Privacy Policy
Canvas Future Data Privacy Statement
Canvas Future attaches great importance to your right to privacy and the protection of your personal data. We want you to feel secure that when you deal with Canvas Future, your personal data are in good hands.
Canvas Future protects your personal data in accordance with applicable Indian laws and our data privacy policies. In addition, Canvas Future maintains the appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage thereto.
The following sections provide further details as to how Canvas Future processes your personal data:
- Which categories of personal data do we collect and how do we process such personal data?
- For which purposes and on which legal basis do we use your personal data?
- Will we share your personal data with third parties?
- What about sensitive personal data?
- What about data security?
- Where will your personal data be processed?
- How long will your personal data be retained by us?
- Which rights do you have with respect to the processing of your personal data?
1. Which categories of personal data do we collect and how do we process such personal data?
We collect personal data of our employees, potential employees, clients and their current/former/prospective employees/directors, suppliers, business contacts, shareholders, and website users. If the data we collect are not listed in this privacy statement, we will give individuals (when required by law) appropriate notice of which other data will be collected and how they will be used.
The personal data we collect include categories of data referred to in the sections
“How do we use personal data when you visit Canvas Future’s website?”,
“How do we use cookies (and other tracking technologies)?”,
“How do we use personal data when you visit our offices?” and
“How do we use personal data for marketing purposes?”,
as well as any other categories of personal data referred to in this privacy statement
or in other statements you have received.
Below is also a chart describing the categories of personal data we collect:
Category of personal information | Types of personal information captured by category |
Personal details, contact details, and identifiers. | Name, pronoun, all types of identifiers and contact details (such as e-mail, phone numbers, physical address) and occasionally, when necessary for specific purposes, gender, date of birth, age, place of birth. |
Commercial information. | History and records of the products and services you have obtained from Canvas Future. Correspondence between you and us when it is sent to a dedicated mailbox or via other electronic communication means. |
Marketing and research information | Identifiers (IP address, online identifiers, e-mail/mobile number for direct marketing, name, address), Demographic data, Browser/web history data and preferences, Social media content, Analytics and profiles, Voice-enabled services. |
Sensitive personal data and biometric information. | Health/medical information (including disability status/access requirements and dietary requirements/allergies) or biometric information (e.g., fingerprint authentication), when permitted by local law or with your consent. |
Audiovisual materials, including transcriptions. | Photograph, and images/footage captured/recorded on CCTV or other audio, video and related security/monitoring systems or captured during events/sessions (including recording of virtual or live workshops or similar events/sessions), voice search functionality, and/or audio video recording and transcription during meetings. |
Position and professional or employment-related information. | Description of current position, job title, employer, location, and Canvas Future contact(s). |
System and application access data and Internet and electronic network activity information. | Information required to access Canvas Future’s systems (e.g., System ID, LAN ID, e-mail account, system passwords, access logs, activity logs, electronic content produced using Canvas Future systems). |
Cyber threat intelligence information | Profiles about cyber threat actors and potential evidence of cyber threat activities that may include personal data. |
Cookies and geolocation data | As described in the Cookies policy, we may collect geolocation data in some circumstances. |
Canvas Future alumni related information | Information provided when registering as an alumnus/alumna or updating your profile (name, email, postal address, current occupation, industry, education, personal/business interests), correspondence, data posted on the Alumni Site, responses to online surveys, details on (former) compensation and payroll, details on (former) position, birth year, and personal information already in our systems (e.g., former Enterprise ID). |
In addition, for recruitment/employment purposes:
Category of personal information | Types of personal information captured by category |
Additional personal details, contact details and identifiers/demographics. | National identification number, Aadhaar number (if permissible), social security number, insurance information, marital status, dependents, emergency contact information, military history, professional/personal calendar availability. |
Education information and professional or employment-related information. | Information about your education and employment history. |
Sensitive personal data for recruitment purposes or for providing assessment/HR consultancy services. | Health/medical information (including disability status), trade union membership, religion, race or ethnicity, minority flag, and information on criminal convictions and offences (collected for specific, legally compliant purposes like disability accommodation, background checks, and diversity-related reporting). |
Documentation required under immigration/local laws. | Data on citizenship, passport data, and details of residency or work permit (physical and/or electronic copy). |
Financial information for payroll/benefits purposes | Your banking and other relevant financial details. |
Talent management information. | Information for background check completion, performance decisions/outcomes, feedback, e-learning/training programs, performance/development reviews, driver’s license/car ownership, and biography content. |
Recruitment information (Submitted, Generated, Received from third parties) | Information submitted in résumés/CVs, letters, writing samples, or other written materials (including photographs), information generated by interviewers/recruiters, and information provided by third-party placement firms, recruiters, or clients. |
Assessment information | Information generated by your participation in psychological, technical or behavioral assessments. |
Except for certain information that is required by law or by Canvas Future policies (including management of an employment relationship), your decision to provide any personal data to us is voluntary. You will not be subject to adverse consequences if you do not wish to provide us with your personal data. However, please note that if you do not provide certain information, we may not be able to accomplish some or all of the purposes outlined in this privacy statement, and you may not be able to use certain tools and systems which require the use of such personal data.
