Hey there,

Are you collecting more employee data than you actually need?

With India’s Digital Personal Data Protection (DPDP) Act now in effect, HR and Background Verification (BGV) teams can no longer rely on legacy document-collection practices. Every resume, ID proof, and verification document must now have a clear purpose, defined retention period, and secure deletion plan.

This newsletter breaks down a practical, DPDP-compliant document collection checklist to help HR teams reduce risk, improve transparency, and stay compliant — without slowing down hiring.

🧩 DPDP Document Collection Checklist for HR & BGV Teams

🛡️ Why This Matters

Under DPDP, organizations are responsible for:

• Collecting only necessary personal data

• Using it only for stated purposes

• Storing it securely and temporarily

• Deleting it once the purpose ends

Non-compliance can mean penalties, reputational damage, and loss of candidate trust.

Step 1: Map Every Document You Collect Today

Map documents collected during:

• Hiring
• Onboarding
• Background verification

Most teams discover they collect far more than they actually use.

Template: Document Mapping Table

Step 2: Assign One Clear Purpose to Each Document

Under DPDP, one document must map to one purpose.

✔ Clear example:
“Address proof is collected only for address verification during hiring.”

✖ Avoid vague reasons such as:
“for HR use”

If you cannot clearly state the purpose → remove the document.

Step 3: Apply the Data Minimisation Test

Choose the least intrusive document available:

✔ PAN instead of Aadhaar
✔ One address proof instead of multiple
✔ Relevant degree certificate instead of full history

If two documents achieve the same purpose → collect only one.

Step 4: DPDP Document Collection Do’s & Don’ts (Critical)

Do’s for HR & BGV Teams

✔ Collect documents only for a clearly stated purpose
✔ Prefer PAN or alternative IDs over Aadhaar
✔ Limit BGV documents to the specific verification check
✔ Define retention and deletion timelines upfront
✔ Mask sensitive information wherever possible

Don’ts for HR & BGV Teams

✖ Do not collect documents “just in case”
✖ Do not store copies indefinitely
✖ Do not reuse BGV documents for unrelated purposes
✖ Do not assume vendors handle DPDP compliance
✖ Do not collect family or medical data without legal need

Step 5: Fix Your Background Verification Requests

For every BGV document request:

1. Does it match a specific verification check?

2. Is this document the minimum required?

3. Will copies be deleted once verification is complete?

If a document is not required for that check → do not ask for it.

Step 6: Define Clear Retention & Deletion Timelines

Examples:

✔ Rejected candidate data → delete within a defined window
✔ BGV documents → delete after verification completion
✔ Payroll records → retain only as legally required

✔ No purpose = No storage
✔ Automate deletion wherever possible

Step 7: Update Consent & Candidate Communication

When requesting documents:

• Explain why the document is required
• State how long it will be retained
• Provide a contact for data-related queries

✖ Avoid generic wording like “for HR purposes”.

Step 8: Fix Vendor & BGV Contracts

✔ Vendor compliance = your compliance

Include DPDP clauses covering:

1. Purpose limitation

2. Data minimisation

3. Retention and deletion obligations

4. Breach reporting

Step 9: Train HR & TA Teams

Teams must know:

✔ What documents they can request
✔ What to avoid
✔ How to answer DPDP-related questions

A trained recruiter becomes the first compliance shield.

Step 10: Run a Quarterly DPDP Self-Audit

Audit checklist:

✔ Documents collected
✔ Storage locations
✔ Retention timelines
✔ Vendor compliance

Small audits prevent large penalties.

📄 Ready-to-Use DPDP HR Templates

Save time and simplify compliance with our copy-paste-ready DPDP templates, designed specifically for HR and BGV teams.

👉 Download all 5 DPDP HR Templates: [DPDP_HR_Templates]

Use them to standardize document collection, consent, retention, and vendor compliance — all aligned with DPDP requirements.

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🔥 Why Launchpad?

• Pitch live at TSOW People Leaders Summit 2026

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• Work closely with HR leaders and operators from TSOW meetups across India

• Unlock potential funding & partnerships

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📅 Live Pitch Day: Jan 17, 2026 👉 Apply now:

Need a Hand with Background Checks?

DPDP means rethinking how you handle sensitive candidate data — especially in background verification.

Enter SpringVerify: a smart, secure platform that helps you run compliant, privacy-first BGVs without the headache. Clear consent? Check. Safe data sharing? Check. Vendor-friendly? Check.

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✅TSOW HR Meetup in Pune, Sunday, January 18

Join an inspiring group of HR leaders for a morning of meaningful conversations, practical insights, and new connections. Leave with actionable takeaways—and a digital badge to show you were part of it. Seats are limited—reserve yours today!

✅TSOW HR Meetup in Chennai, Saturday, January 31

Hang out with HR peers, swap insights, and leave inspired with actionable strategies. Oh, and there’s a digital badge for bragging rights! Limited seats—grab yours before they’re gone.

✅TSOW HR Meetup in Delhi, Saturday, February 7

Connect with an incredible community of HR professionals, exchange real-world insights, and walk away with renewed clarity and confidence and of course — your digital badge awaits! Seats are limited — save your spot now!

✅TSOW HR Meetup in Mumbai, Saturday, February 14

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As DPDP reshapes how organizations handle personal data, HR and BGV teams are on the front line of compliance. A thoughtful document-collection strategy doesn’t just reduce legal risk — it builds trust with candidates, strengthens employer brand, and creates cleaner, more efficient HR processes.

Start with what you collect. Question why you collect it. And delete what you no longer need.

Compliance isn’t a one-time fix — it’s an ongoing habit.

— Team TSOW