Privacy Policy
How we handle your personal data
In short
- KizunaLogic HRM is an HR, attendance, payroll and field-work system that your employer uses. Your employer decides what is recorded about you and why; we run the system for them.
- Your location is read only when you tap to check in or check out (attendance or a field visit) — never in the background, never after you clock out.
- We do not sell your data, show no advertising, and use no third-party analytics or tracking.
- You have rights under India’s Digital Personal Data Protection Act, 2023 — to see, correct and erase your data, and to complain.
1. Who we are and who decides
The provider of KizunaLogic HRM (“we”) provides software that companies use to manage their workforce. Under the Digital Personal Data Protection Act, 2023 (“DPDP Act”):
- Your employer is the Data Fiduciary. It decides which features are used, what is recorded about you, and for what purpose.
- We are the Data Processor. We process personal data only on your employer’s instructions, under a written agreement with them, and not for our own purposes.
So for most questions about why something about you is recorded, your employer is the right first contact. Your employer also publishes its own notice inside the app (Profile → Privacy).
2. What the system processes
| Category | Examples |
|---|---|
| Identity & contact | Name, employee code, username, photo, email, mobile |
| Employment | Designation, department, location, joining date, transfers, manager |
| Pay & statutory | Salary structure, payslips, loans and advances, expense claims, PF / ESI / tax declarations, PAN, Aadhaar, UAN, bank account |
| Attendance & leave | Check-in and check-out times, hours worked, overtime and its reason, leave requests and balances, correction requests; the photo you take when you check out after overtime (kept 60 days) |
| Location | Latitude, longitude and accuracy — only at the moment you check in or check out, and the distance from your work location or site |
| Field work (if your employer uses it) | Assigned visits, the photo you take on arriving at a site, service requests, assets in your custody, process steps |
| Face verification (only if your employer turns it on, and only with your consent) | One reference image of your face and a mathematical measurement of it, used to confirm it is you when you check in |
| Documents | Files you or HR upload (for example identity proofs and certificates) |
| Work activity | Tasks, timesheets, performance reviews |
| Security | Sign-in records, your acknowledgement of your employer’s notices, an audit of administrative changes |
3. Location — exactly when it is read
Your device’s location is read once, at the moment you tap to check in or check out for attendance, or to check in or out of a field visit. It is not read in the background, while the app is simply open, between check-ins, after you clock out, or on days off. The system compares that one reading with your work location or the visit site and records the result. You can always ask HR to record your attendance instead, using the in-app option.
4. Face verification
If your employer requires face check-in, you add your face yourself after reading a notice and giving consent, and HR approves it. We keep one encrypted reference image and its measurement. The pictures taken when you check in are analysed in memory and not stored — except one frame you send as evidence with a Client visit / Work from home request or an overtime check-out, kept with that record. The reference is removed when it is replaced, rejected, when you withdraw consent, or when you leave.
5. Why it is processed
To provide your employer with HR, attendance, leave, payroll, expense, document and field-work services; to keep the system secure; and where the law requires records to be kept. Your employer decides the legal basis: for employment purposes the DPDP Act allows certain legitimate uses (Section 7); face verification is based on your consent, which you can withdraw in the app.
6. Who it is shared with
Your data is seen only by authorised people at your employer, according to their role. We do not sell it, rent it or use it for advertising. We use no third-party analytics, advertising or tracking services. It is disclosed outside your employer only where the law requires it, and to the hosting provider that runs our servers under contract.
7. How it is protected
- All traffic is encrypted (HTTPS).
- Each company’s data is kept in its own separate database.
- PAN, Aadhaar, UAN, ESIC, passport, driving licence and bank account numbers, and face reference images, are encrypted at rest.
- Passwords are stored only as secure hashes; access is by role; sessions end every day.
8. How long it is kept
Records are kept for as long as your employer needs them and for the periods employment, tax and payroll laws require (attendance and payroll records must usually be kept for several years). When your employer stops using the service, we return or delete its data as our agreement with them requires.
9. Your rights
Under the DPDP Act you have the right to:
- access a summary of your personal data and how it is processed;
- correct, complete or update it — for example through an attendance correction request or by editing your profile;
- erase data that is no longer needed — subject to records the law requires your employer to keep;
- withdraw consent where processing is based on consent (such as face verification);
- grievance redressal, and to nominate someone to exercise your rights if you cannot;
- complain to the Data Protection Board of India if your grievance is not resolved.
Because your employer is the Data Fiduciary, please raise requests with your employer’s HR or the grievance officer named in its notice (Profile → Privacy in the app). We help your employer respond to every request.
10. Deleting your account
Your login is created and managed by your employer. To have it removed, open Profile → Delete my account in the app or on this website and send the request to your employer’s HR team, who remove it; or ask HR directly. The steps are also on our account deletion page. Your sign-in access will be removed; employment, attendance and payroll records that the law requires your employer to keep are retained for those periods and then deleted.
11. Children
The service is for employees and is not intended for anyone under 18.
12. Changes to this policy
We will update this page when the way the service handles personal data changes, and show the date of the latest change at the top.
13. Contact
KizunaLogic HRM. For privacy questions, please contact your employer’s HR team first.