If you provide us with personal data of another person, you are responsible for ensuring that such person is made aware of the information contained in this privacy statement and has given you his/her consent for sharing the information with Canvas Future.
The above-mentioned categories of personal data have been obtained either directly from you or indirectly from certain third parties (e.g., our affiliates, public authorities, public websites and social media, suppliers, clients, and vendors).
2. For which purposes and on which legal basis do we use your personal data?
Canvas Future uses your personal data only where required for specific purposes. We rely on the following legal bases for processing personal data:
Purpose | Legal basis |
Managing our contractual and/or employment relationship with you. | Necessary for the performance of a contract to which you are a party. |
Recruitment. | Justified on the basis of our legitimate interests for ensuring that we recruit the appropriate employees. |
Facilitating communication with you (including AI-powered support, emergency communication, and providing requested information). | Justified on the basis of our legitimate interests for ensuring proper communication and emergency handling within the organization. |
Operating and managing our business operations including or being part of the provision of our services to our clients and their employees/contractors and their customers (e.g., surveys/assessments, data analytics, Marketing research). | Justified on the basis of our legitimate interests for ensuring the proper functioning of our business operations. |
Complying with legal requirements. | Necessary for the compliance with a legal obligation to which we are subject (e.g., under Indian law). |
Monitoring your use of our systems (including our website, apps, and tools). | Justified on the basis of our legitimate interests of avoiding non-compliance and protecting our reputation. |
Social listening (Identifying and assessing what is being said about Canvas Future and our clients on social media – only publicly accessible content). | Justified on the basis of our legitimate interest of protecting our assets and our brand on social media. |
Research and analytics, including profiling, associated to cyber threat intelligence. | Justified on the basis of our own and our clients´ legitimate interest of protecting the security infrastructure and business continuity. |
Improving the security and functioning of our website, networks and information. | Justified on the basis of our legitimate interests for ensuring an excellent user experience and the security of our networks and information. |
Undertaking data analytics (including use of AI, e.g., machine learning) to describe, predict and improve business performance and/or provide a better user experience. | Justified on the basis of our legitimate interests for ensuring the proper functioning of our business operations. |
Marketing our products and services to you (unless you objected against such processing). | Justified on the basis of our legitimate interests for ensuring that we can conduct and increase our business. |
Audio, video and transcription captured during live/recorded events and meetings (including online publication for marketing purposes). | Based on your informed consent obtained prior to the event. |
For Specific Recruitment/Employment Purposes:
Purpose | Legal basis |
Assess your suitability for employment for the role for which you are applying, as well as future roles. | Justified on the basis of Canvas Future’s legitimate interests of ensuring that it recruits the appropriate employees. |
Manage your application. | Justified on the basis of Canvas Future’s legitimate interests of ensuring that it recruits the appropriate employees. |
Facilitate communication with you. | Justified on the basis of Canvas Future’s legitimate interests of ensuring proper communication. |
Perform administrative functions (e.g. reimburse you for interview-related expenses). | Justified on the basis of Canvas Future’s legitimate interests of ensuring that it recruits the appropriate employees. |
Perform data analytics on our applicant pool. | Justified on the basis of Canvas Future’s legitimate interests of continually improving its recruitment processes. |
Record your online interview for review by additional recruiters and hiring managers (in some cases). | Justified on the basis of Canvas Future’s legitimate interests of ensuring that it recruits the appropriate employees. |
Register you in a database to receive future mailings about Canvas Future positions and events if you register on our Careers website. | Justified on the basis of Canvas Future’s legitimate interests of ensuring that it recruits the appropriate employees. |
Administration of employee benefits | Justified on the basis of Canvas Future’s legitimate interests of ensuring that our employees receive the applicable benefits. |
Perform any legally-required reporting and respond to legal process. | Compliance with a legal obligation. |
We will process your personal information for the purposes mentioned above based on your prior consent, to the extent such consent is mandatory under applicable laws.
