Privacy Policy for HRMS Application

Effective Date: 22nd April 2026

This Privacy Policy describes how Nirmala Foundation ("we", "our", "us") collects, uses, stores, and protects user information when you use our HRMS (Human Resource Management System) application ("App").

By using this App, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect the following types of data:

a. Personal Information

• Name
• Email address
• Phone number
• Employee ID
• Department and designation
• Profile photo (if uploaded)

b. Employment Data

• Attendance records
• Leave details
• Payroll and salary details
• Work schedules and shift data
• Documents uploaded by employees

c. Device & Usage Information

• Device type and OS version
• IP address
• App usage logs
• Crash reports

2. How We Use Your Information

We use collected data for:

• Managing employee records
• Attendance and payroll processing
• Communication between employees and management
• Providing HR-related services
• Improving app performance and user experience
• Ensuring security and preventing fraud

3. Data Sharing & Disclosure

We do not sell user data.

We may share information:

• With authorized organization administrators
• With third-party service providers (hosting, analytics, etc.)
• When required by law or legal process

4. Data Retention Policy

We retain user data:

• As long as the user is associated with the organization
• As required for legal, accounting, or operational purposes

After this period:

• Data is securely deleted or anonymized

5. Data Deletion Policy

Users can request deletion of their data by:

• Contacting the organization admin, or
• Emailing us at it.dept@nfkalyani.in

Upon request, data will be deleted within 7–30 days, unless legally required to retain it.

6. Data Security

We implement strong security measures including:

• Encryption (e.g., HTTPS, TLS 1.3)
• Secure authentication mechanisms
• Role-based access control
• Regular security audits

7. Third-Party Services

Our app may use third-party services such as:

• Firebase (notifications, analytics)
• Cloud hosting providers

These services may collect limited data as per their own privacy policies.

8. User Rights

Users have the right to:

• Access their data
• Correct inaccurate data
• Request deletion
• Restrict or object to processing (where applicable)

9. Children's Privacy

This App is not intended for children under 13. We do not knowingly collect data from children.

10. Permissions Used

The App may request permissions such as:

• Camera (for profile upload/document scan)
• Storage (for document upload/download)
• Location (for attendance tracking, if applicable)

These permissions are used strictly for app functionality.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Users will be notified of significant changes via the App or email.

12. Contact Us

If you have any questions or concerns: