This Privacy Policy (“Policy”) describes the policies and procedures of SimplyHR Solutions LLP (“we”, “our”, “us”, or the “Company”) on the collection, use, disclosure, and protection of your information when you use our website [www.simplyhr.in] (http://www.simplyhr.in) (the “Website”) and the services offered by us (collectively, the “Services”).
Please read this Policy carefully. By accessing or using our Website and Services, you agree to the terms of this Policy. If you do not agree with the terms of this Policy, please do not access or use our Website and Services.
1. Introduction
SimplyHR Solutions LLP is a human resources service provider based in India. We are committed to protecting your privacy and handling your data in an open and transparent manner. This Policy applies to all personal information and sensitive personal data or information collected from:
Visitors to our Website.
Clients and their employees, whose data we process to provide our HR services.
Prospective employees and job applicants.
2. Compliance with Indian Laws
This Policy is published in accordance with:
The Information Technology Act, 2000; and
The Information Technology (Reasonable Security Practices and Sensitive Personal Data or Information) Rules, 2011 (“SPDI Rules”).
It seeks to ensure that we meet with the legal requirements for the collection, processing, and storage of personal data as prescribed under Indian law.
3. Information We Collect
We collect information to provide and improve our Services. The information we collect can be broadly categorized as follows:
A. Personal Information (PI): This is information that can be used to identify you.
From Website Visitors: Name, email address, phone number, company name, and any other information you voluntarily provide when contacting us via forms, email, or chat.
From Clients & Their Employees: As an HR service provider, we may process employee data on behalf of our clients. This data is provided to us by the client under a contractual agreement and may include: Employee name, employee ID, contact details, date of birth, gender, designation, department, salary information, bank account details, PAN, Aadhaar (or other government IDs), tax information, performance reviews, and attendance records.
B. Sensitive Personal Data or Information (SPDI): As per Indian law, SPDI includes passwords, financial information, physical and mental health conditions, sexual orientation, biometric information, and any detail relating to the above.
In the course of providing HR services, we may process SPDI such as financial information (e.g., bank account details for payroll), and physical/health information (e.g., for insurance claims or leave management). We do not collect information about your physical/mental health, sexual orientation, or biometric data without your explicit consent, unless required by law or necessary for the provision of our Services as per our contract with the client.
C. Automatically Collected Information: When you visit our Website, we may automatically collect certain information about your device and usage. This includes your IP address, browser type, operating system, pages visited, time spent on pages, and other diagnostic data. We collect this information using cookies and similar tracking technologies.
4. How We Use Your Information
We use the information we collect for the following purposes:
To provide, operate, and maintain our Services (e.g., payroll processing, attendance management, recruitment support).
To communicate with you, including responding to your inquiries and sending service-related notices.
To manage our relationship with you as a client or prospective client.
For internal record-keeping and analytical purposes to improve our Website and Services.
To comply with our legal and contractual obligations under Indian law.
5. Legal Basis for Processing (Grounds for Processing)
We process your information on one or more of the following legal grounds:
Consent: Where you have given us clear consent for a specific purpose (e.g., marketing communications).
Contract: Where processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
Legal Obligation: Where processing is necessary for compliance with a legal obligation to which we are subject (e.g., tax laws).
Legitimate Interests: Where processing is necessary for our legitimate interests (e.g., improving our Services, website security), provided that your fundamental rights do not override those interests.
6. Disclosure and Transfer of Your Information
We may share your information in the following situations:
With Our Clients: We are a data processor for our clients. Employee data is shared with the respective client who is the data controller.
With Third-Party Service Providers: We may employ third-party companies and individuals to facilitate our Services (e.g., cloud hosting providers, payment processors, analytics). These third parties have access to your information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
For Legal Reasons: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
Business Transfers: In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
7. Data Retention
We will retain your personal information only for as long as is necessary for the purposes set out in this Policy, or to comply with our legal obligations (such as tax, accounting, or other mandatory retention periods required under Indian law), resolve disputes, and enforce our legal agreements and policies.
8. Your Rights Under Indian Law
As an individual providing your data, you have certain rights concerning your personal information:
Right to Access and Review: You can request details and a copy of the Personal Information we hold about you.
Right to Correction: You can request that we correct any inaccurate or incomplete Personal Information we hold about you.
Right to Withdraw Consent: Where processing is based on your consent, you have the right to withdraw that consent at any time.
Right to Grievance Redressal: You have the right to address any grievances you may have regarding our processing of your information.
To exercise any of these rights, please contact our Grievance Officer using the contact details provided in Section 12.
9. Data Security
We implement reasonable security practices and procedures, in accordance with the SPDI Rules, to protect your information from unauthorized access, damage, use, modification, disclosure, or destruction. These include encryption, secure servers, access controls, and regular security assessments. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee its absolute security.
10. Cookies and Tracking Technologies
Our Website uses “cookies” to enhance user experience and collect usage data. You can choose to set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this Website may become inaccessible or not function properly.
11. Links to Other Websites
Our Website may contain links to other websites that are not operated by us. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
12. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Policy on this page and updating the “Last Updated” date. You are advised to review this Policy periodically for any changes.
Disclaimer: This document is provided for informational purposes only and does not constitute legal advice. You should consult with a qualified legal professional to ensure this policy meets the specific needs of your business and is fully compliant with all applicable laws.