HR Instance ("we", "us", or "our") is committed to protecting the privacy of your personal data. This Privacy Policy explains how we collect, use, store, and protect information when you use our platform at store.hrinstance.com.
1. Information We Collect
We collect the following types of information:
- Account Data: Name, email address, company name, phone number during registration.
- Employee HR Data: Employee names, designations, salary components, leave records, and attendance — entered by your HR admin.
- Usage Analytics: Non-identifiable telemetry data such as page views, feature usage patterns, and session durations to improve the platform.
- Technical Data: IP address, browser type, operating system, and device information collected automatically.
- Payment Data: Billing address and last 4 digits of card (full card data is processed securely by Stripe — we never store raw card details).
2. How We Use Your Information
- Provide, maintain, and improve our HRMS platform and services
- Process payroll and HR transactions on your behalf
- Send transactional emails (payslips, leave approvals, system alerts)
- Provide customer support and respond to enquiries
- Monitor platform performance and detect security threats
- Comply with applicable Indian laws including the IT Act 2000
3. Data Storage & Security
- All data is stored on AWS Mumbai (ap-south-1) servers within India
- AES-256 encryption is used for data at rest
- TLS 1.3 is used for all data in transit
- Regular automated backups with geo-redundancy
- Role-based access controls (RBAC) limit internal data access to authorised personnel only
- Annual third-party security audits and penetration testing
4. Data Sharing
We do not sell, rent, or trade your data. We may share data only with:
- AWS: Cloud infrastructure provider (data stays in India)
- Stripe: Payment processing (PCI-DSS compliant)
- SendGrid: Transactional email delivery
- Law enforcement agencies, when required by applicable Indian law
All third-party providers are bound by data processing agreements that restrict them from using your data for any other purpose.
5. Your Rights
- Access: Request a copy of all data we hold about you
- Correction: Request correction of inaccurate personal data
- Deletion: Request deletion of your account and all associated data
- Export: Export your company's HR data in CSV/Excel format from the dashboard at any time
- Withdraw Consent: Opt out of non-essential marketing communications at any time
To exercise these rights, contact us at support@hrinstance.com.
6. Cookies
We use essential cookies for session management and security, and optional analytics cookies to understand how users interact with our platform. You can disable non-essential cookies through your browser settings. Our cookie usage complies with applicable guidelines.
7. Retention
We retain your data for as long as your account is active. Upon cancellation, data is retained for 30 days (grace period) and then permanently deleted unless required by law to retain it longer. Backups are purged within 90 days.
8. Contact Us
For any privacy-related queries: support@hrinstance.com
Registered address: HR Instance, India