Privacy Policy
This Policy explains how HRMS Software in India collects, uses, shares, retains, and protects personal data across our website and HRMS platform, in line with the Digital Personal Data Protection Act, 2023 and other applicable Indian laws.
1. Introduction
HRMS Software in India ("we", "our", or "us") is a cloud Human Resource Management System and payroll platform built for Indian businesses. This Privacy Policy explains how we collect, use, share, retain, and protect personal data when you visit hrmssoftwareinindia.com, request a demo, sign up for a free trial, or use our HRMS, payroll, attendance, leave, and compliance services.
This Policy is aligned with the Digital Personal Data Protection Act, 2023 (DPDP Act), the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and other applicable Indian laws governing personal data, employee data, and statutory HR records.
By using our website or services, you confirm that you have read this Policy and understand how your personal data is processed.
2. Data We Collect
We collect data you provide directly when you fill out a demo request, contact form, free-trial sign-up, or any HR-related enquiry. This typically includes name, work email, phone number, company name, employee count, designation, location, and the nature of your enquiry.
When you become a customer or your employer enrols you on our HRMS, we process employee data on behalf of the employer. This may include identification data such as PAN, Aadhaar reference, UAN, ESIC IP number, photograph, bank account details, address, date of birth, dependents, salary structure, attendance, leave balances, performance ratings, expense claims, and statutory documents such as Form 16 and PF contributions.
We also collect technical data automatically when you browse the website, including IP address, browser type, device type, operating system, time zone, page views, referrer, session duration, and cookies as detailed in section 5.
3. How We Use Personal Data
We use personal data to deliver, support, and improve the HRMS, payroll, attendance, leave, performance, recruitment, expense, onboarding, and self-service modules of our platform, and to respond to your demo requests, sales enquiries, and customer support tickets.
For employees added to the platform by their employer, we use personal data to run payroll, calculate statutory deductions for EPF, ESI, Professional Tax, Labour Welfare Fund, TDS, and Gratuity, generate payslips, file statutory returns, manage leave and attendance, and maintain accurate employee records as required under Indian labour and tax laws.
We may also use de-identified, aggregated data to analyse usage patterns, improve product features, train internal models for HR automation, and produce non-personal statistics that help Indian businesses understand HR and payroll trends.
4. Lawful Basis And Consent
When we process personal data of website visitors and prospects, our lawful basis is your consent provided through the relevant form, supported by our legitimate business interest in responding to enquiries and operating our website.
When we process employee data on the HRMS as a Data Processor on behalf of an employer, the lawful basis is the employment relationship between the data principal (employee) and the data fiduciary (employer), supported by statutory obligations under Indian payroll, tax, and labour laws.
Where required by law, we collect explicit consent before processing personal data and provide a clear option to withdraw consent without affecting the lawfulness of processing carried out before the withdrawal.
6. Data Sharing And Sub-Processors
We do not sell your personal data. We share personal data only with vetted sub-processors that help us deliver, operate, and support the platform, including cloud hosting, email and communication providers, payment gateways for subscription billing, customer support tools, analytics, and CRM platforms.
Each sub-processor is bound by a written agreement requiring confidentiality, purpose limitation, security obligations, and compliance with applicable Indian and global data protection laws.
We may also disclose personal data when required by law, court order, regulatory authority, statutory audit, or to protect our legal rights, prevent fraud, or respond to a credible threat to safety or security.
7. Data Retention
We retain personal data only as long as needed to fulfil the purposes for which it was collected, satisfy statutory recordkeeping obligations under Indian labour and tax laws, resolve disputes, and enforce agreements.
Employee payroll, attendance, leave, expense, and statutory records are typically retained for the longer of seven years or any longer period mandated by Indian payroll, EPF, ESI, Income Tax, or labour law audit requirements.
When personal data is no longer required, we delete or irreversibly anonymise it through secure deletion procedures.
8. Your Rights As A Data Principal
Subject to the DPDP Act, 2023 and other applicable laws, you have the right to access the personal data we process about you, request correction of inaccurate data, request erasure of personal data that is no longer required, withdraw consent previously given, and nominate another individual to exercise your rights in case of incapacity.
For employees added to the HRMS by an employer, requests under your rights should typically be raised first with your employer (the data fiduciary). Where we act as the data fiduciary, you can write to our Grievance Officer (section 12) to exercise your rights.
We will acknowledge valid requests promptly and respond within the timelines required by law, after verifying your identity to prevent unauthorised disclosure.
9. Children And Minor Data
Our website and HRMS are not directed at children below the age of eighteen. We do not knowingly collect personal data of minors through the website.
If we become aware that a minor has shared personal data without verifiable parental consent, we will take steps to delete that data promptly.
10. Security
We follow industry-standard security practices including encryption in transit using TLS, encryption at rest for sensitive data, role-based access control, multi-factor authentication for admin access, audit trails for sensitive HR actions, regular vulnerability assessments, and incident response plans.
Despite our safeguards, no internet transmission or storage system can guarantee absolute security. In the unlikely event of a personal data breach that is likely to result in significant harm, we will notify the affected data principals and the Data Protection Board of India in accordance with the DPDP Act timelines.
11. Data Residency And International Transfers
Personal data processed through the HRMS is hosted on cloud infrastructure located in India. We maintain India as the primary data residency for customer and employee data wherever feasible.
In limited cases such as global support tools or content delivery networks, personal data may be processed by sub-processors outside India. Where this happens, we ensure that contractual safeguards are in place and that the transfers comply with the DPDP Act and other applicable Indian laws.
12. Grievance Officer
In line with the Information Technology Act, 2000 and the DPDP Act, 2023, you can raise any concern, complaint, or rights request with our Grievance Officer.
Grievance Officer Name: [To be filled by HRMS Software in India administrator]. Email: hello@hrmssoftwareinindia.com. Postal address: [Registered office address to be added].
We will acknowledge valid grievances within the timelines required by Indian law and provide a substantive response after verification.
13. Changes To This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, technology, legal requirements, or regulatory guidance from the Data Protection Board of India.
When we make material changes, we will update the "Last reviewed" date at the top of this page and, where appropriate, notify you through the website or email.
14. Contact
If you have any questions about this Privacy Policy or how we handle your personal data, write to us at hello@hrmssoftwareinindia.com or use the contact form at hrmssoftwareinindia.com/contact-us/.