Privacy Policy – HRMS

1. Introduction

This Privacy Policy explains how we collect, use, and protect your information when you use our Human Resource Management System (“HRMS”). By accessing or using the system, you agree to the terms outlined in this policy.

2. Information We Collect

a. Personal Information

We may collect the following:

• Employee names, email addresses, phone numbers
• Job titles, departments, and employment details
• Payroll and compensation information
• Attendance and leave records

b. System & Usage Data

• Login credentials (encrypted)
• IP addresses and browser information
• Activity logs within the system

c. Uploaded Data

Any documents or data you upload (e.g., resumes, contracts, ID proofs).

3. How We Use Information

We use the collected data to:

• Manage employee records and HR operations
• Process payroll and attendance
• Improve system performance and user experience
• Provide customer support
• Ensure system security and prevent fraud

4. Data Ownership

• You (the client) retain full ownership of all employee and company data.
• We do not sell, rent, or trade your data to third parties.

5. Data Sharing

We only share data:

• With your authorization
• When required by law or legal process
• With trusted third-party services (if integrated), such as hosting providers or email services

6. Data Security

We implement industry-standard security measures, including:

• Secure authentication and encrypted passwords
• Protection against unauthorized access
• Regular system updates and monitoring

However, no system can be 100% secure, and users are responsible for maintaining their own security practices.

7. Data Retention

• Data is retained as long as your account is active.
• You may request deletion of your data at any time.
• Backup data may be retained for a limited period for recovery purposes.

8. User Responsibilities

You are responsible for:

• Maintaining confidentiality of login credentials
• Ensuring compliance with applicable data protection laws (e.g., GDPR or local regulations)
• Managing employee consent where required

9. Cookies & Tracking

The system may use cookies or similar technologies to:

• Maintain user sessions
• Enhance user experience
• Analyze system performance

10. Third-Party Services

Our HRMS may integrate with third-party tools (e.g., email, payment gateways, cloud hosting). We are not responsible for their privacy practices.

11. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access your data
• Correct inaccurate information
• Request deletion of your data
• Restrict or object to processing

12. Changes to This Policy

We may update this Privacy Policy from time to time. Continued use of the system means you accept any changes.

13. Contact Us

If you have questions regarding this Privacy Policy, contact us at:
Email: info@ragasoft.co.in
Company: Ragasoft Solutions Pvt Ltd