PRIVACY POLICY – KeyWebHR
PRIVACY POLICY – KeyWebHR
Effective Date: 29 September 2026
App Name: KeyWebHR
Android Package Name: com.appsinapp.keywebhr
Website: https://keywebhr.com
Email: keywebhr@gmail.com
KeyWebHR is an HR, attendance, and payroll management application used by businesses for their employees.
Your employer creates your KeyWebHR account and decides what employee information is added to the system. Your employer is responsible for your employee information, while KeyWebHR processes this information to provide the service.
If you have questions about why your employer collects or uses your information, please contact your employer's HR team or company owner.
You can learn more about KeyWebHR at https://keywebhr.com.
Your employer or you may provide the following information:
Name
Employee ID
Company name
User role, such as owner, HR, manager, or employee
Department
Designation
Reporting manager
Mobile number
Email address
Date of birth
Address
Emergency contact
Joining date
Employment status
Work shift
Working days
Work location
Profile photo, if added
Depending on your role and the services used by your employer, KeyWebHR may store:
Salary information
Payment type, such as monthly, daily, or hourly
Salary deductions
PF information
Professional tax information
TDS information
Salary advances
Loans
Bank account number
IFSC code
Bank name
PAN information
KYC information
Payslips
Bonuses
Reimbursements
Payroll and financial information is available only to authorised users according to their role.
KeyWebHR may collect and store:
Check-in time
Check-out time
Attendance sessions
Break times
Working hours
Overtime
Late marks
Leave requests
Leave balances
Attendance correction requests
Shift schedules
You or your employer may upload documents and files, including:
Aadhaar card
PAN card
Offer letters
Certificates
Expense receipts
Other employee documents
Helpdesk attachments
Supported file types may include JPG, PNG, WebP, HEIC, and PDF.
Each uploaded file can be up to 10 MB.
KeyWebHR may store information related to:
Expense claims
Helpdesk tickets
Helpdesk replies
Profile change requests
Approvals
Rejections
Other HR-related requests
We may also keep an activity history of important actions, such as payroll processing, approvals, and access to sensitive documents such as Aadhaar or PAN.
KeyWebHR uses QR codes for attendance.
Each employee may have a personal QR code. The employee QR code contains the Employee ID and a random code. It does not contain your personal information.
The company Office QR code contains a company identifier and a temporary code.
KeyWebHR does not collect:
GPS or precise location information
Contacts
Call logs
SMS messages
Microphone recordings
Browsing history
Advertising ID
Information from other applications
Why we need it:
The Internet permission is required to sign you in and send and receive HR information between the KeyWebHR app and our servers.
When it is used:
When the app communicates with the KeyWebHR server.
Why we need it:
The camera is used only for scanning QR codes, such as:
Company Office QR codes
Employee QR codes when an authorised user marks attendance
The app asks for camera permission only when you use a QR scanner.
You can deny camera permission and continue using other parts of the app.
Camera images are processed on your phone to read the QR code. KeyWebHR does not save or upload photos or videos captured for QR scanning.
When you upload a receipt or document, you select the file using Android's standard file picker.
KeyWebHR can access only the file you choose.
The app does not require general storage permission to access your files.
You sign in to KeyWebHR using:
Company name
Employee ID
Password
Your password is never stored in readable or plain-text form.
The server stores only a secure one-way password hash using bcrypt.
After you sign in:
A short-term access token is created and normally expires after about 15 minutes.
The access token is kept only in the app's memory and is not written to permanent storage.
A refresh token may keep you signed in for up to 30 days.
The refresh token is stored securely on your phone using AES-256 encryption and keys protected by Android Keystore.
When you sign out, the session is removed from your phone and ended on the server.
KeyWebHR does not use Google, Facebook, or other third-party social login services.
We use your information to provide and operate KeyWebHR services, including:
Employee management
Attendance management
Leave management
Shift management
Payroll management
Payslips
Expense reimbursement
Helpdesk services
Employee document management
Employee onboarding
Employee exit processes
Other HR-related activities requested by your employer
We also use your information to make sure users can access only the information allowed by their role.
For example:
Employees can view their own salary and personal information.
Managers can access information about their team that is required for attendance and approvals.
