Privacy Policy

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Privacy Policy

How we collect, use and protect personal data in Karyonix HRMS and on this website.

Effective date: 01-May-2026

This Privacy Policy explains how Skysphere Infosoft LLP ("Karyonix", "we", "us") handles personal data for Karyonix HRMS and the karyonix.in website. It is written to meet the Digital Personal Data Protection Act, 2023 ("DPDP Act").

1. Our Two Roles

For website visitors and our customers' account contacts, we decide how their data is used. We are the Data Fiduciary.
For employee data that a customer enters into Karyonix HRMS, the customer (the employer) decides how it is used. The employer is the Data Fiduciary and we are its Data Processor. If you are an employee, please contact your employer first about your data.

2. Data We Collect

Website visitors

Details you send through the contact or call-back forms: name, email, phone number, company and your message.
Usage data from Google Analytics: pages visited, device and browser type, and approximate location.

Customers (the people who sign up and manage an account)

Name, email, phone number, company name and address, and login details.
Plan, billing and invoice records. Payments are handled by payment gateways; we receive the result and a transaction reference, not your full card or bank details.
Messages you send us for support.

Employee data entered by our customers

Depending on the features the employer uses, this can include:

Identity and contact details: name, employee number, work and personal email and phone, address, date of birth, gender, marital status and profile photo.
Job details: department, designation, office location, shift, reporting manager, joining, probation, notice and exit dates, and employment status.
Pay details: salary and CTC, allowances, payroll, increments, pre-payments and expense claims.
Attendance: clock-in and clock-out times, breaks and correction requests. If the employer turns it on, the location at clock-in, shown on a map to the employer.
Biometric attendance: if the employer connects biometric devices, the employee's device user or card number and the punch records (time and device).
Leave, holidays, assets issued, documents uploaded, letters, appreciations, warnings, complaints, resignations and survey answers.

Technical data for everyone who signs in

3. How We Use the Data

To provide, run and support Karyonix HRMS for our customers.
To create and secure accounts, and to prevent fraud and misuse.
To process subscriptions, invoices and taxes.
To answer enquiries and support requests.
To send service emails, such as password resets, alerts and billing notices.
To understand how the website is used and improve it.

We use employee data only to provide the Service on the employer's instructions. We do not sell personal data, and we do not use employee data for advertising.

4. Consent and Lawful Basis

We process website and customer data with your consent or for legitimate uses the DPDP Act allows, such as providing a service you asked for. Employers are responsible for giving their employees notice and obtaining any consent needed before entering employee data, including location and biometric attendance data.

5. Who We Share Data With

We share personal data only with service providers that help us run Karyonix HRMS, under contracts that require them to protect it:

Hosting and storage: [hosting provider and region].
Payment gateways (such as Razorpay, Stripe or PayPal) to take payments.
Email delivery providers to send service emails.
Map providers (such as Google Maps or OpenStreetMap) to show clock-in locations.
Google Analytics, for website visits only.

We may also disclose data when the law, a court or a government authority requires it, or to protect our rights or users' safety. If our business is sold or merged, data may move to the new owner under this policy.

6. Cookies

The website and the app use a small number of cookies and similar storage:

Essential: to keep you signed in and to protect forms against forgery. The app does not work without them.
Preferences: to remember your language and light or dark theme.
Analytics: Google Analytics cookies on the public website, to count visits. You can block these in your browser settings.

7. How Long We Keep Data

Account and employee data: for as long as the customer's account is active. After an account ends, the customer has 30 days to export it, then we delete it, except for anything the law requires us to keep.
Billing records: as long as tax and accounting laws require.
Website enquiries: as long as needed to answer and follow up, then deleted.

8. How We Protect Data

All traffic to karyonix.in is encrypted with HTTPS.
Passwords are stored as one-way hashes, never as plain text.
Each company's data is kept separate, and role-based permissions limit who can see what inside a company.
Access to our servers is limited to staff who need it.

No system is completely secure. If a personal data breach occurs, we will notify affected customers and the Data Protection Board of India as the DPDP Act requires.

9. Your Rights

Under the DPDP Act you can:

ask what personal data we hold about you and how it is used;
ask us to correct, complete, update or erase it;
withdraw consent you have given, which does not affect use made before you withdrew it;
nominate someone to exercise your rights if you die or become unable to;
raise a grievance with us, and then with the Data Protection Board of India if you are not satisfied.

Employees should send requests about HR data to their employer, who controls it. We will help the employer respond.

10. Children

Karyonix HRMS is for businesses and is not meant for anyone under 18. We do not knowingly collect children's data from the website.

11. Changes to This Policy

We may update this policy. We will post the new version on this page with a new effective date, and tell customers by email or in the app about material changes.