Hrms Anusaya

1What the app does

Hrms Anusaya lets employees handle day-to-day HR tasks from their phone:

• Attendance punch in and out, checked against your office location (geofence) and office network set by your employer.
• Attendance history, your monthly calendar and punch log.
• Leave, applying for leave and viewing your balances and requests.
• Regularisation, asking to correct a missed or wrong attendance entry.
• Approvals, for managers who approve leave and regularisation requests from their team.
• My Team, for managers to see their team’s attendance for the day.
• Payslips, viewing and downloading your released payslips as PDF files.
• Notices, holidays and celebrations published by your organisation.
• Profile, your personal and job details, profile photo, password and appearance settings.
• Notifications, such as a “download complete” note for payslips and, where your employer enables them, push notifications about requests and notices.

2Who is responsible for your data

Your employer decides which features you can use and which HR records are kept about you. Your employer is responsible for that employment data. Anusaya provides and operates the app and the servers it talks to, and processes the data on your employer’s behalf and under its instructions.

For questions about your HR records (for example your salary, leave balance or attendance rules), contact your employer’s HR team first. For questions about the app itself, contact us using the details in section 13.

3Information we collect

Information from your employer’s HR system

When you sign in, the app shows information your employer already holds about you: your name, employee code, company, designation, department, grade, work location, manager, employment type and dates, email address, phone number, date of birth, gender, a masked national ID number, your profile photo, attendance, leave, regularisation and payslip records, and the menu permissions your role allows.

Information you provide in the app

• Your username and password when you sign in or change your password. Passwords are sent to our server over an encrypted connection and are not stored on the phone.
• Leave applications and regularisation requests, including dates, reasons and comments you enter.
• Approval decisions and comments, if you are a manager.
• A profile photo, if you choose to take or select one.

Information collected when you punch in or out

• Precise location: latitude, longitude and the accuracy of the reading, taken once at the moment you tap Punch. The app does not track your location in the background or at any other time.
• Whether the reading came from a fake-location (“mock location”) app.
• The time of the punch and the public network address the request comes from, so the server can check the office network rule.
• An app-generated device ID (see below).

Device information

• A random ID the app creates when it is first installed. It is used to recognise your phone for sign-in device limits, your list of signed-in devices, and the device check on punches. It is not your phone’s hardware ID or advertising ID.
• Your phone’s model and Android version (for example “Pixel 7 · Android 14”), shown in your list of signed-in devices.
• The installed app version, used to tell you when an update is required.
• Where push notifications are enabled, a push token issued by Google Firebase Cloud Messaging so we can deliver notifications to your phone.

What we do not collect

The app does not read your contacts, call logs, SMS, calendar, microphone or files other than the photo you pick. It does not use your fingerprint or face. It does not contain advertising and does not use advertising IDs or third-party analytics.

4Device permissions

Android asks for your consent before the app can use location, notifications, the camera or your photos. You can refuse, and you can change your choice at any time in your phone’s Settings under Apps › Hrms Anusaya › Permissions. Some permissions are granted automatically when you install the app and do not show a prompt; they are listed here too.

5How we use information

• To sign you in, keep you signed in securely, and enforce the device limits your employer sets.
• To record attendance punches and check them against your employer’s location, network, device and time rules.
• To submit and track leave and regularisation requests and route them to the right approver.
• To show your attendance, leave, payslips, notices, holidays and team information.
• To send notifications you have allowed.
• To tell you when a newer version of the app is required.
• To keep the service secure, prevent misuse such as fake-location punches, and fix problems.

We do not sell your personal information, use it for advertising, or use it for any purpose unrelated to providing the HR service to you and your employer.

6Sharing

• Your employer, including HR administrators and your managers, according to the roles your employer has set up. For example, your manager sees your leave requests and your attendance for the day.
• Service providers that help us run the service, such as the provider that hosts our servers and, where push notifications are enabled, Google Firebase Cloud Messaging. They may only use the data to provide their service to us.
• Authorities, when we are required to by law or to protect the rights, property or safety of users or others.

We do not share your data with advertisers or data brokers.

7Storage and security

• All communication between the app and our servers is encrypted with HTTPS.
• On your phone, sign-in tokens and your saved profile are kept in Android’s encrypted keystore. The app excludes its data from Android cloud backups.
• Signing out removes your sign-in tokens and saved profile from the phone. Payslip PDFs you saved to your Downloads folder stay there until you delete them.
• Your HR records are stored on servers that Anusaya operates through its hosting provider, with access limited to authorised staff and to the users your employer allows.

No method of transmission or storage is completely secure, but we work to protect your information using industry-standard safeguards.

8Retention

We keep your HR records for as long as your employer uses the service and as required by your employer’s policies and applicable employment, tax and payroll laws. Punch location data is kept as part of your attendance record, for as long as your employer keeps that record. When your employer stops using the service, or asks us to delete data, we delete or anonymise it within a reasonable time, except where the law requires us to keep it longer.

9Your rights and choices

Depending on where you live, including under India’s Digital Personal Data Protection Act, 2023, you may have the right to access, correct or erase your personal data, to withdraw consent, and to raise a grievance. You can:

• Turn off location, notification, camera or photo access at any time in your phone’s Settings.
• Ask your employer’s HR team to correct your HR records.
• Ask for your account and its data to be deleted, as described in section 10.
• Uninstall the app to stop all collection from your phone.
• Raise a grievance with our Grievance Officer (section 13). If you are not satisfied with how we resolve it, you may complain to the Data Protection Board of India.

10Deleting your account

Your Hrms Anusaya account is created by your employer and is part of your employer’s HR records, so a request to delete it is confirmed with your employer. To ask for your account and its data to be deleted:

1. Email developer@anusayas.com with the subject “Hrms Anusaya account deletion”, from the email address your employer has on record for you. Give your name, employee code and company. You can also ask your employer’s HR team to raise the request with us.
2. We confirm the request with your employer.
3. We delete your account and write back to tell you what was deleted and what had to be kept, and why.

What is deleted

Your sign-in account, your signed-in devices and their app-generated device IDs, your push notification tokens, and your profile photo.

What may be kept

Attendance records (including punch locations), leave, regularisation and payslip records that your employer, or employment, tax and payroll law, requires to be kept. They are kept only for as long as that requirement lasts, and are then deleted or anonymised.

Signing out or uninstalling the app removes everything the app stores on your phone, apart from payslip PDFs you saved to your Downloads folder.

11Children

The app is for employees and is not directed at children under 18. We do not knowingly collect data from children.

12Changes to this policy

We may update this policy when the app or the law changes. We will post the new version at this address and change the effective date above. For significant changes we will also tell you in the app.

13Contact us

This policy is published at https://www.anusayas.com/hrms/privacy-policy/.