Privacy Policy

1. Our two roles

When we decide why data is used - for example when you send us an enquiry or create an account to administer your company’s workspace - we are the Data Fiduciary for that data.

When our customers store their employees’ data in HRDesk24, the customer (your employer) decides why and how that data is used and is the Data Fiduciary. We process it on the customer’s behalf, only to provide the service, as a Data Processor. If you are an employee and have a question about your data, please contact your employer first; we will support them in responding.

2. What we collect

Website enquiries

When you book a demo or contact us: your name, work email, phone number, company name, approximate team size and your message.

Account and security data

For people who sign in: name, email, role and sign-in records. Every sign-in includes a short challenge, and to protect accounts from password-guessing we record the IP address of failed sign-in attempts and may temporarily lock an account.

Data our customers store in HRDesk24

Depending on how a customer uses the platform, this can include:

• identity and contact details - name, email, phone, address, date of birth, gender, emergency contact;
• government identifiers - PAN, Aadhaar and UAN;
• bank details for salary payment - account number, IFSC, bank and branch;
• employment and payroll data - salary structure, payslips, PF, ESI, Professional Tax and TDS details, and income-tax declarations;
• attendance and leave records - punch times, work location type (office or home) where the employer requires it, and leave history;
• assets issued to the employee;
• for contractors who e-sign invoices - the signature image, and the IP address and browser details at the time of signing.

3. How we use it

• to provide, maintain and support the HRDesk24 service;
• to keep accounts and the platform secure;
• to respond to enquiries and demo requests;
• to meet our legal obligations.

We do not sell personal data, and we do not use our customers’ employee data for advertising or to build profiles.

4. Cookies

We use a single essential cookie to keep you signed in. We do not use analytics or advertising cookies on hrdesk24.com. Our network and security provider may set strictly necessary cookies to protect the site from abuse.

5. Who we share it with

• Service providers who host and protect the platform - cloud hosting and database infrastructure, and a content delivery and security network - bound to use the data only to provide their service to us;
• authorities, where the law requires it;
• a successor, if our business is merged or transferred, subject to this policy.

6. Where it is stored

HRDesk24 data is hosted on cloud infrastructure located in Singapore. Transfers outside India are made as permitted under the DPDP Act and the rules made under it.

7. How we protect it

• all traffic is encrypted in transit (HTTPS);
• each company’s data is kept separate, and access within a company is limited by role;
• passwords are stored only as one-way hashes, and sessions are cryptographically signed;
• every sign-in requires a challenge, and repeated failures trigger rate limiting and account lockout.

No system is perfectly secure, but we work to protect data and will notify affected parties of a personal data breach as the law requires.

8. How long we keep it

Enquiry data is kept for as long as needed to respond and follow up. Customer data is kept for the duration of the subscription and then deleted or returned as set out in the customer’s agreement, except where we must keep records longer to meet legal obligations.

9. Your rights

Under the DPDP Act you may ask to:

• access a summary of the personal data processed about you;
• correct, complete or update it;
• erase it, where it is no longer needed and the law allows;
• nominate someone to exercise your rights in case of death or incapacity;
• have a grievance addressed.

For data your employer stores in HRDesk24, send the request to your employer; for data we hold as a Data Fiduciary, contact us below.

10. Grievances and contact

Questions, requests or grievances: [email protected], or write to IHRS India, 671 MG Road, Ghitorni, New Delhi 110030, India. If you are not satisfied with our response, you may approach the Data Protection Board of India.

11. Children

HRDesk24 is a business service and is not intended for children.

12. Changes to this policy

We will update this page when our practices change and revise the “Last updated” date above. See also our Terms of Service.