Privacy Policy

We collect the following information to provide HR management services:

• Account data: Name, work email address, company name, and designation.
• Location data: GPS coordinates at the time of attendance clock-in. This is used only for geofence verification and is not tracked continuously.
• Biometric data: Facial images captured during selfie-based clock-in. Images are processed locally and only a verification hash is stored.
• Employment data: Salary details, leave balances, payslips, documents uploaded by you or your employer.
• Device data: Device type and OS version for app compatibility. We do not collect device identifiers for advertising.

• To provide attendance tracking, payroll processing, and leave management.
• To generate payslips, compliance reports (PF, ESIC, TDS), and letters.
• To send transactional emails (payslip delivery, leave approvals, system alerts).
• To power Shubhi AI — your HR copilot — to answer queries about your data.
• To improve the platform through aggregated, anonymized analytics.

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

• Your employer: HR administrators can access employee attendance, payroll, and leave data as required to manage the organization.
• Service providers: Supabase (database hosting), Resend (transactional email), Anthropic (AI processing for Shubhi) — all under strict data processing agreements.
• Legal authorities: Only when required by law.

All data is encrypted in transit using TLS 1.2+. Data at rest is encrypted in our Supabase database. Access is controlled via role-based permissions — employees can only see their own data unless granted admin access by their organization.

Employee data is retained for the duration of the employment relationship and up to 7 years thereafter to comply with Indian statutory requirements (PF, ESIC, Income Tax records). You may request deletion of non-statutory data at any time.

• Access: Request a copy of your personal data.
• Correction: Update incorrect information via your profile or HR admin.
• Deletion: Request deletion of non-statutory data by emailing us.
• Portability: Export your payslips and documents from the app at any time.

• Camera: Used for selfie-based attendance clock-in. Not used for any other purpose.
• Location: Used at clock-in time to verify geofenced attendance. Not tracked in the background.
• Biometric / Face ID: Used for secure app login on supported devices. Biometric data never leaves your device.
• Notifications: Used to send alerts for leave approvals, payslips, and announcements.

KarmexaHR is a business tool intended for use by adults (18+) in a professional context. We do not knowingly collect data from children under 13.

We may update this policy from time to time. We will notify users of significant changes via email or an in-app notification. Continued use of the platform after changes constitutes acceptance of the updated policy.

For privacy-related questions or data deletion requests:

• Email: hello@karmexahr.com
• Website: karmexahr.com