Master Privacy Policy
Comprehensive disclosure of how personal and corporate employee data is processed, stored, and safeguarded across our Human Resource Management System (HRMS).
LEGAL NOTICE & CUSTOMIZATION ADVISORY
This policy contains baseline provisions tailored for a B2B Human Resource Management System (HRMS) handling payroll, biometric attendance, tax, and employee records under India's Digital Personal Data Protection Act, 2023 (DPDPA) and global privacy frameworks (including GDPR). Bracketed values such as [COMPANY_NAME], [PRIVACY_EMAIL], and statutory grievance officer details must be verified by qualified legal counsel prior to commercial execution.
Welcome to omniHR ("we", "us", "our", or the "Service"), operated by omniHR Technologies Private Limited (CIN/Reg: U72900KA2026PTC189234), having its registered office at Innovation HQ, Global Enterprise Hub, Bangalore, Karnataka, India. We provide an enterprise-grade cloud Human Resource Management System (HRMS) and workforce operations platform available via https://omnihr.internal.
This Privacy Policy governs the manner in which omniHR collects, utilizes, retains, discloses, and protects information gathered from:
- Corporate Customers ("Tenants" / "Employers"): Companies, business organizations, and startups that license our SaaS platform.
- Authorized End-Users ("Employees" / "Workers"): Current, former, and prospective employees, contractors, and administrators whose data is processed within an Employer's workspace.
- Website Visitors: Individuals who browse our public-facing marketing pages, documentation, or submit demonstration requests.
To maintain transparency and comply with global privacy frameworks including India's Digital Personal Data Protection Act, 2023 ("DPDPA") and the European Union's General Data Protection Regulation ("GDPR"), our role depends strictly on how data enters the platform:
Your Employer decides what employee data is collected, how long it is maintained, and why it is processed (e.g. payroll disbursement, attendance verification, performance grading, or tax withholding). Your Employer is solely responsible for obtaining requisite consents, issuing employment privacy notices, and establishing legitimate business grounds under applicable labor and privacy laws.
omniHR processes employee personal records strictly on behalf of and in accordance with the documented instructions of the Employer (governed by our binding Data Processing Agreement). We do not sell, rent, commercialize, or use employee personal data for independent advertising purposes.
Note for Individual Employees: If you have inquiries regarding the personal data submitted to the HRMS by your employer, or if you wish to exercise your rights of erasure or correction, please contact your organization's Human Resources department directly. omniHR will forward any direct employee inquiries to your employer's designated HR administrator.
Depending on the modules enabled by the Employer (e.g., Core HR, Payroll, AI Attendance, Leave Management, IT Service Management), our platform processes the following categories of personal data:
| Category | Data Elements Processed | HRMS Operational Context |
|---|---|---|
| Identity & Contact Data | Full name, personal & work email addresses, mobile number, emergency contact details, permanent and current residential addresses, date of birth, gender. | Employee onboarding, corporate directory, emergency contact routing. |
| Employment & Organizational | Employee ID, designation/job title, department, reporting manager, date of joining, employment contract terms, work schedule, probation status, exit date. | Org chart hierarchy, role-based access control (RBAC), tenure calculation. |
| Attendance & Time Tracking | Clock-in/out timestamps, shift logs, overtime records, break times, geofencing GPS coordinates (if mobile clock-in is enabled by employer), and one-way biometric face feature vectors/hashes (if AI Face Attendance is activated). | Work hours calculation, shift scheduling, payroll calculation input. Raw photos are converted to irreversible mathematical vectors. |
| Leave & Time-Off | Leave balances, vacation applications, sick leave dates, supporting medical certificates/prescriptions (if uploaded by employee), parental leave records. | Leave balance deduction, manager approvals, statutory leave compliance. |
| Compensation, Payroll & Banking | Base salary, hourly rates, allowances, bonuses, incentive data, payslips, bank account numbers, IFSC codes, SWIFT codes, bank branch names. | Direct salary disbursement, payroll generation, financial audit reconciliation. |
| Statutory Tax & Government IDs | Permanent Account Number (PAN), Tax Deducted at Source (TDS) brackets, Provident Fund (PF / UAN) identifiers, Employee State Insurance (ESIC) numbers, [Aadhaar placeholder: masked/hashed where legally authorized], Social Security/National Insurance numbers for overseas tenants. | Mandatory statutory tax filings, Form 16 generation, labor law reporting. |
| Performance & Internal Records | Performance appraisals, OKRs/KPI ratings, 1-on-1 meeting notes, promotion history, disciplinary notices, resignation letters. | Appraisal cycles, employee career progression, succession planning. |
| Technical, Device & Security Data | IP addresses, browser user-agent, operating system, WebAuthn/FIDO2 hardware credential IDs, session IDs, MFA tokens, login timestamps, and immutable audit logs. | Tenant isolation, dual-role RBAC enforcement, brute force detection, fraud mitigation. |
We collect personal data through the following operational touchpoints:
- Direct Input by Employers: Human Resources administrators upload employee records via CSV/Excel bulk imports, manual profile creation, or API integrations with corporate directories (e.g., Google Workspace, Microsoft Entra ID).
- Direct Input by Employees: When workers complete self-onboarding forms, update contact details, submit leave requests, punch in for shifts, upload expense receipts, or submit tax investment declarations.
- Automated Telemetry & Device Sensors: When users log into our web portal or mobile applications, our infrastructure automatically records network telemetry (IP addresses, device fingerprints, TLS ciphers) and geofencing coordinates (strictly during active punch-in events, subject to device permission).
- Enterprise Identity Providers (IdP): When authentication is routed through enterprise Single Sign-On (SSO) using SAML 2.0 or OIDC.
We process personal data only when an established legal ground exists under applicable privacy laws:
1. Performance of Contract & Employment Purposes
Processing is necessary to fulfill our SaaS agreement with the Employer and enable the Employer to execute employment agreements with its staff (e.g., computing monthly salaries, generating payslips, tracking working hours, and managing contractual leave quotas).
2. Compliance with Statutory & Legal Obligations
Processing required by labor laws, the Income Tax Act, 1961, the Employees' Provident Funds and Miscellaneous Provisions Act, 1952, the Payment of Gratuity Act, and local corporate record retention mandates.
3. Legitimate Interests
Maintaining platform cybersecurity, preventing unauthorized access across corporate tenant boundaries, debugging software crashes, and auditing payroll calculation integrity.
4. Explicit Consent (Where Applicable)
Where optional biometric face attendance or high-precision geolocation tracking is deployed, the Employer is contractually obligated under our DPA to collect prior, informed, and unambiguous consent from the respective worker.
omniHR implements rigorous technical, organizational, and physical safeguards designed to protect sensitive HRMS records against accidental destruction, unauthorized disclosure, or cyber intrusion:
- Data Encryption at Rest: All sensitive database columns, tax records, payroll compensation figures, and stored documents are encrypted using AES-256 GCM encryption.
- Data Encryption in Transit: All network traffic across public networks is enforced via TLS 1.3 with HTTP Strict Transport Security (HSTS) and perfect forward secrecy.
- Multi-Tenant Logical Isolation: Strict tenant row-level security and schema isolation guarantee that data belonging to one Employer cannot be queried or leaked to another tenant.
- Dual-Role RBAC: Granular access controls ensure IT administrators cannot view confidential employee salary numbers, and HR staff cannot modify database configurations.
- Immutable Audit Trails: Every read, mutation, or export of payroll or employee identity data generates a tamper-evident audit record capturing timestamp, actor ID, and IP address.
For technical details, review our full Security & Technical Safeguards Overview.
