Privacy Policy

Info HRMS ("Info HRMS", "we", "us") provides a cloud-based Human Resource Management System for organisations. This Privacy Policy explains how we handle personal data when you use any part of the platform:

• Website: our marketing site, demo booking, free-trial and contact forms.
• Web application: the HR, admin and employee self-service portal.
• Mobile app: the Info HRMS app for Android and iOS (attendance, leave, payslips, notifications).

We only collect the data needed for the features your organisation uses. Depending on that setup, this can include:

Location data (mobile app)

• Your precise GPS location and approximate address only at the moment you check in or check out, to confirm you are at an approved office or work site.
• We do not track your location in the background, during your working hours or after you check out.

Face verification (biometric data)

• When face attendance is enabled, the app uses your camera to capture your face and run a liveness check on your device.
• We convert your face into a numerical template (a face descriptor) and store it securely to match future check-ins. The template cannot be used to recreate your photo.
• Face data is used only to verify your identity for attendance. It is never used for advertising or shared with other organisations.

Device and technical data

Device model, operating system and version, app version, a device identifier used to link your account to an approved device, push notification token, IP address, and whether the device is rooted or jailbroken (used to protect your account). We also keep server logs and audit trails of important actions.

Website visitors

When you book a demo, start a free trial or contact us, we collect your name, work email, phone number, company name, company size and your message.

The app only asks for a permission when you use a feature that needs it. You can change permissions at any time in your phone's settings. Some features will not work without them.

• To provide HR features such as employee records, attendance, leave, shifts, payroll, payslips, statutory reports (PF, ESIC, PT, TDS), recruitment and asset management.
• To verify attendance using location and face verification, and to prevent proxy or fraudulent check-ins.
• To send service messages, OTPs, approvals and reminders by email, SMS and push notification.
• To keep accounts secure, including MFA, device checks, fraud detection and audit logs.
• To provide customer support and fix technical issues.
• To improve the reliability and performance of the platform using aggregated, non-identifying usage data.
• To meet legal, tax and regulatory obligations.

We process personal data under the DPDP Act, 2023, the Information Technology Act, 2000 and the rules made under them. Processing is based on:

• Your consent, which your employer collects or the app requests, for example for face verification and location. You can withdraw consent at any time, though some features may then stop working.
• Legitimate employment purposes, such as attendance, salary payment and statutory compliance, as allowed by law.
• Legal obligations, such as tax, labour law and record-keeping requirements.

We share data only in these cases:

• With your employer: authorised HR staff, admins and managers see data according to the roles and permissions your organisation sets.
• With service providers who help us run the platform under confidentiality and data protection agreements: cloud hosting and storage (for example Amazon Web Services), push notifications (Google Firebase), email delivery (for example SendGrid or Brevo), SMS/OTP providers, and maps and address lookup services.
• For legal reasons: when required by law, court order or a government authority, or to protect the rights, safety and security of users and Info HRMS.
• Business transfers: if Info HRMS is merged or acquired, data may transfer under the same protections, and we will notify customers.

No system is completely secure. If a data breach affects your personal data, we will notify your employer and the relevant authorities as required by law.

• Employee data is kept for as long as your employer's Info HRMS account is active, or until your employer deletes it.
• Face templates are deleted when face attendance is disabled for you or when your employment record is removed.
• Check-in/check-out location records are kept as part of your attendance history for as long as your employer needs them.
• Payroll, tax and statutory records may be kept longer where Indian law requires it (for example under the Income Tax Act or labour laws).
• When a customer's subscription ends, their data is available for export for a limited period and then permanently deleted from our active systems, usually within 90 days.

Under the DPDP Act and other applicable laws, you have the right to:

• Get a summary of the personal data processed about you and how it is used.
• Correct inaccurate or incomplete data. Most profile details can be updated in the app or by HR.
• Ask for your data to be erased when it is no longer needed, unless the law requires us to keep it.
• Withdraw consent for optional features such as face verification or location-based attendance.
• Nominate another person to exercise your rights if you die or become incapacitated.
• Raise a grievance and, if you are not satisfied, escalate it to the Data Protection Board of India.

Because your employer controls your HR data, please send requests to your HR team first. You can also email us at support@infohrms.com and we will work with your employer to respond.

You can ask for your Info HRMS account and related personal data to be deleted at any time:

1. 1Ask your organisation's HR or admin to deactivate and delete your employee account, or
2. 2Email support@infohrms.com from your registered email with the subject "Account Deletion Request", including your name, employee ID and organisation name.
3. 3We will confirm your identity, coordinate with your employer and complete the request within 30 days.

Your data is stored on secure cloud servers. If data is processed outside India, we make sure it is protected to the standard required by Indian law, and we will not transfer data to any country restricted by the Government of India.

Our website and web app use essential cookies to keep you signed in, remember your preferences and protect against attacks. We may use basic analytics to understand how the website is used. You can block cookies in your browser settings, but parts of the web app may then stop working.

Info HRMS is a workplace tool for working adults. We do not knowingly collect data from anyone under 18. If you believe a child's data has been added, please contact us and we will delete it.

We may update this policy as our product or the law changes. If the changes are significant, we will notify your organisation and show a notice in the app before they take effect. The "Last updated" date at the top always shows the current version.

For privacy questions, data requests or complaints, contact our Grievance Officer. We acknowledge complaints within 48 hours and aim to resolve them within 30 days.