Hiring Policy
VEDHIN TECHNOLOGY RECRUITMENT & STAFF AUGMENTATION POLICY
Global Talent Acquisition Framework | Effective: May 2024
CHAPTER 1: GOVERNING PRINCIPLES
1.1 Ethical Recruitment Charter
Strict prohibition against bias based on: age, race, gender, religion, disability, sexual orientation, pregnancy, marital status, or genetic information.
Selection solely on job-relevant criteria: qualifications, experience, skills, and cultural alignment.
Clear communication regarding role expectations, compensation range, and selection criteria.
1.2 Legal Compliance Matrix: Vedhin adheres to employment laws across all jurisdictions:
- India: Sexual Harassment of Women at Workplace Act, 2013; Equal Remuneration Act, 1976
- USA: Title VII, ADA, ADEA, FCRA, EEOC Guidelines
- EU: GDPR, Racial Equality Directive, Employment Framework Directive
- UAE: Federal Decree-Law No. 33 of 2021, Anti-Discrimination Laws
CHAPTER 2: RECRUITMENT PROCESS ARCHITECTURE
2.1 Seven-Stage Recruitment Funnel
| Stage | Process | AI Usage | Human Touchpoint |
|---|---|---|---|
| 1 | Sourcing & Application | Job description optimization | Recruitment manager oversight |
| 2 | AI Screening | Resume parsing, skill matching | Quality assurance check |
| 3 | Human Validation | Bias detection algorithms | Recruiter review & shortlisting |
| 4 | Technical Assessment | Automated coding tests | Technical evaluator review |
| 5 | Client Interview | Interview scheduling automation | Client hiring team |
| 6 | Due Diligence | Document verification algorithms | Background check specialist |
| 7 | Onboarding | Digital document management | HR onboarding specialist |
2.2 AI Governance Protocol:
- Bias Audits: Quarterly statistical analysis of selection rates by demographic group
- Algorithmic Transparency: Right to explanation for AI-based rejections
- Human Override: Recruiters can override AI recommendations with documented justification
- Opt-Out Right: Candidates may request human-only processing via email to recruitment-ethics@vedhin.com
CHAPTER 3: DOCUMENT VERIFICATION PROTOCOL
3.1 Mandatory Document Checklist
- Passport (international roles)
- Aadhaar/PAN (India)
- Driver’s License (US/EU)
- Degree certificates (attested)
- Transcripts (where applicable)
- Professional certifications
- Work visa/permits
- Previous employment proofs
- Notice period documentation
3.2 Verification Methodology:
- Primary: Direct verification with issuing authorities
- Secondary: Third-party verification services (HireRight, First Advantage)
- Tertiary: Reference checks with previous employers
CHAPTER 4: BACKGROUND SCREENING FRAMEWORK
4.1 Tiered Screening Approach
| Screening Tier | Roles Applicable | Components | Consent Required |
|---|---|---|---|
| Tier 1: Basic | All positions | Identity, Education, Employment history | Written consent mandatory |
| Tier 2: Enhanced | Client-facing, financial roles | Criminal record, Credit check, Global sanctions | Separate specific consent |
| Tier 3: Comprehensive | Leadership, government projects | Social media screening, In-depth interviews, Psychometric testing | Explicit opt-in required |
4.2 Adverse Action Procedure (FCRA/GDPR Compliant):
- Preliminary adverse notice with copy of report
- 30-day period to dispute inaccuracies
- Re-investigation if dispute raised
- Final adverse action notice with rights summary
CHAPTER 5: INTERNATIONAL PLACEMENT COMPLIANCE
5.1 Jurisdiction-Specific Requirements
| Country | Visa Requirements | Tax Compliance | Local Labor Laws |
|---|---|---|---|
| USA | H-1B, L-1, TN, E-3 visas | W-9, 1099 forms, State tax registration | FLSA, State-specific regulations |
| EU/UK | Blue Card, Skilled Worker Visa | VAT registration, PAYE system | Working Time Directive, AWR (UK) |
| UAE | Employment visa, Labour card | VAT (5%), No income tax | MOHRE guidelines, Limited contract terms |
| Singapore | Employment Pass, S Pass | CPF contributions, GST | Employment Act, Fair Consideration Framework |
5.2 Liability Allocation: For staff augmentation:
- Vedhin’s Liability: Recruitment malpractice, misrepresentation, document fraud
- Client’s Liability: Workplace safety, day-to-day supervision, equipment provision
- Candidate’s Liability: Personal tax compliance, visa condition adherence
CHAPTER 6: FRAUD PREVENTION & BLACKLISTING
6.1 Fraud Classification System
- Forged educational degrees
- Fake work experience letters
- Identity theft/misrepresentation
- Action: Permanent blacklisting + legal reporting
- Exaggerated skills/experience
- Reference manipulation
- Document tampering
- Action: 5-year blacklisting
- Resume padding
- Minor date discrepancies
- Incomplete disclosure
- Action: 1-year suspension
6.2 Blacklisting Appeal Tribunal: Three-member committee including DPO, Head of HR, and external ethics advisor. Appeal must be filed within 14 days of blacklisting notice. Decision within 30 days.
CHAPTER 7: DATA RIGHTS & RETENTION
7.1 Candidate Data Lifecycle
| Data Status | Retention Period | Deletion Protocol | Backup Retention |
|---|---|---|---|
| Active Candidate | Application + 36 months | Automated after retention | 30 days in encrypted backup |
| Placed Candidate | 7 years post-engagement | Manual review then deletion | Annual archive |
| Rejected Candidate | 12 months | Automated monthly purge | Not retained |
| Blacklisted | Permanent (minimal data) | Only fraud evidence retained | Secure offline storage |
7.2 Right to Erasure Request: Submit to dpo@vedhin.com with subject “Erasure Request – [Your Name]”. Processing time: 15 business days. Note: Legal/contractual obligations may prevent immediate deletion.
CHAPTER 8: CONTACT & GOVERNANCE
Recruitment Ethics Committee
Email: recruitment-ethics@vedhin.com
Phone: +91-9620242450
Meets: Monthly, third Wednesday
Background Check Disputes
Email: background-check@vedhin.com
Response Time: 48 business hours
Escalation: To DPO if unresolved
International Placements
Email: global-mobility@vedhin.com
Hours: 24/7 for urgent visa matters
Languages: English, Hindi, Arabic, French
POLICY ACKNOWLEDGEMENT
By submitting application materials to Vedhin Technology, candidates acknowledge they have read, understood, and consent to this Recruitment Policy. This policy is incorporated by reference into all candidate agreements and client MSAs.
Version Control: This policy is reviewed biannually by Legal and HR departments. Previous versions archived for 7 years.
VEDHIN TECHNOLOGY TALENT ACQUISITION DEPARTMENT
Compliance Monitor: Monthly internal audits + Quarterly external reviews
Last Updated: May 2025 | Next Review: November 2026