KAYA HRMS - Privacy Policy

1. Introduction

Welcome to KAYA HRMS (“we”, “our”, “us”). We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard the information you provide while using our KAYA HRMS mobile and web applications (collectively referred to as the “Platform”). By using our services, you agree to this Privacy Policy.

2. Information We Collect

We may collect the following information when you use KAYA HRMS:

• Personal Information: Name, email address, phone number, company name, employee code, designation, department, login credentials.
• Employment & Attendance Data: Punch-in/out time, location, leave details, shift data, performance records.
• Device & Technical Data: Operating system, IP address, app usage logs, device type.
• Documents: Identity proof, address proof, employment-related documents uploaded by employee/admin.

3. How We Use the Information

• Provide HR, payroll & attendance services.
• Manage authentication & authorization.
• Enable communication within the organization.
• System improvements & troubleshooting.
• Legal compliance when necessary.

We do not sell or rent user data to any third party.

4. Data Sharing

• Authorized company administrators.
• Trusted service providers under confidentiality.
• Government/legal authorities when required.

5. Data Security

We use strong security measures to protect personal information. However, no system is 100% secure from risks.

6. Data Retention

Your data is retained while your account is active or required for service. After deactivation, data is deleted or anonymized within a reasonable period.

7. Your Rights

• Access, correct, or update your personal data.
• Request deletion of data (if permitted).
• Withdraw consent for location/photo tracking.

Contact: privacy@kayahrms.com (or your organization admin)

8. Third-Party Services

Third-party services like Google Maps or Firebase follow their respective privacy policies.

9. Children’s Privacy

KAYA HRMS is not meant for users below 18 years of age.

10. Updates to This Policy

Changes may be posted on the app or website periodically.