Privacy Policy

1. Introduction

Welcome to HRSoftwareHyderabad ("we," "us," or "our"). We operate the website hrsoftwarehyderabad.com and provide cloud-based HR and payroll software services to businesses in Hyderabad and across India.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, and what choices you have. It applies to all visitors, users, and customers who access our website or use our services.

By using our website or services, you agree to the practices described in this policy. If you do not agree, please do not use our website or services.

We comply with the Information Technology Act, 2000, the IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection (DPDP) Act, 2023.

2. Information We Collect

2.1 Information You Give Us

When you sign up for a demo, create an account, contact us, or use our services, you may provide:

• Contact details — name, email address, phone number, job title
• Company details — company name, size, industry, GSTIN
• Account credentials — username and password (encrypted)
• Payment information — billing address, invoice details (we do NOT store credit/debit card numbers directly)
• Employee data — data you upload for your workforce through our HR platform (names, salary details, PAN, Aadhaar, bank accounts, etc.)
• Support requests — messages, attachments, and call recordings when you contact our support team

2.2 Information We Collect Automatically

When you visit our website, we automatically collect:

• Device info — browser type, operating system, screen resolution
• Usage data — pages visited, time spent, click patterns, referral source
• IP address — used for security and approximate location
• Cookies & tracking pixels — see our Cookie Policy for full details

2.3 Information from Third Parties

We may receive information from:

• Google Analytics and advertising platforms
• Social media platforms when you use social login
• Our business partners and resellers
• Public databases for company verification

3. How We Use Your Information

We use the information we collect to:

4. Data Sharing & Third Parties

We do NOT sell your personal data. We only share data in these situations:

4.1 Service Providers

We work with trusted third-party vendors who help us run our business:

• Cloud hosting — AWS (Mumbai region) for data storage
• Payment processing — Razorpay for secure transactions
• Email delivery — for transactional and marketing emails
• Analytics — Google Analytics to understand website usage
• Customer support — helpdesk and ticketing tools

All service providers are contractually required to protect your data and may only use it for the specific services they provide to us.

4.2 Legal Requirements

We may disclose your information if required by:

• Indian law, regulation, or legal process
• A valid court order or government request
• Protection of our rights, property, or safety

4.3 Business Transfers

If HRSoftwareHyderabad is involved in a merger, acquisition, or sale of assets, your data may be transferred. We will notify you before your data becomes subject to a different privacy policy.

5. Data Storage & Security

We take data security seriously. Here is how we protect your information:

• Encryption — All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
• Server location — Data is stored on AWS servers in the Mumbai (ap-south-1) region
• Access controls — Role-based access, two-factor authentication for admin accounts
• Regular audits — Annual security audits and vulnerability assessments
• Backups — Automated daily backups with 90-day retention
• SOC 2 Type II — Our infrastructure follows SOC 2 compliance standards

While we use industry-standard measures to protect your data, no method of electronic storage is 100% secure. We cannot guarantee absolute security.

6. Cookies & Tracking

We use cookies and similar tracking technologies on our website. Cookies are small text files stored on your device that help us provide a better experience.

For complete details about the types of cookies we use and how to manage them, please read our Cookie Policy.

7. Your Rights

Under the DPDP Act 2023 and applicable Indian laws, you have the right to:

• Access — Request a copy of the personal data we hold about you
• Correction — Ask us to correct inaccurate or incomplete data
• Erasure — Request deletion of your personal data (subject to legal retention requirements)
• Withdraw consent — Opt out of marketing emails at any time using the unsubscribe link
• Data portability — Request your data in a machine-readable format
• Grievance redressal — File a complaint with our Grievance Officer
• Nominate — Nominate a person to exercise your rights in case of death or incapacity

To exercise any of these rights, email us at privacy@hrsoftwarehyderabad.com. We will respond within 30 days.

8. Data Retention

We keep your data only as long as needed:

• Active accounts — Data is retained while your account is active
• After cancellation — We retain basic records for 90 days, then delete. Backup copies are purged within 180 days
• Legal requirements — Tax and financial records are kept for 8 years as required by Indian law
• Marketing data — Removed within 30 days of unsubscribing
• Website analytics — Anonymized after 26 months

9. Children's Privacy

Our services are designed for businesses and are not intended for anyone under 18 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes:

• We will update the "Last Updated" date at the top of this page
• We will notify active users by email for major changes
• We will post a notice on our website

We recommend checking this page periodically for updates.

11. Contact Us

If you have questions about this Privacy Policy or want to exercise your rights, contact us: