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Privacy Policy

Last updated: June 7, 2025

1. Who We Are

RemnowHR ("we", "our", "us") is a cloud-based HR Management System (HRMS) designed for Indian small and medium-sized businesses. We process personal data on behalf of companies ("Customers") that use our platform to manage their employees.

Contact: support@talentweft.in

2. Data We Collect

We collect two categories of data:

2.1 Customer Account Data

When a company signs up, we collect the company name, admin user email, and billing details. This is used solely to provide and administer the service.

2.2 Employee Data (processed on behalf of Customers)

Customers input employee data into RemnowHR. This may include:

  • Full name, date of birth, gender, marital status
  • Contact details: email, phone, home address
  • Employment details: designation, department, salary, joining date
  • Government identifiers: PAN number, Aadhaar number (last 4 digits displayed only)
  • Bank account details for payroll disbursement
  • Attendance records including check-in location coordinates (when geo-fencing is enabled)
  • Leave records and performance review data
  • Training completion and certificates

RemnowHR acts as a Data Processor for employee data. The Customer (your employer) is the Data Controller and determines what data is entered.

3. How We Use Data

  • Service delivery: To provide the HRMS features — payroll processing, attendance tracking, leave management, recruitment, and reporting.
  • System notifications: To send automated emails such as payslips, leave approvals, interview schedules, and onboarding credentials.
  • Support: To respond to queries from Customer administrators.
  • Legal compliance: To comply with applicable Indian laws (PF, ESIC, IT Act, DPDP Act 2023).

We do not sell, rent, or share personal data with third parties for advertising or marketing purposes.

4. Data Storage and Security

  • Data is stored on servers within India or in cloud infrastructure with data residency in India.
  • All data in transit is encrypted using TLS/HTTPS.
  • Sensitive fields (e.g., SMTP credentials) are encrypted at rest using AES-128 symmetric encryption.
  • Access is controlled by role-based permissions (RBAC) — employees only access data they are authorised to view.
  • All data changes are logged in an immutable audit trail.
  • We do not currently hold ISO 27001 or SOC 2 certifications. We apply security best practices but make no formal certification claims.

5. Data Retention

Customer data is retained for the duration of the subscription and for up to 90 days after account termination, after which it is permanently deleted unless a longer retention period is required by law. Payroll records may be retained for up to 8 years as required under the Companies Act and tax regulations.

6. Your Rights (Employees)

Under the Digital Personal Data Protection (DPDP) Act 2023 and applicable Indian law, you (as a data principal) have rights including:

  • Right to access: Request a copy of your personal data held in the system.
  • Right to correction: Request correction of inaccurate personal data through your employer/HR.
  • Right to grievance redressal: Raise a complaint with your employer or contact us directly.

To exercise these rights, contact your HR administrator first. For platform-level concerns, email support@talentweft.in.

7. Cookies

We use minimal cookies — only those strictly necessary for authentication (JWT access tokens stored in browser memory and refresh tokens in localStorage). We do not use third-party advertising or analytics cookies. See our Cookie Policy for details.

8. Third-Party Services

RemnowHR may use the following third-party infrastructure providers:

  • Cloud hosting (e.g., AWS, DigitalOcean) for server infrastructure
  • PostgreSQL database hosting
  • Redis for task queuing (Celery)

Email delivery uses either our default SMTP server or the Customer's own SMTP credentials (configured by the Customer). We do not use third-party email marketing platforms.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to Customer administrators via email or an in-app notice at least 14 days before taking effect.

10. Contact

For privacy-related questions: support@talentweft.in