We retain employee personal data only for as long as instructed by the Employer or required to fulfill statutory compliance obligations:
- Active Subscription Period: Data remains accessible to the Employer throughout the term of the master SaaS subscription agreement.
- Post-Termination Grace Period: Following subscription expiration or termination, the Employer is provided [30 to 60 days] to export all employee records, after which customer tenant data is placed in a deletion queue.
- Cryptographic Erasure: Following the grace period, all database records, file uploads, and associated encryption keys are cryptographically shredded from live systems and overwritten across backup media within [90 days].
Refer to our dedicated Data Retention & Deletion Policy for schedule specifics.
We do not sell, rent, or trade employee personal information. We share personal data only with vetted third-party subprocessors who assist in delivering our cloud service under strict confidentiality and data protection agreements:
- Cloud Infrastructure Providers: Hosting our multi-region container clusters and encrypted relational databases (e.g., [CLOUD_HOSTING_PROVIDER]).
- Transactional Communications: Relaying password reset emails, punch-clock notifications, and OTP SMS verification codes (e.g., [EMAIL_PROVIDER], [SMS_GATEWAY]).
- Diagnostic & Monitoring Tools: Pseudonymized telemetry for application crash analytics and API uptime monitoring.
View our real-time, public Authorized Subprocessors Directory along with our 30-day prior notification policy.
Our primary data centers are provisioned in [INDIA / REGION_NAME] to satisfy local data residency requirements. Where personal data is transferred across international boundaries for redundancy, customer support, or subprocessor execution:
- European Economic Area (EEA) Transfers: We execute the European Commission's Standard Contractual Clauses (SCCs) (Module 2: Controller-to-Processor and Module 3: Processor-to-Processor) along with transfer impact assessments.
- India DPDPA Compliance: Transfers are conducted in accordance with Section 16 of the Digital Personal Data Protection Act, 2023, ensuring data is not routed to restricted blacklisted territories.
Depending on your location and whether you are an authorized worker or a prospective customer, you possess enforceable privacy rights:
Request a summary of personal data processed, identities of third parties with whom data was shared, and processing purposes.
Rectify inaccurate bank coordinates, outdated residential addresses, or misspelled identity credentials.
Request erasure of personal records once the employment purpose is fulfilled, subject to statutory tax and payroll retention mandates.
Under Section 14 of India's DPDPA, nominate another individual to exercise privacy rights in the event of death or incapacity.
How to Exercise Rights: Employees should submit access or erasure requests directly to their company HR administrator. HR administrators can export or erase records directly from the omniHR compliance portal or contact our DPO at privacy@omnihr.internal.
omniHR is strictly an enterprise B2B SaaS platform designed for corporate employers and adult workforce members. We do not knowingly solicit or collect personal information from individuals under the age of 18 years (or the minimum legal employment age in the respective jurisdiction). If an employer submits child beneficiary details for health insurance coverage, the employer warrants that it has secured explicit parental or guardian consent.
In the event of a confirmed personal data breach affecting customer employee records:
- Customer Notification: We will notify affected Employer administrators without undue delay (and in any event within [24 to 48 hours] of confirmation).
- Breach Telemetry: Notifications will detail the categories of personal data affected, estimated number of records, likely consequences, and remediation actions deployed.
- Regulatory Reporting: We will provide full technical assistance to enable Employers to fulfill reporting mandates to the Data Protection Board of India or relevant regional supervisory bodies.
We may update this Privacy Policy periodically to reflect technological evolutions, product feature expansions, or amendments to statutory data protection regulations. When material modifications occur, we will update the "Effective Date" at the top of this document and notify tenant administrators via in-app dashboard banner or direct email notice at least [30 days] prior to enforcement.
For questions regarding this Privacy Policy, your rights under India's Digital Personal Data Protection Act, 2023, or GDPR, you may contact our compliance team directly at privacy@omnihr.internal or submit a formal inquiry via our Privacy & Grievance Contact Portal.