Privacy Policy

1. What We Collect

Information you provide

• Name, work email, phone number, company name when you register or book a demo
• Messages submitted via contact forms
• Payment and billing details (processed via secure third-party gateways — we do not store card numbers)

Information collected automatically

• IP address, browser type, device type, and operating system
• Pages visited, time on site, and referral source
• Cookies and UTM tracking parameters (see Section 6)

Employee data from our customers

When businesses use our HR platform, they upload employee data (names, salaries, attendance, etc.). We process this data on behalf of our customers only — we never use it for any other purpose.

2. How We Use It

We use your information only to:

• Provide and manage your account and subscription
• Process demo requests and follow up with you
• Send product updates and service notifications
• Provide customer support
• Detect and prevent fraud or security threats
• Comply with applicable Indian law
• Send marketing emails — only with your consent, with an easy opt-out

3. Who We Share It With

We do not sell or rent your data. We share it only in these situations:

• Service providers — hosting, payment gateways, email delivery, and analytics tools (bound by strict data agreements)
• Within our group — factoHR Bangalore is part of factoHR; data may be shared within our group solely to deliver services
• Legal requirements — if required by law, court order, or government authority
• Business transfers — in the event of a merger or acquisition, with prior notice to affected users

4. Data Security

We take security seriously. Our measures include:

• ISO 27001:2022 certified information security management
• SOC 2 Type II audited controls for security and availability
• SSL/TLS 256-bit encryption for all data in transit
• Encryption of sensitive data at rest
• Role-based access controls — only authorised personnel can access data
• Regular penetration testing and vulnerability assessments

If you notice any security issue with your account, contact us at [email protected] immediately.

5. Data Retention

• Active accounts: Data is kept for the duration of your subscription
• After termination: Data is held for 15 days (recoverable), then permanently deleted within 30 days
• Legal obligations: Some data may be kept longer if required by law
• Prospective customers: Contact details kept for up to 2 years if you enquired but did not subscribe

You may request deletion at any time by emailing [email protected].

6. Cookies

We use the following types of cookies:

• Essential cookies — required for the site to function (cannot be disabled)
• Analytics cookies — track visits and behaviour to improve our website (can be disabled)
• Marketing cookies — track campaign performance (can be disabled)
• UTM cookies — short-lived (1-day) cookies for internal marketing source tracking

You can manage or disable non-essential cookies through your browser settings at any time.

7. Your Rights & Contact

Your Rights

You have the right to:

• Access — request a copy of the data we hold about you
• Correct — ask us to fix inaccurate data
• Delete — request deletion of your personal data
• Opt out — unsubscribe from marketing emails at any time
• Portability — request your data in a portable format

We will respond to requests within 30 days.

Changes to This Policy

We may update this policy from time to time. Material changes will be notified via email. Continued use of the platform after the update constitutes acceptance.

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