HCMDrive – Privacy Policy

This Privacy Policy explains how HCMDrive Private Limited (“HCMDrive”, “We”, “Us”, “Our”) collects, uses, stores, shares, and protects personal data when you access or use our cloud-based (“Services”).

By using the Services, you consent to the collection and processing of personal data in accordance with this Privacy Policy and applicable laws, including the Digital Personal Data Protection Act, 2023 (“DPDP Act”).

1. Scope of This Policy

This Policy applies to all users, customers, employees, contractors, and representatives who access or use HCMDrive Services, including web, mobile, and offline applications.

2. Information We Collect

We may collect the following categories of information:

  • Account Information: Name, email address, phone number, organization details
  • Employee Data: Employee ID, attendance, payroll inputs, leave records, job details
  • Usage Data: Log data, IP address, device information, browser type
  • Support Data: Information shared during support or grievance requests

We collect data directly from you, your organization, or automatically through use of the Services.

3. Purpose of Data Processing

We process personal data only for lawful purposes, including:

  • Providing and operating the Services
  • User authentication and account management
  • Payroll, attendance, and HR workflow processing
  • Customer support and communication
  • Service improvement, analytics, and security monitoring
  • Legal, regulatory, and compliance obligations
4. Legal Basis for Processing

We process personal data based on one or more of the following:

  • Your consent
  • Performance of a contract
  • Compliance with legal obligations
  • Legitimate business interests, where permitted by law
5. Data Ownership and Controller Role

For organization accounts, the customer acts as the Data Fiduciary and HCMDrive acts as a Data Processor with respect to employee data. You are responsible for obtaining required consents and providing lawful instructions for data processing.

6. Data Sharing and Disclosure

We do not sell personal data. We may share data only:

  • With authorized users within your organization
  • With service providers and cloud infrastructure partners
  • To comply with legal obligations or government requests
  • To protect rights, safety, or security of users and Services
7. Data Storage and Hosting

Data is stored on secure cloud infrastructure. Hosting location may depend on your region at the time of signup. Where required, we may store or process a local copy of data in India in accordance with applicable laws.

8. Data Security Measures

We implement reasonable administrative, technical, and organizational safeguards including access controls, encryption, monitoring, and secure infrastructure practices to protect personal data.

Despite our efforts, no system is completely secure, and you acknowledge the inherent risks of data transmission over the internet.

9. Data Retention

We retain personal data only for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, or enforce agreements. Data may be deleted or anonymized upon account termination, subject to legal retention requirements.

10. User Rights

Subject to applicable law, you have the right to:

  • Access and review personal data
  • Request correction or update of inaccurate data
  • Withdraw consent, where applicable
  • Request deletion of personal data, subject to legal obligations
  • Raise grievances related to data processing
11. Cookies and Tracking

We may use cookies or similar technologies to improve functionality, security, and user experience. You may control cookies through your browser settings, subject to service limitations.

12. Third-Party Services

The Services may integrate with third-party applications governed by their own privacy policies. HCMDrive is not responsible for third-party data practices or content.

13. Children’s Data

The Services are not intended for children. We do not knowingly collect personal data of individuals below the age permitted under applicable law.

14. Grievance Redressal

If you have any concerns or complaints regarding personal data processing, you may contact our Grievance Officer as required under the DPDP Act.

Email: grievance@hcmdrive.com

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the Services or via email. Continued use of the Services constitutes acceptance of the updated Policy.

16. Contact Information

For privacy-related questions, contact us at: legal@hcmdrive.com