Privacy policy

Privacy Policy

Last Updated: December 2025

CloudHRM (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://cloudhrm.in, use our cloud-based HR software, biometric attendance devices, HTM software, or any related services (collectively, the “Services”).

This policy complies with the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023 (DPDP Act), and other applicable Indian laws.

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1. Information We Collect

We may collect the following types of information:

• Personal Information: Name, email address, phone number, company name, job title, billing address, GSTIN, PAN, bank details (for payments), Aadhaar (only if voluntarily provided for KYC in specific cases).
• Employee Data (as a processor): When you use our HR software or biometric devices, we process employee data on your behalf (e.g., attendance records, salary details, photos, fingerprints, facial data, leave records).
• Usage Data: IP address, browser type, pages visited, time spent on pages, device information, and cookies.
• Communication Data: Emails, support tickets, chat logs, feedback.

2. How We Collect Information

• Directly from you when you register, fill forms, subscribe, or contact us.
• Automatically via cookies, server logs, and biometric devices.
• From your employees when they clock in/out using our biometric systems.
• From third parties (e.g., payment gateways, Google Analytics).

3. How We Use Your Information

We use your data to:

• Provide, operate, and improve our Services
• Process payments and issue invoices
• Send transactional emails (invoices, password resets, updates)
• Provide customer support
• Send marketing communications (only with your consent — you can unsubscribe anytime)
• Comply with legal obligations (e.g., tax laws, labour laws)
• Prevent fraud and enhance security
• Analyze usage and improve our products

4. Biometric Data (Special Category)

We process fingerprints and facial recognition data only for attendance and access control purposes. This data is:

• Stored securely with encryption
• Used solely for time & attendance tracking
• Never sold or shared with third parties
• Deleted upon termination of your subscription (unless required by law)

5. Sharing Your Information

We do not sell your personal data. We may share it only with:

• Authorized service providers (e.g., AWS servers, payment gateways like Razorpay/PayU, email services)
• Legal authorities when required by law (e.g., income tax, labour department)
• In case of merger, acquisition, or sale of assets (new owner will follow this policy)

6. Data Security

We use industry-standard security measures including:

• SSL encryption
• Secure cloud hosting (AWS Mumbai region)
• Access controls and two-factor authentication
• Regular security audits
• Employee training on data protection

7. Your Rights Under Indian Law

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data (subject to legal retention requirements)
• Withdraw consent at any time
• File a complaint with the Data Protection Authority of India

To exercise these rights, email us at info@cloudhrm.in

8. Data Retention

We retain your data only as long as necessary:

• Customer account data: Up to 7 years (for tax & legal compliance)
• Employee attendance data: As per your company policy or up to 3 years
• Backup data: Up to 90 days

9. Cookies & Tracking

We use cookies to improve your experience. You can disable cookies in your browser, but some features may not work properly.

10. Children’s Privacy

Our Services are not intended for individuals under 18 years of age.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or through the platform.

12. Contact Us

CloudHRM
1st Floor, Plot No. 64-65,
VV Plaza, Opposite NSUT,
Shiv Park, Dwarka Sector 15,
New Delhi - 110078, India

Email: info@cloudhrm.in | Phone: +91 87500 42191
Website: https://cloudhrm.in