Privacy Policy

1. Who this applies to

This policy covers HIRD One ("we", "us", "the platform"), a recruitment, HR, and payroll product used by organizations ("customers") to manage their own staff, candidates, and clients. It applies to customer administrators and employees using the product, to candidates who apply through it, and to visitors of our marketing site.

2. What we collect

Depending on how HIRD One is used, we process:

• Account & employee data: name, email, phone, role, employment details, attendance, leave, and payroll records — entered by your organization to run HR and payroll.
• Candidate data: resumes, contact details, work history, and interview/assessment records submitted by or about job applicants.
• Client & CRM data: company and contact details entered by your organization about its own clients.
• Usage data: pages visited, features used, and device/browser information, collected via Google Analytics on our marketing site.
• Payment data: subscription billing is processed by Razorpay; we do not store full card numbers ourselves.

3. How we use it

• To provide the core product — recruitment pipelines, HR records, payroll processing, and reporting for your organization.
• To send transactional communications you or your organization request — payslip notifications, interview scheduling, password resets, and similar.
• To secure accounts — login audit trails, session management, and (where enabled) IP allowlisting.
• To improve the product and marketing site, using aggregated, non-identifying usage patterns.

4. Who we share it with

We don't sell personal data. Data is shared only with the specific third-party services a feature requires to function, and only when your organization has connected/enabled that feature:

• Razorpay — subscription billing and payment processing.
• Email/SMS/WhatsApp providers — your organization's own connected SMTP/IMAP account, or messaging providers, to send communications your organization initiates.
• AI providers — resume parsing and candidate-fit scoring, when an organization has AI features enabled, using only the data needed for that specific request.
• Hosting infrastructure — the servers that run the application and store the database.

5. Data residency & security

See our Security & Compliance page for the technical controls in place — branch/country data isolation, encrypted credential storage, audit logging, and session controls.

6. Your rights

Subject to applicable law, including India's Digital Personal Data Protection Act, 2023, you can request access to, correction of, or deletion of your personal data. An organization's administrator can export or delete candidate and employee records directly within the product; for anything else, contact us via the Contact page.

7. Data retention

We retain data for as long as your organization's account is active, plus a reasonable period afterward to meet legal, accounting, or dispute-resolution requirements. We delete organization data on request after account closure.

8. Changes to this policy

We'll update the effective date above when this policy changes, and post the updated version here.

9. Contact

Questions about this policy or your data — reach us via the Contact page.