Privacy Policy
1Overview
Wrkhive (“we”, “our”, “us”), operated by eSales Software Solutions LLP, operates the Wrkhive platform at wrkhive.com and portal.wrkhive.com. This Privacy Policy explains how we collect, use, store, and protect personal information when you use our Platform as an Organization, Admin, Manager, or Employee/User.
By registering or using the Platform, you consent to the data practices described in this policy. Where an Organization uses Wrkhive to manage its own employees’ data, the Organization acts as the Data Controller/Fiduciary, and Wrkhive acts as the Data Processor, processing such data only on the Organization’s instructions.
2Data We Collect
2.1 Account & Organization Data
- Name, email address, phone number, company name, password
- Billing address, GST details. Card, UPI, and net banking details are captured and processed directly by our payment gateway partner. Wrkhive does not receive or store your full card number, CVV, or net banking credentials.
2.2 Employee & Work Data (entered by your Organization)
- Task, project, and Kanban board data
- Timesheet and daily attendance (punch-in/out) records
- Leave requests, approvals, and balances
- HR lifecycle data: recruitment, onboarding, appraisal, and offboarding records
- Asset allocation records (e.g. which device is assigned to which employee)
- CRM data: leads, clients, follow-ups, and invoicing information
2.3 Automatically Collected Data
- IP address, browser type, and operating system
- Pages visited, time spent, and click patterns
- Device identifiers and session data
- Cookies and similar tracking technologies
2.4 Data from Third-Party Integrations
If you connect third-party tools (e.g. biometric attendance devices, accounting software, communication platforms) to Wrkhive, we may receive information from those services as authorized by you.
3How We Use Your Data
| Purpose | Data Used | Who It Applies To |
|---|---|---|
| Creating and managing user accounts | Registration data, contact information | All users |
| Task, project, and timesheet management | Task, timesheet, and attendance data | Organizations, Users |
| Leave management and approvals | Leave requests, balances, approval records | Organizations, Users |
| HR lifecycle management | Recruitment, onboarding, appraisal, offboarding data | Organizations, Admins |
| Billing, invoicing, and CRM | Client, billing, and CRM data | Organizations |
| Generating reports (e.g. payable days) | Attendance, leave, and timesheet data | Organizations |
| Platform analytics and improvement | Usage data, session logs | All users |
| Sending platform notifications and updates | Email address, phone number | All users |
| Compliance with legal obligations | As required by law | All users |
4Data Sharing & Disclosure
We do not sell your personal data. We share data only in the following circumstances:
4.1 Within Your Organization
Data entered into Wrkhive (e.g. HR/employee records, tasks, timesheets) is visible to authorized Admins, Managers, and Users within your Organization’s workspace, based on the roles and permissions your Organization configures.
4.2 With Service Providers
We may share data with trusted third-party service providers who process data on our behalf under confidentiality agreements and data processing terms, including cloud hosting providers, analytics and email delivery services, and our payment gateway partner, which processes card, UPI, and net banking transactions on our behalf under its own PCI-DSS compliant infrastructure.
4.3 Legal Requirements
We may disclose data if required by law, court order, or government authority, or to protect the rights, property, or safety of Wrkhive, our users, or the public.
4.4 Business Transfers
In connection with a merger, acquisition, restructuring, or sale of assets, data may be transferred, subject to standard confidentiality arrangements.
5Data Storage & Security
All data is stored on secure servers hosted in India or within cloud infrastructure compliant with applicable data protection regulations. We implement industry-standard security measures including:
- SSL/TLS encryption for data in transit
- Encrypted storage for sensitive HR and billing data
- Role-based access controls limiting data access by job function
- Regular security audits and vulnerability assessments
- Two-factor authentication for administrative accounts
Payment card and net banking data is handled exclusively within our payment gateway partner’s PCI-DSS compliant environment and is never stored on Wrkhive’s own servers.
While we take all reasonable precautions, no digital system can be guaranteed 100% secure. In the event of a data breach affecting your rights, we will notify you as required by applicable law.
7Your Data Rights
Depending on your location and applicable laws, you may have the following rights regarding your personal data:
Right to Access
Request a copy of the personal data we hold about you.
Right to Correct
Request correction of inaccurate or incomplete data in your profile.
Right to Delete
Request deletion of your personal data, subject to legal retention obligations.
Right to Restrict
Request restriction of certain data processing activities.
Right to Portability
Receive your data in a structured, machine-readable format.
Right to Object
Object to processing of your data for marketing or analytics purposes.
To exercise any of these rights, contact us at support@wrkhive.com. We will respond within 30 days of receipt. Where you are an Employee/User of a Wrkhive Organization, please direct data requests to that Organization first, as they control the data.
8Children’s Privacy
The Platform is intended for use by working professionals (18 years of age or older). We do not knowingly collect personal data from individuals under 18. If you believe a minor’s data has been submitted to the Platform, please contact us immediately at support@wrkhive.com so we can remove it.
9Third-Party Links
The Platform may contain links to third-party websites or integrations (e.g. YouTube, LinkedIn, payment gateways, biometric devices). We are not responsible for the privacy practices or content of those third-party sites. We encourage you to review the privacy policies of any external services you connect.
10Data Retention
We retain personal data for as long as necessary to provide Platform services and fulfil the purposes described in this policy, or as required by applicable law. Specifically:
- Active Organization and User data is retained for the duration of your subscription.
- HR and payroll-related records may be retained for up to 1 year for statutory recordkeeping and audit compliance purposes.
- Upon subscription termination, Customer Data will be retained for up to 90 days to allow for export, after which it may be permanently deleted, unless a longer retention period is required by law.
11Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or a Platform notification. Continued use of the Platform after an updated policy is posted constitutes your acceptance of the changes.
The “Last Updated” date at the top of this page reflects the most recent revision.
12Contact & Grievance Officer
For privacy-related queries, data access requests, or to report a concern, please contact our Grievance/Data Privacy Officer, appointed in accordance with the Information Technology Act, 2000 and rules made thereunder:
Data Privacy Officer – Wrkhive
We aim to respond to all privacy-related requests within 30 calendar days.