Privacy policy

1. What we collect

We collect three categories of personal data, all of which are required to operate the platform:

• Account data: name, work email, phone number, company name, and role of each tenant administrator.
• Employee data: uploaded by you (the tenant) — names, employee codes, contact details, salary structure, attendance, leave balances, and any payroll-relevant data your HR team enters.
• Usage data: IP address, browser, device, and timestamps of access. Used for security and product improvement.

2. Why we process it

• To provide the OfficHR service you have subscribed to.
• To meet statutory obligations under Indian labour and tax law (PF, ESI, TDS reporting).
• To respond to your support enquiries.
• For security incident response and audit.

We do not process your data for advertising, behavioural profiling, or training third-party AI models.

3. Sharing

Data is not sold to or shared with third parties. The only places it leaves OfficHR systems are:

• Statutory portals (EPFO, ESIC, TRACES) when you explicitly file a return.
• Your nominated payment gateway (Razorpay) for OfficHR subscription payments.
• Your nominated email provider for sending payslips and notifications, if you have configured one.

4. Where data lives

All tenant data is stored on infrastructure inside India. Encrypted backups are also stored within India. We do not transfer personal data outside India.

5. Your rights as a data principal

Under the DPDP Act 2023 you have the right to:

• Request access to your personal data we hold.
• Request correction of inaccurate data.
• Request erasure of data we are no longer required to retain.
• Withdraw consent at any time (with the consequence that we may not be able to continue providing the service).
• Nominate a representative to exercise your rights on your behalf.

To exercise any of these rights, email [email protected]. We respond within 30 days.

6. Retention

We retain account and usage data for the duration of your subscription plus 90 days. Statutory records (payroll filings, audit trail) are retained for 7 years to comply with the Income-Tax Act and EPFO requirements.

7. Cookies

We use essential cookies for session management and a privacy-respecting analytics cookie (Plausible) that does not track individuals across sites. No advertising cookies are set.

8. Grievance officer

Grievance officer: Mahip Gupta, reachable at [email protected]. Complaints are acknowledged within 48 hours and resolved within 30 days.

9. Changes

We may update this policy from time to time. Material changes will be communicated to tenant administrators by email at least 14 days before they take effect.