Privacy Policy
1. Introduction
Welcome to EK-HRM (“we”, “our”, “us”, or the “Platform”). EK-HRM is a Human Resource Management System that enables organisations to manage employee information, attendance, leave, payroll, and related HR activities.
This Privacy Policy explains how personal information is collected, used, stored, shared, and protected when individuals and organisations use EK-HRM through its mobile applications and web platform.
EK-HRM supports multiple organisations. Depending on the circumstances, the organisation using the Platform and EK-HRM's operating entity may have different responsibilities for personal information. We will provide any notices and obtain any consent required by applicable law.
2. Information We Collect
Depending on the features enabled by your organisation, EK-HRM may process the following categories of information.
Account and identity information: Employee name and ID, email address, contact details, organisation and department, job title, reporting relationships, and account authentication information.
Employment information: Employee records, joining dates, employment status, attendance and working-hour records, leave requests, salary and payroll information, and other HR information entered by authorised users.
Attendance and location information: Location coordinates associated with an attendance event, check-in/check-out timestamps, attendance status, office-location verification results, and relevant correction or approval records.
Face verification information: EK-HRM may use a mobile device camera for live face verification. Depending on the actual implementation, this may involve live camera input, verification results, timestamps, photographs, video, facial templates, or other biometric information. Confirm exactly what is processed and stored before publishing this policy.
Device and technical information: Device type, operating system, app version, device-registration identifiers, login sessions, authentication events, IP address where collected, security logs, and diagnostic information.
Support information: Contact details, issue descriptions, relevant screenshots, and communications submitted to support.
3. How We Use Information
Depending on the services enabled, information may be used to:
- Create and manage user accounts.
- Authenticate users and protect account access.
- Maintain employee records.
- Record and verify attendance.
- Perform live face verification, where enabled.
- Verify attendance locations, where enabled.
- Manage leave applications and approvals.
- Support payroll and salary administration.
- Generate reports for authorised organisational users.
- Maintain registered-device restrictions.
- Investigate technical errors and security incidents.
- Respond to support requests and comply with legal obligations.
- Maintain, improve, and secure the Platform.
4. Live Face Verification
EK-HRM may offer live face verification to help organisations verify employee identity during attendance. Camera access should be requested when required for the relevant functionality.
Before this feature is used, the applicable disclosures should explain whether the camera feed is processed on-device or sent to a server; whether images or video are stored; whether facial templates or other biometric information are created; whether a third-party provider is involved; how long information is retained; and who can access the results.
Face-verification information will be handled according to the disclosed purposes, applicable permissions, and legal requirements. Do not publish this section until it accurately reflects your implementation.
5. Location Permissions
Location information may be used to verify that an employee's attendance event complies with the location rules configured by their organisation. The application should request only the location permissions needed for its functionality.
Describe the actual behaviour regarding foreground access, background access, and location retention in the app's permission disclosures. Employees should contact their organisation's administrator if they believe their attendance location has been recorded incorrectly.
6. How Information Is Shared
The employee's organisation: Authorised representatives may access employee records required for HR administration, attendance, leave, payroll, and other enabled functions. Access should depend on assigned roles and permissions.
Hosting and technology providers: EK-HRM may use third-party cloud hosting, database, authentication, email, backup, monitoring, or other technology providers. Identify the providers and explain their roles where appropriate.
Professional advisers and authorities: Information may be disclosed where necessary to comply with legal obligations, respond to lawful requests, protect rights, or address security incidents.
Business transfers: Information may be transferred as part of a merger, acquisition, restructuring, or sale of relevant business assets, subject to applicable law and appropriate safeguards.
7. Data Storage and Security
EK-HRM uses cloud hosting infrastructure to operate its services. The specific hosting providers, storage locations, and security arrangements depend on the deployed infrastructure. Replace this statement with the actual hosting and data-storage details before publication.
We use appropriate technical and organisational measures designed to protect information against unauthorised access, disclosure, alteration, loss, and destruction. Depending on the deployment, these measures may include access controls, authentication safeguards, encryption, backups, and security monitoring. No internet-based service can guarantee absolute security.
8. Data Retention
Personal information is retained for as long as reasonably necessary for the purposes for which it is processed, subject to applicable legal obligations and legitimate recordkeeping requirements.
Retention periods may differ for account information, attendance records, location-related attendance records, face-verification information, payroll and employment records, technical logs, and support requests. Establish and document actual retention and deletion periods before publishing this policy.
9. Your Rights and Requests
Subject to applicable law, individuals may have rights concerning their personal information, including requesting information about processing, correction of inaccurate information, erasure where applicable, withdrawal of consent where processing relies on consent, and submission of grievances or privacy complaints.
Some records may need to be retained to meet legal obligations or other lawful requirements. Requests may be submitted using the contact details in this policy. Where the employer controls the relevant employment records, we may coordinate with the organisation to handle the request appropriately.
10. Children's Information
EK-HRM is intended for organisational and employment-related use. Organisations should not provide children's personal information through the Platform unless the use is lawful and applicable requirements have been satisfied.
11. International Data Transfers
If personal information is transferred outside India, the transfer will be handled in accordance with applicable Indian law and relevant restrictions or requirements. Actual storage and processing locations depend on the hosting and service providers selected for the Platform.
12. Third-Party Services
The Platform may rely on third-party services for hosting, authentication, communications, analytics, or other functionality. We will identify relevant providers where appropriate and explain their role in processing information. Third-party services may have their own privacy terms.
13. Changes to This Policy
We may update this Privacy Policy when our services, technology, or legal obligations change. The revised version will include an updated date. Where required, we will provide notice or obtain consent before implementing changes that require it.
14. Contact Us
Product: EK-HRM
Operating Entity: Ekaagad Ventrues Pvt Ltd
Privacy Contact: +91 9993046356
Email: hrms@ekagaj.in