Privacy Policy

1. Introduction

We are HR Software Bangalore ("Company", "we", "us", "our"), operated by [Company Legal Name], located at No. 43, 10th Main, ISRO Layout, Prashanthi Nagar, Bengaluru, Karnataka — 560111, India.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website hrsoftwarebangalore.com and use our HR software platform and related services.

By accessing or using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please do not use our services.

2. Information We Collect

We collect several types of information depending on how you interact with our platform:

Personal Information

• Full name, work email address, and phone number
• Company name, designation, and number of employees
• Billing address and payment details (processed securely via Razorpay)

Account Data

• Login credentials (passwords are hashed and never stored in plain text)
• Account preferences, settings, and configuration
• Communication history with our support team

Employee Data (processed on behalf of clients)

• Salary information, pay grades, and compensation details
• Attendance records, leave balances, and shift data
• Tax declarations, investment proofs, and Form 12B submissions
• PF (Provident Fund) and ESI (Employee State Insurance) numbers
• Bank account details for salary disbursement
• Aadhaar and PAN numbers (where required for compliance)

Usage Data

• IP address, browser type, and operating system
• Pages visited, features used, and time spent on the platform
• Error logs and crash reports to improve platform stability
• Referring URLs and search terms used to find our website

Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance your experience. See our Cookies section for full details.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing our services: Delivering and maintaining our HR software platform, including payroll processing, attendance tracking, and compliance automation
• Statutory compliance: Processing payroll deductions (PT, PF, ESI, LWF) and generating statutory reports on behalf of our clients
• Account management: Creating and managing your account, authenticating logins, and providing customer support
• Communication: Sending product updates, feature announcements, invoices, and service-related notifications. You may opt out of marketing emails at any time
• Improving our platform: Analysing usage patterns to improve features, fix bugs, and enhance user experience
• Security: Detecting and preventing fraud, unauthorised access, and other illegal activities
• Legal compliance: Meeting our obligations under Indian law, including the Information Technology Act 2000, Income Tax Act, and applicable labour laws

We will not use your personal data for purposes incompatible with those described above without your explicit consent.

4. Data Processing for HR Services

When our clients use our platform to manage their employees, HR Software Bangalore acts as a data processor and our clients act as data controllers under applicable data protection law.

• We process employee data (salary, attendance, compliance) strictly as instructed by our clients and for the purposes they specify
• We do not sell, rent, or share employee payroll data with any third party for commercial purposes
• Employee data is used exclusively for delivering the services contracted by the client organisation
• We follow the principle of data minimisation — we only collect and process data that is strictly necessary for the service
• Clients are responsible for obtaining appropriate consent from their employees for data processing
• We will assist clients in responding to data subject requests from their employees

5. Data Storage and Security

We take the security of your data seriously and have implemented industry-standard technical and organisational measures:

• Data residency: All data is stored on encrypted servers in India (AWS Mumbai Region — ap-south-1), ensuring compliance with Indian data localisation requirements
• ISO 27001:2022 certified: Our information security management system is independently audited and certified
• Encryption in transit: All data transmitted to and from our platform uses 256-bit SSL/TLS encryption
• Encryption at rest: Sensitive data fields are encrypted at the database level using AES-256
• Access controls: Role-based access control (RBAC) ensures employees and clients only access data they are authorised to see
• Security audits: We conduct regular internal security audits and annual third-party penetration testing
• Backup & recovery: Automated daily backups with point-in-time recovery capability
• Uptime: 99.9% uptime SLA backed by multi-availability-zone infrastructure
• Incident response: We maintain a documented data breach response procedure and will notify affected parties within 72 hours of discovery

Despite our best efforts, no method of transmission over the internet or electronic storage is 100% secure. We encourage you to use strong, unique passwords and enable two-factor authentication on your account.

6. Data Retention

We retain your data only for as long as necessary to fulfil the purposes described in this policy, or as required by law:

• Active account data: Retained for the full duration of your service agreement with us
• Post-termination: Upon account closure or contract termination, your data is retained for 90 days to allow for data export, after which it is permanently and securely deleted
• Financial and compliance records: Payroll records, tax filings, and statutory compliance data are retained for 8 years as required under Indian income tax law (Section 44AA of the Income Tax Act)
• Website analytics: Aggregated, anonymised usage data may be retained indefinitely for product improvement
• Marketing data: Retained until you unsubscribe, or for 3 years of inactivity, whichever comes first

To request early deletion of your data, email us at hello@hrsoftwarebangalore.com. Note that certain data may be retained where required by law even after a deletion request.

7. Your Rights

You have the following rights with respect to your personal data:

• Right to access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete personal data
• Right to erasure: Request deletion of your personal data (subject to legal retention requirements)
• Right to data portability: Receive your personal data in a structured, machine-readable format
• Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting lawfulness of prior processing
• Right to object: Object to processing of your personal data for direct marketing or other legitimate interest purposes
• Right to restrict processing: Request that we restrict processing while a dispute is being resolved

8. Cookies

We use cookies and similar tracking technologies to operate and improve our website and platform. Here is how we categorise them:

• Essential cookies: Required for the website to function correctly (e.g., session management, login state, security tokens). These cannot be disabled.
• Analytics cookies: Google Analytics 4 cookies that help us understand how visitors use our website — pages visited, time on site, and user journey. Data is anonymised and aggregated.
• Preference cookies: Remember your settings and preferences (e.g., language, cookie consent choices).
• Marketing cookies: Used only with your explicit consent to show relevant advertisements on third-party platforms. Not set by default.

You can manage or disable cookies through your browser settings at any time. Disabling essential cookies may affect the functionality of our platform.

9. Third-Party Services

We use a limited set of trusted third-party services to operate our platform. Each has their own privacy practices:

• Google Analytics: Website usage analytics. Data is processed in accordance with Google's Privacy Policy.
• Razorpay: Payment processing for subscriptions and billing. Razorpay is PCI-DSS compliant. We never store your full card details on our servers.
• Amazon Web Services (AWS): Cloud infrastructure and data hosting in Mumbai (ap-south-1 region). AWS is ISO 27001 and SOC 2 certified.
• Transactional Email Service: Used for system-generated emails (invoices, alerts, onboarding).

We do not sell your personal data to any third party. We only share data with third parties where necessary to provide our services, and under strict data processing agreements.

10. Children's Privacy

Our services are intended for use by businesses and professionals. They are not directed at individuals under the age of 18.

We do not knowingly collect personal data from minors. If you believe that a child under 18 has provided personal information to us, please contact us immediately at hello@hrsoftwarebangalore.com and we will take steps to delete such information promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons.

When we make changes, we will:

• Update the "Last updated" date at the top of this page
• Notify registered users by email for material changes that affect how we use their data
• Display a prominent notice on our website for significant changes

Your continued use of our services after any changes to this policy constitutes your acceptance of the updated policy. We encourage you to review this page periodically.

Previous versions of this policy are available on request by emailing hello@hrsoftwarebangalore.com.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please reach out to us:

If you are not satisfied with our response, you have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.