Privacy Policy

Two kinds of data

Customer account data is information about the organisations that subscribe and the HR administrators who use the console: names, work emails, designations, billing details and usage logs.

Employee data is information our customers load into the platform about their employees: employee codes, contact numbers, leave balances, attendance, payslips, letters, tickets and conversations. For employee data, the employer is the data fiduciary and we act as a processor on its instructions.

What we collect

• Details submitted through our signup and contact forms on this website.
• HR records synced from the customer's HRMS or payroll system, or uploaded by HR.
• Questions and messages employees send on WhatsApp, Microsoft Teams, the mobile app, web and email.
• Policies, handbooks and letter templates uploaded to the Policy Library.
• Technical logs such as IP address, device type and access times, kept for security.

How the AI assistant uses data

• It answers each employee only from that employee's own records and the policies HR has marked live.
• It never discloses one employee's data to another person, including managers.
• It does not reply to, summarise or analyse Private Line conversations, which are handled only by named HR people.
• Customer and employee data is never used to train public or shared AI models.

Sensitive matters

Messages about harassment, health, grievances or disciplinary issues are routed to the Private Line. Access is limited to the assigned HR partner and anyone they explicitly add, and every access is logged. These conversations are excluded from analytics, except as anonymous counts.

Security

• Encryption in transit (TLS 1.2 and above) and at rest (AES-256).
• Identity checks by OTP or single sign-on before personal data is shown on any channel.
• Role-based access for HR users, with audit logs for every view and change.
• Data hosted in India by default, with regular backups and access reviews.

Sharing

We do not sell personal data. We share data only with sub-processors needed to run the service, such as cloud hosting, messaging channel providers and email delivery, under written data protection terms, or when required by law.

Retention and deletion

Employee data is kept for as long as the customer's subscription is active, or shorter if the customer sets a retention period. When a subscription ends, data is returned on request and deleted within 30 days, except where the law requires us to keep it longer.

Your rights

Under the Digital Personal Data Protection Act, 2023 and other applicable laws, you may ask to access, correct or erase your personal data, or withdraw consent. Employees should first contact their employer's HR team, as the employer controls their records. Customers and website visitors can write to us through the Contact Team page.

Cookies

This website uses only the cookies needed to run forms securely, such as the session used by our quick check. We do not use advertising cookies.

Changes

If we change this policy in a way that affects how employee data is used, we will notify customer administrators by email before the change takes effect.