Key points
- HRMS is operated by Ambe AI Technologies Pvt. Ltd. (“we”, “us” or “our”) for client companies (“Companies”) that use it to manage their employees.
- Your employer decides what employee data is collected and why. We process that data on your employer’s behalf.
- We collect location and IP address only when you punch in or out, not continuously.
- We do not sell personal data.
- To access, correct or delete your data, contact your employer’s HR team first. We will support the Company in responding to your request.
01About this policy
This policy explains how personal data is collected, used, stored and shared when you use the HRMS website and app. It applies to employees, administrators, managers, HR users and job candidates.
We process personal data in accordance with applicable law, including India’s Digital Personal Data Protection Act, 2023, to the extent applicable.
02Who is responsible for your data
Your employer (the Company) decides the purposes and means of processing employee data and acts as the Data Fiduciary for that data.
We provide the platform and process employee data on the Company’s behalf under a written agreement. We act as the Data Processor for that data.
We are responsible for personal data we collect for our own purposes, such as security logs, support requests and billing contacts.
Each Company configures its own policies in Settings, including attendance rules, leave types, shifts, payroll components and retention periods. These Company settings, rather than HRMS defaults, determine how employee data is handled.
03Data we process
- Profile data: name, employee ID, contact details, date of birth, joining date, department, designation and reporting manager.
- Attendance data: punch-in and punch-out times, shift, late marks, half days, missed punches, manual attendance requests, live attendance status and attendance logs.
- Location and IP data: IP address and location captured at punch-in and punch-out to help verify where attendance was marked.
- Leave and time-off data: leave, work-from-home and comp-off requests, balances and holiday calendars.
- Payroll data: salary structure, salary slips, bank details, PAN, reimbursements, advances, TDS, Professional Tax, PF/ESI details and gratuity records.
- Performance data: appraisal ratings, goals and monthly performance dashboard information.
- Employment lifecycle data: onboarding records, exit and settlement records, and company assets assigned to you.
- Documents: employee, company and onboarding documents uploaded by you or the Company.
- Recruitment data: candidate details, resumes, interview feedback and offer records.
- Account and technical data: login details (passwords are stored in hashed form), role, device and browser information, and activity logs.
- Communications: notifications and reminders such as birthdays, work anniversaries, approvals and payslip alerts.
04How we use your data
- To run attendance, leave, payroll and other HR processes on your employer’s instructions.
- To calculate and generate salary, taxes, deductions and reports.
- To verify identity and secure access through role-based login.
- To send service notifications and reminders.
- To provide reports and dashboards to authorized users.
- To maintain security, prevent fraud and investigate misuse.
- To provide support, fix errors and improve the platform, using aggregated or anonymised data where possible.
- To comply with legal obligations.
05Location and IP address
Location and IP address are captured only when you punch in or out, to help verify attendance.
The Company can choose in Settings whether to capture this information and how to handle punches outside the permitted area—for example, allow, flag or block them.
We do not track your location continuously or when you are not punching in or out.
Your employer should inform you about this capture. Contact your HR team if you have questions about how the information is used.
06Who can see your data
Access is role-based. Employees can see their own data. Managers can see their team’s data. HR users and administrators can access data according to the permissions assigned by the Company.
Sensitive fields such as salary, bank details and PAN require additional permission and may be masked.
Our staff access Company data only when necessary to provide support or maintain the service. Such access is logged.
08Data isolation
Each Company’s data is kept separate from every other Company’s data. Users belonging to one Company cannot view another Company’s data.
09Data retention
Retention periods are configured by each Company, subject to applicable legal requirements. Payroll, tax and statutory records are retained for the period required by law.
Ex-employee data is retained for the period configured by the Company and is then deleted or anonymised, subject to legal retention requirements.
Recruitment data for candidates who are not hired is retained for [X] months unless the candidate requests deletion or a different period is required by law.
When a Company ends its agreement with us, we return or delete its data within [X] days, except where retention is required by law.
Backups are isolated and deleted according to a fixed schedule.
10Security
We use security measures such as encryption, access controls, audit logs, hashed passwords, secure storage and regular reviews. No system is completely secure, so we cannot guarantee absolute security.
Please keep your password confidential and sign out when using shared devices.
11Data breaches
If a breach affects personal data, we will notify the affected Company without undue delay so it can meet its legal obligations. Where required by law, we or the Company will notify the Data Protection Board of India and affected individuals.
12Your rights
Subject to applicable law, you may ask to:
- Know what data is held about you and obtain a copy.
- Correct inaccurate or incomplete data.
- Request deletion, subject to legal retention duties.
- Withdraw consent where processing is based on consent. This does not affect processing carried out lawfully before withdrawal.
- Nominate someone to exercise your rights if you die or become unable to act.
- Raise a grievance.
Because your employer controls your employee data, please send these requests to your employer’s HR team first. We will help the Company respond. You can also contact us directly at info@ambetechnologies.com, and we will direct your request to the appropriate party.
13Candidates
If you apply for a job through a Company’s recruitment module, your data is processed for that Company’s hiring decisions. Contact the Company to request correction or deletion of your application.
14Age
HRMS is intended for people aged 18 and over. If a Company engages anyone under 18, the Company is responsible for obtaining any consent required by law.
16Fraud warning
We will never ask for your password or OTP by message or phone call. Report suspicious messages to info@ambetechnologies.com.
17Changes to this policy
We will post updates to this policy with a revised date and notify Companies of material changes.
18Contact and grievance officer
Grievance Officer: Harish Chopkar
Email: itadmin@ambetechnologies.com
Address: 1st Floor, Plot No. 5, Metro Station, Near Subhash Nagar Road, opposite Metro Pillar No. 150, Nagpur, Maharashtra 440036
Questions about your account? Start with your employer’s HR team.
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