and supplemented

(b) have the processing restricted to the scope of the consent you gave by accepting this notice

(d) require a declaration attesting that the people/companies we communicate or disseminate your data to have been notified and given full details of any of the operations under points (a) and (b) above having been carried out, unless this proves impossible or implies an effort that is clearly disproportionate to the right to be protected

(e) obtain, in a structured format commonly used and readable by electronic devices, the personal data you give us, and to have the data transmitted, directly or through Vertiv, to another data controller (known as data portability)

You also have the right to object, in whole or in part, to:

the processing, on legitimate grounds, of your personal data, including data relevant for the purposes they were collected
the processing of your personal data to carry out profiling, to send you advertising material and direct sales messages, and to conduct market or commercial communication surveys

By completing this webform (click here)

By email at: dataprotection@vertiv.com

By contacting Vertiv Data Protection Officer at: dataprotection@vertiv.com

By India mail at: No. C-20, Road No. 19, Wagle Industrial Estate, Thane – West, Maharashtra – 400 604, to the Legal Department.

Contact details of the Data Controller and Data Protection Officer

Vertiv Energy Private Limited acts as the Data Controller of your personal data, whose registered office is at No. C-20, Road No. 19, Wagle Industrial Estate, Thane – West, Maharashtra – 400 604. Please email dataprotection@vertiv.com, to contact us in this respect.

If you need more information on how to exercise your above rights, please contact the Data Protection Officer, at dataprotection@vertiv.com.

Video surveillance

For personnel security purposes and to protect company assets, Vertiv uses video surveillance at the testing areas, at the inspectors' office, the perimeter of the production site, the forecourts, and any other places where the following warning sign is exhibited:

The images recorded will not be used to remotely control workers' activities, including employees of companies working onsite under contracts. This is without prejudice to Vertiv’s right to use the images as evidence of a criminal offence reported to the authorities.

Vertiv may not keep recordings unless required for special needs associated with increased risks or for investigations. Accordingly, the images will be automatically erased when the recording space on the hard disk is full; images may be stored for a maximum of twenty-four hours.