We will not use your personal information for purposes that are incompatible with the purposes of which you have been informed, unless it is required or authorized by law, or it is in your own vital interest (e.g. in case of a medical emergency) to do so.
3. Will we share your personal data with third parties?
We may transfer personal data to our service providers and professional advisors, public and governmental authorities, Canvas Future companies/affiliates or third parties in connection with Canvas Future’s operation of its business, including any (potential) corporate or commercial transaction and including clients if the data has been processed to provide client services. Such third parties may be located in other countries.
Before we do so, we shall take the necessary steps to ensure that your personal data will be given adequate protection as required by relevant data privacy laws and Canvas Future’s internal policies.
Examples of disclosure:
- We share your information with third-party service providers that provide services to us, including billing, payment processing, customer service, email deployment, advertising and marketing, security and performance monitoring, data hosting, auditing, and data processing.
- To protect and defend the legal rights, safety, and security of Canvas Future, our affiliates, users, or the public, including to protect against fraud and malicious activity.
- In connection with a substantial corporate transaction, such as a merger, consolidation, asset sale, or in the unlikely event of a bankruptcy.
Any transfers of your personal data outside of India will take place in accordance with the appropriate international data transfer mechanisms and standards and be subject to adequate safeguards.
4. What about sensitive personal data?
We do not generally seek to collect sensitive personal data as defined under Indian law (which typically includes financial information, passwords, health data, biometric data, genetic data, sexual orientation, etc.) through this site or otherwise. In the limited cases where we do seek to collect such data, we will do this in accordance with data privacy law requirements and/or ask for your explicit consent.
5. What about data security?
We maintain organizational, physical and technical security arrangements for all the personal data we hold. We have protocols, controls and relevant policies, procedures and guidance to maintain these arrangements taking into account the risks associated with the categories of personal data and the processing we undertake.
We adopt market-leading security measures to protect your personal data. This includes:
- Maintaining certifications (such as ISO27001) which demonstrate adherence to high information security standards.
- Having a global Client Data Protection (“CDP”) program in place governing the stewardship of client information and systems entrusted to us.
- Regular penetration testing performed by a third-party provider to verify the strength of our technical defenses.
6. Where will your personal data be processed?
As a global organization with offices and operations throughout the world, personal data we collect may be transferred or be accessible internationally throughout Canvas Future’s global business and between its entities and affiliates.
Any such transfers throughout Canvas Future’s global business take place in accordance with the applicable data privacy laws and in accordance with our Binding Corporate Rules (“BCR”). Our BCR reflect high data privacy standards and mean that all our group entities which have signed up to our BCR have to comply with the same internal rules, ensuring your rights remain the same no matter where your data are processed by Canvas Future.
7. How long will your personal data be retained by us?
We will retain your personal data only for as long as is necessary. We maintain specific records management and retention policies and procedures, so that personal data are deleted after a reasonable time according to the following retention criteria:
- We retain your data as long as we have an ongoing relationship with you (e.g., if you have an account with us).
- We will only keep the data while your account is active or for as long as needed to provide services to you.
- We retain your data for as long as needed in order to comply with our global legal and contractual obligations.
8. Which rights do you have with respect to the processing of your personal data?
You are entitled (in the circumstances and under the conditions, and subject to the exceptions, set out in applicable law) to:
- Request access to the personal data we process about you.
- Request a rectification of your personal data if it is inaccurate or incomplete.
