Privacy policy

Draft for review. This text has not yet been checked by a lawyer.

Ekansha HRMS is an online HR and payroll service run by Ekansha Technologies ("we"). Companies ("customers") use it to manage their own employees. This policy explains what personal data the service and this website hold, and how it is protected.

Who decides about employee data

Each customer decides what it stores about its employees and why. For that data the customer is the data fiduciary, and we process it on the customer's behalf only to run the service. Employees with questions about their records should first contact their employer's HR team.

What the service holds

• Account data: the name, work email, mobile number and password (stored only as a one-way hash) of each user.
• Employee records the customer enters: for example job details, attendance punches, leave, salary and payslips, bank details and identity document numbers. Bank, PF and ID numbers are encrypted.
• Billing data: the customer's company name, address, GSTIN, invoices and payment references.
• Technical data: sign-in times, IP addresses and error logs, used to keep the service secure and working.

What this website collects

• Sign-up form: your company name and code, your name, work email, mobile number and password. They create your company's account.
• Demo and contact forms: your name, email, phone, company, team size, preferred call time and message, with your IP address and browser. We use them only to answer you and keep them as a sales or support record.
• No tracking: this website sets no cookies and uses no analytics or advertising tools. If a robot check is shown on a form, it is provided by Cloudflare Turnstile, which receives technical data from your browser to tell people from bots.

How data is kept apart and protected

Every customer's records carry its company number, and the service only ever shows a signed-in user the records of their own company. Uploaded files are kept in a separate folder per company. Connections use HTTPS, passwords are hashed, sign-in attempts are limited, and generated files are served only through short-lived signed links. More on the security page.

Sharing

We do not sell personal data. We share it only with service providers that host, email or take payments for us, under contract, or when the law requires it.

How long we keep it

We keep a customer's data while its account is open. A customer's Super Admin can download all of its data at any time from Company settings. After an account is closed we delete the data within 90 days, except invoices and records we must keep by law.

Your rights

Under the Digital Personal Data Protection Act, 2023 you may ask for a summary of your data, its correction or its erasure, and you may raise a grievance. Employees should ask their employer first; customers, website visitors and other users can write to us.

Contact

Grievance officer, Ekansha Technologies, 1039, DDA LIG, New Kondli, Mayur Vihar Phase 3, Delhi 110096, India. Email: [email protected].