Owners and authorised HR users can manage employee records, payroll, and documents.
We may keep an activity history of important actions for security, auditing, and accountability.
We do not sell your personal information.
We do not show advertisements in the KeyWebHR app.
We do not use your personal information for advertising or marketing purposes.
We do not send marketing messages or push notifications.
Access to your information depends on your role and your employer's settings.
Employees can access their own information, such as:
Profile
Attendance
Leave
Salary
Payslips
Expense claims
Helpdesk tickets
Managers may be able to access information about their team that is required for:
Attendance
Leave approvals
Other management activities
Company owners and authorised HR users may manage:
Employee records
Payroll information
Employee documents
Attendance information
Other HR information required to operate the business
We may use hosting and technology service providers to operate KeyWebHR.
Your information may be stored on servers operated by us or by our hosting providers.
Hosting Provider: [Hosting Provider Name, e.g. AWS]
Service providers are expected to handle information according to applicable confidentiality and security requirements.
We may disclose information when required by:
Applicable law
Court order
Government authority
Legal or regulatory requirements
Each company's information is kept separate from other companies' information.
Your HR information and uploaded files are stored on our servers.
Server Location: [Country/Region]
The KeyWebHR app communicates with our servers using encrypted HTTPS connections.
KeyWebHR may store limited information on your phone, including:
Encrypted sign-in session information
Light/dark theme preference
Temporary copies of files that you open in the app
Temporary files are stored in the app's private cache.
KeyWebHR disables Android backup for the app, so your KeyWebHR session and app data are not copied to Android cloud backups.
We keep your information for as long as your employer uses KeyWebHR and for as long as required by applicable employment, tax, payroll, or other laws.
When your employer closes their KeyWebHR account or requests deletion of their information, we will delete or anonymise the information within [30/90] days, unless we are legally required to keep certain information.
Some records may need to be kept for a longer period because of legal, tax, employment, accounting, or regulatory requirements.
We use reasonable security measures to help protect your personal information.
These measures include:
HTTPS encrypted connections
Secure password hashing
AES-256 encryption for session information stored on the phone
Android Keystore protection
Role-based access controls
Separation of data between companies
Access controls for uploaded documents
Activity logs for sensitive document access
Uploaded employee documents are available only to authorised signed-in users from the relevant company.
We may maintain a record of who views sensitive documents, such as Aadhaar or PAN.
Where supported by the service, an employee may be notified when their sensitive document is accessed.
Although we take reasonable steps to protect your information, no internet-based system or electronic storage system can be guaranteed to be 100% secure.
Under India's Digital Personal Data Protection Act, 2023, and other applicable laws, you may have rights regarding your personal information.
Depending on applicable law, you may be able to:
Request access to your personal information
Request a copy of your personal information
Request correction of incorrect information
Request deletion of information when it is no longer required
Withdraw consent where processing is based on consent
Raise a complaint about the use of your personal information
Some information may need to be retained when required by law.
Because your employer controls your employee records, you should normally contact your employer first for requests related to your employment information.
You can also contact KeyWebHR at:
Email: keywebhr@gmail.com
We will assist with your request where applicable.
KeyWebHR is designed for businesses and their employees.
The app is not intended for children under 18 years of age.
We do not knowingly collect personal information from children under 18.
If you believe that a child has provided personal information to us, please contact us at:
keywebhr@gmail.com
We may update this Privacy Policy from time to time.
When we make changes, we will update the Effective Date shown at the top of this policy.
If we make important changes to this Privacy Policy, we may also notify users through the KeyWebHR app or website.
The latest version of this Privacy Policy will be available through our website:
If you have any questions, concerns, privacy requests, or complaints about KeyWebHR or the handling of your personal information, please contact us.
Company: KeyWebHR
Website: https://keywebhr.com
Email: keywebhr@gmail.com
Grievance Officer: [Grievance Officer Name]
Registered Address: [Registered Address]
We aim to respond to privacy-related requests and complaints within [30] days, subject to applicable laws and the complexity of the request.
For any questions about this Privacy Policy or KeyWebHR, please contact:
KeyWebHR
Website: https://keywebhr.com
Email: keywebhr@gmail.com