PeopleHRM PRIVACY POLICY
Radhe and Mahi Technologies Private Limited (hereinafter referred to as the RaMa Technologies) is committed to protecting the privacy of you, i.e. the User (hereinafter referred to as the User), who accesses its content, resources, tools for communication and other services through PeopleHRM (hereinafter referred to as the Service).
This Privacy Policy explains how we collect, use, store, share, disclose and safeguard your information when you use the Service. It should be read together with the PeopleHRM Terms of Service, of which it forms an integral part. By completing the registration process, downloading, installing or using the Service, you consent to the practices described in this Privacy Policy.
1. ACCEPTANCE OF THIS PRIVACY POLICY
BY COMPLETING THE REGISTRATION PROCESS, DOWNLOADING OR USING THE SERVICE, THE USER UNEQUIVOCABLY AGREES TO THE COLLECTION, USE AND DISCLOSURE OF INFORMATION AS DESCRIBED IN THIS PRIVACY POLICY, AS UPDATED FROM TIME TO TIME. If you do not agree with this Privacy Policy, please do not access or use the Service.
2. INFORMATION WE COLLECT
We collect information that you provide directly, information collected automatically through your use of the Service, and information made available to us by the Organization to which you belong. The categories of information we may collect include:
a. Personally Identifiable Information (PII) such as your name, email address, mobile number, employee identification details, designation, date of joining and other profile information required by the Service's registration form (collectively, the "Registration Information").
b. Human Resource and Payroll Information such as attendance and leave records, working hours, salary and payroll details, bank/payment particulars, statutory identifiers, payslips and related documents that are processed for the purpose of providing HR, attendance and payroll services on behalf of your Organization.
c. Attendance and Biometric-derived Data. Where your Organization enables attendance capture through biometric or similar devices, the Service may process attendance events (such as check-in and check-out times) generated by such integrations. Any biometric-derived data is processed only for attendance and payroll purposes on the instructions of your Organization.
d. Contacts. A registered User may choose to attach a selected contact file. The User does this explicitly by allowing contact access for the purpose of sharing contact details. For this, the App requires Contact Read Permission and the User is allowing it. We do not allow the unauthorized publishing or disclosure of people's non-public contacts.
e. Device Location. With your permission, the Service may access your device location, for example to support location-based or field attendance features. You may disable location access through your device settings at any time.
f. Camera and Files/Media. With your permission, the Service may access your camera and files/storage to allow you to capture and upload a profile photograph, documents or other content necessary to use certain features. The Service accesses these only when you actively use the relevant feature.
g. Automatically Collected Information such as device model, operating system, unique device identifiers, device token, IP address, log data and usage information generated while you interact with the Service, collected to operate, secure and improve the Service.
3. HOW WE USE YOUR INFORMATION
We use the information we collect for the following purposes:
a. To create and manage your account and to authenticate your access to the Service;
b. To provide the HR, attendance, leave and payroll functionality of the Service, including the generation and delivery of payslips and related documents;
c. To operate, maintain, secure, personalize and improve the Service and to develop new features;
d. To communicate with you, including sending service-related notices, updates, greetings, wishes and, where permitted, information about our products and services;
e. To respond to your queries, requests and support tickets;
f. To detect, prevent and address fraud, abuse, security incidents and technical issues; and
g. To comply with applicable legal obligations and to enforce our Terms of Service.
4. PERMISSIONS AND YOUR CONSENT
The Service requests access to certain device permissions (such as Contacts, Location, Camera and Files/Storage) only to enable specific features described in this Privacy Policy. These permissions are requested at the time you use the relevant feature and are used solely for the stated purpose. You may grant or revoke any permission at any time through your device settings; however, disabling a permission may limit or prevent the functioning of the related feature.
