Effective Date: 05/06/2025
Last Updated: 12/06/2025
Asakta ("we", "our", or "us") values your privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you use our Human Resource Management System (HRMS) application (Asakta HR), whether accessed via mobile, desktop, or web.
We collect the following categories of data:
Full name: Used to uniquely identify the employee within the organization for records, communication, and official documentation.
Email address: Collected to enable official communication, system login, and notifications related to HR activities
Phone number: Used for contact purposes, including verification, emergency communication, and HR-related alerts
Employee ID: A unique identifier assigned by the organization to track employment records, attendance, and payroll
Designation and department: Helps categorize employees within the organizational structure for role-based access, reporting, and HR processing
Photograph (optional): May be used for employee identification in the system interface or company directory, where applicable
Attendance records: Used to track employee presence, working hours, and punctuality. Supports payroll processing and compliance with company policies
Leave and holiday requests: Collected to manage leave entitlements, approvals, and balances, ensuring accurate time-off tracking and staffing
Salary and payroll details: Includes compensation, deductions, and tax information. Necessary for processing payments, statutory filings, and audit compliance
Performance evaluations: Contains records of employee appraisals, feedback, and goal tracking. Used to support career development and HR decisions
Disciplinary records (if applicable): Documented records of policy violations or misconduct, maintained to enforce workplace rules and ensure procedural fairness
IP address: Captured during login or usage to help ensure account security, monitor access patterns, and support troubleshooting
Device type and browser: Collected to optimize app performance across platforms and assist in resolving device-specific issues
Operating system: Logged to improve compatibility and provide technical support tailored to the user's system environment
Log data (e.g., login timestamps, app usage behavior): Includes records of when and how the app is used. Helps with auditing, usage analytics, and detecting unauthorized access
Aadhaar/SSN or government ID (for KYC or compliance): Collected only when required by law or internal policy for identity verification, payroll processing, or statutory compliance purposes
Biometric data (if using fingerprint/face recognition for attendance): Used to authenticate employee identity for secure, accurate attendance tracking. Stored and processed with strict access controls and encryption
Your data is used for the following purposes:
Managing employee profiles and records: Maintaining accurate and up-to-date information about employees, including personal details, employment history, and official documents to support HR operations
Processing payroll and tax-related tasks: Calculating salaries, deductions, and taxes to ensure timely and compliant employee compensation and statutory reporting
Recording attendance and leaves: Tracking work hours, absences, and approved leaves to manage workforce availability and support payroll accuracy
Facilitating performance reviews and HR workflows: Organizing appraisals, feedback, promotions, and other HR processes to support employee development and organizational goals
Sending alerts or notifications relevant to your employment: Providing timely updates about leave approvals, policy changes, payroll information, and other employment-related communications
Monitoring app usage and improving user experience: Collecting usage data to identify issues, enhance app performance, and optimize the overall user interface
Meeting legal and regulatory requirements: Ensuring all data processing and HR activities comply with applicable labor laws, tax regulations, and data protection standards
We process your data based on:
Your consent (when explicitly provided): Processing your personal data based on your clear and voluntary agreement, which you can withdraw at any time
The need to perform our contractual obligations (employment): Processing data necessary to fulfill terms of your employment contract, such as payroll, benefits, and workplace management
Compliance with legal obligations (labor laws, tax filings): Handling your information to meet mandatory legal requirements, including tax reporting and labor regulations
Legitimate interests in managing HR operations effectively: Using your data to ensure smooth HR functions, such as attendance tracking and performance management, balanced with your privacy rights
We do not sell your personal data. We may share information with:
Internal HR/admin departments: Your data may be shared with authorized HR and administrative teams to manage employee records and HR processes
Payroll processors and accounting software providers: We share necessary payroll and tax information with third-party providers to ensure accurate salary processing and compliance
IT service providers (for hosting, backups, troubleshooting): Data may be accessed by IT vendors who support infrastructure, security, and maintenance of the HRMS platform
Government authorities (if legally required): We disclose personal data to government agencies only when required by law, such as for tax filings or labor audits
All third-party vendors are contractually obligated to maintain data confidentiality and security.
We implement appropriate technical and organizational safeguards including:
Data encryption at rest and in transit: We protect your information by encrypting it both when stored and during transmission to prevent unauthorized access
Role-based access controls: Access to personal data is limited to authorized personnel based on their job roles and responsibilities
Regular security audits and monitoring: We conduct periodic reviews and monitoring to detect vulnerabilities and ensure system security
Secure cloud infrastructure (e.g., AWS, Azure, or GCP): Your data is hosted on trusted cloud platforms that provide high standards of security and reliability
Your data is retained:
For the duration of your employment: We retain your personal data while you are employed to support HR and administrative functions
As long as necessary for HR, legal, or audit purposes: Data may be retained beyond employment duration if required for legitimate business or compliance reasons
You may request:
Access to your personal data: You have the right to request and receive a copy of your personal information held by us
Rectification of incorrect or outdated data: You can ask us to correct any inaccurate or incomplete personal details
Deletion of your personal data (subject to legal constraints): You may request deletion of your data, although some information may be retained if required by law
Restriction of data processing in certain cases: You can request limits on how your data is used under specific conditions
Withdrawal of consent (where processing is based on consent): You may withdraw consent for processing personal data that depends on your explicit permission
To exercise your rights, contact us at: hrms.support@asakta.com
If you access our HRMS via web:
We may use cookies for authentication, session tracking, and analytics: You may withdraw consent for processing personal data that depends on your explicit permission
You can manage cookie preferences via your browser settings: Users have control over cookies and can modify settings or opt out through their web browser
We may update this policy from time to time. All changes will be posted within the App or notified via email.
If you have any questions or concerns regarding this Privacy Policy or our data handling practices, contact:
Asakta Electronics & communications
hrms.support@asakta.com
P.No 116, Khajaguda - Nanakramguda Rd, Prashant Hills, Hyderabad, Telangana 500008