Privacy Policy
At Zorhrm Technologies Private Limited (including its subsidiaries or affiliated companies, hereafter referred to as “Zorhrm,” “we,” “us,” or “our”), we are committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your data when you use our HRMS (Human Resource Management System) platform, associated websites (including Zorhrm.com), mobile applications, and related services (collectively, the “Services”).
By accessing or using our Services, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.
1. Scope of This Privacy Policy
This Privacy Policy applies to:
Employees, contractors, and job applicants whose data is processed by our Clients (organizations using Zorhrm).
Visitors and users of our website, mobile apps, and other digital platforms.
Prospective clients, vendors, and partners interacting with Zorhrm.
We act as a Data Processor under applicable data protection laws (such as the GDPR and India’s Digital Personal Data Protection Act, 2023) when processing data on behalf of our Clients. Our Clients (employers) act as Data Controllers, determining the purposes and means of processing employee data.
2. Personal Data We Collect
We may collect the following categories of personal data:
A. Data Provided Directly by You or Your Employer
Identification Data: Name, employee ID, photograph, date of birth, gender.
Contact Information: Email, phone number, address.
Employment Details: Job title, department, salary, employment history.
Financial Data: Bank details, tax information (for payroll processing).
Biometric & Attendance Data: Fingerprint/facial recognition for attendance tracking (where applicable).
Performance & Training Data: Appraisals, training records, skill assessments.
B. Automatically Collected Data
Device & Usage Data: IP address, browser type, operating system, login timestamps.
Location Information: Approximate location (if enabled for attendance or remote work tracking).
Cookies & Tracking Technologies: We use cookies to enhance user experience (see Section 7).
C. Data from Third-Party Integrations
Authentication Services: Google, Microsoft, LinkedIn (for SSO login).
Communication Tools: Microsoft Teams, Google Meet (for interviews/meetings).
HR & Recruitment Platforms: LinkedIn, HubSpot (for talent acquisition).
3. How We Use Your Personal Data
We process personal data for the following purposes:
| Purpose | Legal Basis |
|---|---|
| HR Management (onboarding, payroll, attendance, performance reviews) | Contractual necessity, Employer’s legitimate interest |
| Payroll & Compliance (tax filings, statutory reporting) | Legal obligation |
| Employee Self-Service (leave requests, profile updates) | Consent |
| Security & Fraud Prevention | Legitimate interest |
| Improving Our Services (analytics, product enhancements) | Legitimate interest |
| Marketing & Communication (newsletters, product updates) | Consent (opt-in) |
4. Data Sharing & Third-Party Disclosures
We may share data with:
A. Service Providers & Partners
Cloud Hosting Providers (AWS, Azure) for secure data storage.
Payroll & Tax Vendors for statutory compliance.
Communication Tools (Google Meet, MS Teams) for interviews/meetings.
Analytics & CRM Tools (HubSpot, LinkedIn) for recruitment and engagement.
B. Legal & Compliance Disclosures
We may disclose data if required by law (e.g., court orders, tax authorities).
C. Data Transfers
Data may be stored/processed in India or other jurisdictions with adequate protections.
GDPR Compliance: For EU users, we adhere to Standard Contractual Clauses (SCCs) where applicable.
5. Data Security & Retention
A. Security Measures
Encryption: Data in transit (TLS 1.2+) and at rest (AES-256).
Access Controls: Role-based permissions, multi-factor authentication (MFA).
Audit Logs: Monitoring unauthorized access attempts.
B. Retention Period
We retain data only as long as necessary (e.g., payroll records for 7+ years per tax laws).
Upon request, we assist Clients in data deletion/anonymization.
6. Cookies & Tracking Technologies
We use:
Essential Cookies (login sessions, security).
Analytics Cookies (Google Analytics, Hotjar).
Marketing Cookies (LinkedIn Ads, HubSpot).
You can manage preferences via browser settings also.
7. Changes to This Privacy Policy
We are committed to maintaining transparency regarding our data practices. To that end, we may update this Privacy Policy periodically to reflect changes in how we handle your information or to comply with new legal requirements.
When significant changes are made, we will communicate these updates to our registered users through appropriate channels. This might include notifications on our website, email announcements, or other direct communication methods, ensuring you are aware of how your data is being managed.
We encourage all individuals to review this Privacy Policy regularly for any updates. Staying informed about our privacy practices helps you understand your rights and how we protect your personal information. Your continued use of our services after any modifications signifies your acceptance of the updated terms.
8. Contact Us
We are committed to providing clarity and addressing any questions you may have about our data handling practices. If you have any questions, concerns, or queries regarding this Privacy Policy or our privacy practices, please don’t hesitate to reach out to us.
You can contact us directly at: [email protected]
Last Updated – 31-05-2025