Privacy

Privacy Policy

Last updated 24 May 2026

Plain English: We collect only the information your HR team needs to run payroll and people operations. We don’t sell your data, and we encrypt sensitive identifiers (PAN, Aadhaar, bank accounts) at rest. This is a draft policy; please have it reviewed by a qualified lawyer before launch.

1. Who we are

HRMS (“the Service”, “we”, “us”) is a multi-tenant human resources platform operated from India. Each customer organization (“Workspace Owner”) is the data fiduciary for the personal data of its employees stored in the Service. HRMS acts as a data processor on the Workspace Owner’s instructions.

2. What we collect

For each employee in a Workspace, the Workspace Owner may upload or generate:

Identity data: name, date of birth, gender, photograph, email, phone
Employment data: designation, department, salary, attendance, leave, performance reviews
Statutory identifiers: PAN, Aadhaar, UAN, ESI, bank account — encrypted at rest
System usage data: IP address, browser, login timestamps, audit-log events

3. How we use it

To provide the Service contracted by the Workspace Owner (payroll, attendance, leave, reviews)
To send transactional emails (password reset, notifications, payslips)
To detect abuse and secure the platform (rate-limiting, audit logs, anomaly detection)
To comply with Indian statutory obligations applicable to the Service operator

We do not use your data to train models, sell to advertisers, or share with third parties beyond what is described in section 5.

4. Legal basis (DPDPA 2023)

Under India’s Digital Personal Data Protection Act, 2023, the lawful grounds for processing personal data of Data Principals (employees) are:

Contract: processing is necessary to perform the employment relationship
Legitimate use: for payroll, statutory compliance and reasonable HR operations
Consent: where required, the Workspace Owner is responsible for obtaining it

5. Sub-processors

We rely on the following sub-processors to operate the Service:

DigitalOcean (Bangalore region) — hosting and object storage
Amazon Web Services (Mumbai) — transactional email (Amazon SES)
Sentry — error monitoring (no PII, only stack traces)

An up-to-date list is maintained in our Data Processing Addendum.

6. Security

All traffic is encrypted in transit (TLS 1.2+)
Statutory identifiers (PAN, Aadhaar, bank accounts) are encrypted at rest using Fernet (AES-128)
Database backups are encrypted and stored in object storage with private ACL
Access controls are tenant-isolated; rate-limiting protects against brute-force
An audit log records all sensitive operations (export, role grant, salary change)

7. Data retention

While a Workspace is active, employee data is retained for the duration of the employment relationship. After an employee is marked “exited”, salary, attendance and tax records are retained for the minimum period required by Indian labour law (typically 7 years). If a Workspace is cancelled, data is deleted within 90 days of cancellation unless statutory retention applies.

8. Your rights

If you are an employee whose data is processed by us on behalf of your employer, please direct rights requests (access, correction, erasure) to your employer’s HR or Privacy Officer in the first instance. They are the Data Fiduciary. We will support them in fulfilling your request within statutory timelines.

9. Children

The Service is not directed at children under 18 and we do not knowingly collect their data.

10. Cross-border transfers

All production data is stored on infrastructure located in India. Backups may be replicated within the Asia-Pacific region in line with disaster-recovery best practices.

11. Contact

For privacy enquiries, email privacy@yourbrand.com. Our Grievance Officer can be contacted at grievance@yourbrand.com.

12. Changes

We may update this policy. We will notify Workspace Owners by email at least 30 days before material changes take effect.