5. SHARING AND DISCLOSURE OF INFORMATION
We do not sell, rent or trade your personal or sensitive user data, and we do not expose such data to any third party for their independent commercial purposes. We may share information only in the following limited circumstances:
a. With your Organization. As the Service operates on behalf of your Organization, your Organization Administrator and authorized personnel may access the HR, attendance and payroll information relating to you within the Service;
b. With service providers. We may share information with trusted vendors and service providers who process data on our behalf (for example, hosting, communication or infrastructure providers) under obligations of confidentiality and only to the extent necessary to provide the Service;
c. For legal reasons. We may disclose information where required to do so by law, regulation, legal process or enforceable governmental request, or to protect the rights, property or safety of RaMa Technologies, our Users or the public; and
d. Business transfers. In connection with a merger, acquisition, reorganization or sale of all or substantially all of our assets, information may be transferred to the relevant successor entity, subject to this Privacy Policy.
6. DATA RETENTION
We retain your information for as long as your account remains active, as long as needed to provide the Service to your Organization, and thereafter for such period as is necessary to comply with our legal, accounting, statutory or reporting obligations, to resolve disputes and to enforce our agreements. When information is no longer required, we take reasonable steps to delete or anonymize it.
7. DATA SECURITY
We implement reasonable administrative, technical and physical safeguards designed to protect information against unauthorized access, alteration, disclosure or destruction. You are solely responsible for maintaining the confidentiality of your login credentials, and under no condition is RaMa Technologies liable for their loss, misuse or theft. You must notify your Organization Administrator, who must in turn notify us at HRMS@ramatechno.com, regarding any known or suspected unauthorized use of your account or any breach of security. While we strive to protect your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
8. YOUR RIGHTS AND CHOICES
Subject to applicable law, you may have the right to:
a. Access and review the personal information we hold about you;
b. Request correction of inaccurate, outdated or incomplete information;
c. Request deletion of your personal information, subject to our legal and contractual retention obligations;
d. Withdraw consent or revoke device permissions previously granted; and
e. Raise a grievance regarding the processing of your information.
As the Service is operated on behalf of your Organization, certain requests (particularly those relating to HR, attendance and payroll records) may need to be directed to, or actioned through, your Organization Administrator. You may exercise these rights, or raise any grievance, by writing to us at HRMS@ramatechno.com.
9. COOKIES AND SIMILAR TECHNOLOGIES
The Service may use cookies, device tokens, log files and similar technologies to authenticate Users, remember preferences, maintain sessions, provide security and understand usage so that we can improve the Service. In line with cyber-crime requirements, we may capture the device token of Users who post comments in order to keep a check on abusive or offensive conduct. You can manage cookies through your browser or device settings, though disabling them may affect certain features.
10. THIRD PARTY LINKS AND SERVICES
The Service may contain links to other websites, resources or services that are not operated by us. This Privacy Policy does not apply to such third-party services, and we are not responsible for their content or privacy practices. We encourage you to review the privacy policies of any third-party service you access, and to direct any concerns regarding an external link to your Organization Administrator or the operator of that site.
11. CHILDREN'S PRIVACY
The Service is intended for use by employees and members of an Organization and is not directed at children. We do not knowingly collect personal information from children in contravention of applicable law. If you believe that we have inadvertently collected such information, please contact us at HRMS@ramatechno.com so that we may take appropriate action.
12. CHANGES TO THIS PRIVACY POLICY
RaMa Technologies reserves the right to change, add or remove any part of this Privacy Policy at any time without prior notice, which shall become applicable immediately upon posting. The User is solely responsible for regularly reviewing this Privacy Policy including all changes or modifications. Continued use of the Service by the User shall constitute his/her acceptance of the amended Privacy Policy.
13. GOVERNING LAW AND JURISDICTION
This Privacy Policy shall be construed and enforced in accordance with the laws of India, including applicable data protection legislation. The User irrevocably agrees that the courts at Pune, India shall have exclusive jurisdiction to settle any dispute which may arise out of, under, or in connection with this Privacy Policy, and irrevocably submits all such disputes to the jurisdiction of the courts at Pune, India.
14. CONTACT US
If you have any questions, concerns, requests or grievances regarding this Privacy Policy or the handling of your information, please contact us at:
Radhe and Mahi Technologies Private Limited
Email: HRMS@ramatechno.com
All correspondence may also be sent to our registered address mentioned on our Contact Us page.