Privacy Policy
Effective Date: [02/10/2026]
HRMS Payroll ("HRMS", "we", "us", or "our") is a Human Resource Management platform designed to help organizations manage employees, attendance, leave, salary and payroll-related activities.
This Privacy Policy explains how we collect, use, store, protect and manage information when you use the HRMS Payroll application and related services.
1. Information We Collect
Depending on the features enabled by your organization, HRMS may collect and process the following information:
• Account and login information such as name, email address, phone number and authentication information.
• Employee profile information such as employee ID, department, designation, employment details and reporting information.
• Attendance information including check-in, check-out, attendance records and working hours.
• Location information where location-based attendance or other organization-configured location features are enabled.
• Leave information including leave requests, leave balances, approvals and leave history.
• Salary and payroll-related information where payroll features are enabled.
• Employee documents and other information uploaded or maintained by the organization.
• Profile photographs and other images where applicable.
• Device and technical information required to operate, secure and troubleshoot the application.
• Notification-related information required to deliver application notifications.
The information collected depends on the features used and the configuration of your organization.
2. How We Use Information
We may use collected information to:
• Provide and operate HRMS services.
• Authenticate users and maintain user accounts.
• Manage employee profiles and organization information.
• Record and manage attendance and working hours.
• Process leave requests and approval workflows.
• Support salary and payroll-related functions.
• Provide organization-configured HR services.
• Send relevant application notifications.
• Provide customer and technical support.
• Maintain application security and prevent unauthorized access.
• Detect, investigate and prevent misuse or fraudulent activity.
• Improve reliability, performance and functionality of the application.
• Comply with applicable legal and regulatory requirements.
3. Location Information
Where enabled by the organization, HRMS may use device location information for attendance or other location-based HR features.
Location access is used only for the applicable functionality and permissions granted by the user and/or configured by the organization.
4. How Information Is Shared
HRMS does not sell users' personal information.
Information may be accessed by authorized organization administrators, managers or other authorized users where required for legitimate HR and organizational activities.
Information may also be processed by service providers that support hosting, storage, authentication, notifications, security, analytics or other technical services.
We require applicable service providers to handle information in accordance with appropriate security and privacy requirements.
5. Data Security
We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, misuse or destruction.
However, no internet-based system can guarantee absolute security.
6. Data Retention
We retain information for as long as necessary to provide HRMS services, maintain organizational records, fulfill contractual or legal obligations, resolve disputes, maintain security and comply with applicable requirements.
When information is no longer required, it may be deleted or anonymized in accordance with our applicable retention practices.
Certain information may need to be retained where required for legal, regulatory, payroll, tax, audit, security or other legitimate purposes.
7. Account and Data Deletion
Users may request deletion of their HRMS account and associated personal information through the account deletion process provided by HRMS.
Where an organization manages the user's HRMS account, the deletion request may be subject to the organization's applicable policies and verification procedures.
Upon an approved deletion request, applicable personal information will be deleted or anonymized, except information that must be retained for legitimate legal, regulatory, security, payroll, audit or other lawful purposes.
8. Children's Privacy
HRMS is intended for organizational and workforce management purposes and is not designed for children.
We do not knowingly collect personal information from children where such collection is prohibited by applicable law.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or data practices.
Any updated version will be made available through the applicable HRMS platform or website.
10. Contact Us
If you have questions about this Privacy Policy, personal information, account deletion or data handling, please contact us at:
Email: [support@hrms.com]
Company: [Virtual Height IT Services]
Application: HRMS Payroll