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Privacy Policy

Effective Date: April 18, 2026
Last Updated: April 18, 2026
Welcome to HRMS4U, a cloud-based Human Resource Management Software platform operated by DesignzIndia.

We value privacy and are committed to protecting the personal and business data entrusted to us. This Privacy Policy explains how HRMS4U collects, uses, stores, shares, and protects information when customers, employees, administrators, and website visitors use our services.

By accessing or using HRMS4U, you acknowledge that you have read and understood this Privacy Policy.

1. Scope of This Policy

This Privacy Policy applies to:

  • HRMS4U web platform and applications
  • Customer accounts and user portals
  • Free trial accounts
  • Support interactions
  • Website forms, contact requests, and communications

This Privacy Policy does not apply to third-party services that integrate with HRMS4u.

2. About HRMS4U

HRMS4U is a SaaS platform designed to manage workforce and business operations, including modules such as:

  • Employee Management
  • Core HR
  • Attendance
  • Leave Management
  • Payroll
  • Recruitment
  • Project Management
  • Leads, Clients & Invoices
  • Asset Management
  • Events & Meetings
  • Domain & Hosting Services
  • Document Builder
  • Chat
  • Import / Export
  • Custom Fields
  • Finance
  • Separation Module
  • Polls
  • Performance Management

3. Information We Collect

Depending on how the platform is used, we may collect the following categories of information:

3.1 Account & Business Information

  • Company name
  • Authorized contact person details
  • Email address
  • Phone number
  • Billing information
  • Subscription details

3.2 Employee Information

Customers may upload or manage employee data including:

  • Full name
  • Email address
  • Phone number
  • Job title
  • Department
  • Date of joining
  • Attendance records
  • Leave balances
  • Reporting structure
  • Identity details entered by customer
  • Documents uploaded by customer

3.3 Payroll & Financial Data

Depending on enabled modules:

  • Salary structures
  • Allowances
  • Deductions
  • Payslips
  • Banking details entered by customer
  • Tax related fields configured by customer

3.4 Usage Data

We may automatically collect:

  • IP address
  • Browser type
  • Device information
  • Login timestamps
  • Feature usage logs
  • Error logs
  • Session activity

3.5 Communications Data

If you contact support, we may collect:

  • Emails
  • Support requests
  • Screenshots provided voluntarily
  • Feedback and survey responses

4. How We Use Information

We use collected information to:

  • Provide and operate HRMS4U services
  • Create and manage accounts
  • Process attendance, payroll, and HR workflows
  • Enable reporting and analytics
  • Provide customer support
  • Improve product performance and features
  • Maintain security and prevent fraud
  • Send administrative notices
  • Comply with legal obligations

5. Legal Basis for Processing

Where required by applicable law, we process data based on:

  • Performance of contract
  • Legitimate business interests
  • Customer instructions
  • Legal compliance obligations
  • User consent where applicable

6. Role of Customers as Data Controllers

For employee data uploaded into HRMS4U:

  • The customer organization generally acts as the Data Controller
  • DesignzIndia / HRMS4u acts as a Data Processor or service provider

 

Customers are responsible for:
  • Obtaining required employee consent
  • Providing internal privacy notices
  • Ensuring lawful use of data

7. Cookies & Tracking Technologies

We may use cookies and similar technologies for:

  • User login sessions
  • Authentication
  • Preferences
  • Security monitoring
  • Performance analytics

 
Users may disable cookies in browser settings, though some features may not function properly.

8. Data Sharing & Disclosure

We do not sell personal data.

We may share data only in limited circumstances:

8.1 Service Providers

We may use trusted vendors for:

  • Cloud hosting
  • Email delivery
  • Backup services
  • Security monitoring
  • Payment processing

8.2 Legal Requirements

We may disclose data if required to:

  • Comply with court orders
  • Respond to lawful government requests
  • Enforce contracts
  • Protect rights, safety, or security

8.3 Business Transfers

If the company is involved in merger, acquisition, or restructuring, data may transfer subject to confidentiality protections.

9. Hosting & Infrastructure

HRMS4U is hosted using DigitalOcean infrastructure or equivalent providers.

Security measures may include:

  • Encrypted data transmission
  • Password protection
  • Role-based access controls
  • Server monitoring
  • Firewall controls
  • Daily backups

 
No online platform can guarantee absolute security.

10. Data Retention

We retain customer and user data only as long as necessary to provide services or comply with legal obligations.

Account Cancellation

After cancellation or termination:

  • Active customer data may be retained for up to 30 days for recovery/export purposes
  • Thereafter, production data may be deleted
  • Backup archives may remain temporarily in secure rotation systems

 
Customers should export required data before cancellation.

11. International Transfers

If data is accessed or processed outside India through service providers, we use commercially reasonable safeguards appropriate to such transfers.

12. User Rights

Subject to applicable law, individuals may request:

  • Access to their personal data
  • Correction of inaccurate data
  • Deletion where permitted
  • Restriction of processing
  • Data portability where applicable
  • Withdrawal of consent (where consent is the legal basis)

For employee records, requests may need to be routed through the employer/customer organization first.

13. Data Accuracy

Customers are responsible for ensuring that employee and payroll information entered into HRMS4U is accurate, complete, and current.

We rely on customer-provided information.

14. Children’s Privacy

HRMS4U is intended for business use and is not directed toward children under 18 years of age. We do not knowingly collect children’s personal data.

15. Third-Party Integrations

Future integrations may include:

  • Biometric attendance systems
  • QuickBooks payroll/accounting integrations
  • APIs requested by customers

 
When enabled, third-party services may process data under their own privacy terms.

We recommend reviewing those providers’ policies separately.

16. Support Access

To resolve technical issues, authorized support personnel may access limited customer account information when necessary.

Such access is restricted, logged where feasible, and used only for support purposes.

17. Marketing Communications

We may send:

  • Product updates
  • Service notices
  • Renewal reminders
  • New feature announcements

 
You may opt out of promotional communications where applicable.

Operational notices may still be sent.

18. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect legal, technical, or business changes.

Updated versions become effective when posted on our website or platform.

Continued use after updates constitutes acceptance.

19. Governing Law

This Privacy Policy shall be interpreted in accordance with the laws of India, subject to jurisdiction of courts in Chandigarh.

20. Contact Us

HRMS4U
Operated by DesignzIndia
India
For privacy inquiries or data requests:
Email: [email protected]