- Object to the processing of your personal data.
- Request the erasure of your personal data, including where such personal data would no longer be necessary to achieve the purposes.
- Request the restriction of the processing of your personal data.
- Request portability of your personal data (receive a copy or request transmission to another data controller).
- Withdraw consent at any time (where processing is based on consent), without affecting the lawfulness of processing before the withdrawal.
If, despite our commitment and efforts, you believe that your data privacy rights have been violated, we encourage you to contact Canvas Future first. You also have the right to register a complaint directly with the relevant supervisory authority in India.
9. Contact us
Please contact us if:
- You have a general question about how Canvas Future protects your personal data.
- You wish to exercise your rights in relation to your personal data.
- You would like a copy of the full version of our BCR.
- You wish to make a complaint about Canvas Future’s use of your data.
You can also contact Canvas Future as data controller of your personal data via our Data Privacy Officer (preferably electronically) or via letter, clearly marked for the attention of the Data Privacy Officer, on the following address:
Canvas Future
Data Privacy Officer
11, Global Tech Park, O Shaughnessy Rd, Langford Town, Langford Gardens, Bengaluru, Karnataka 560025, India
Bengaluru, Karnataka, India.
Appendix: Specific Uses of Personal Data
How do we use personal data when you visit Canvas Future’s website?
We collect personal data at our websites in two ways: (1) directly (e.g., when you provide personal data to sign up for a newsletter or register to comment on a forum website); and (2) indirectly (e.g., through our website’s technology).
We may collect and process:
- Personal data you provide by filling in forms (e.g., for registration, subscription, requesting information).
- A record of correspondence if you contact us.
- Responses to optional surveys we use for research purposes.
- Any postings, comments or other content you upload or post.
- Technical information about your computer or mobile device, including IP address, operating system, device type, and browser type, for system administration and statistics.
- Details of your visits, pages viewed, and resources accessed (see Cookies section).
Our websites may include links to and programs of third parties (partners, advertisers, affiliates). We do not accept any responsibility or liability for such third parties’ sites or programs; please check their terms of use and privacy statements. We use the collected personal data to provide you with information you request, process online job applications, and improve our website’s effectiveness.
How do we use cookies (and other tracking technologies)?
We analyze your IP and browser information to determine what is most effective about our website, to help us identify ways to improve it and, eventually, to determine how we can tailor our website to make it a more positive and relevant user experience. Please see our Cookies policy for more details, including information about your choices with respect to cookies.
How do we use personal data when you visit our offices?
When you visit our offices, we process your personal data in accordance with this privacy statement. Specific information regarding the use of visitor data and potential use of CCTV in our offices is provided in the reception area.
How do we use personal data for marketing purposes?
We collect and use data primarily relating to individual employees of our clients and other companies with which we have an existing business relationship. We may also obtain contact information from public sources to make an initial contact.
- Targeted E-mails: We send commercial e-mail in accordance with applicable marketing laws. Our targeted e-mail messages may include technologies (web beacons, cookies) to track open rates and link clicks.
- Push Notifications: If you use our mobile applications, you may receive optional push notifications with your consent.
- CRM Databases: We use CRM databases to manage and track our marketing efforts, including business information like contact data, publicly available information, and responses to targeted e-mail/website activity.
- Combining and Analyzing: We may combine data from publicly available sources and from our different e-mail, website, and personal interactions to better assess your experience and perform other activities.
- Sharing: We may share your personal data with marketing agencies.
- Your Rights: You can exercise your right to prevent marketing communications by utilizing opt-out mechanisms in e-mails or checking boxes on forms.
How do we use personal data when using AI in our communications?
We may use AI supportive capabilities when exchanging email and chats, during calls and meetings, and other communication channels to create suggested replies, summaries, recaps, insights, translation, and interpretation.
- The processing for proper communication (including translation) is based on our legitimate interest.
- We will only record or transcribe audio and video (and similar speech to text technology) based on your consent, regardless of the use of AI supporting technology.
- Your personal data will not be used to develop, train, enhance or refine AI solutions, unless we specifically inform you or apply relevant anonymization technics.
- We will make it fully transparent to you whenever you are interacting with an automated system (e.g., chat bot).