Privacy Policy

1. Introduction

AiroHR Technologies Private Limited (“we,” “us,” or “our”) is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our software applications.

By using our services, you consent to the data practices described in this policy.

2. Data We Collect

We may collect information in several ways:

• Personal Data: Name, email address, phone number, and professional details provided during registration.
• Employee Data: Attendance logs, salary structures, and KYC documents uploaded by employers/employees.
• Device Information: IP address, browser type, and location data (if GPS attendance is enabled).

3. How We Use Data

Your information allows us to provide a seamless HR experience, including:

• Calculating accurate payroll and attendance.
• Generating statutory compliance reports (PF/ESI).
• Sending automated notifications and payslips.
• Improving our software performance and security.

4. Data Security

We implement industry-standard security measures, including SSL encryption and secure cloud storage, to protect your data from unauthorized access, alteration, or disclosure. However, no method of transmission over the internet is 100% secure.

5. Data Sharing

We do not sell your personal data. We may share information with:

• Cloud service providers (for hosting).
• Government authorities (when required for statutory filings).
• Legal entities (if required by law).

6. Cookies

Our website uses cookies to enhance user experience and analyze traffic. You can choose to disable cookies through your browser settings, but it may affect some functionalities of our platform.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide you services and comply with legal obligations.

8. Your Rights

Users have the right to access, correct, or request the deletion of their personal data. Employers are responsible for the data of their respective employees as the primary data controllers.

9. Mobile App Permissions

The AiroHR Android app requests the following device permissions. Each is used only for the purpose stated and never for advertising, profiling, or background tracking.

• Camera. Used only when you tap a photo upload field (profile photo, KYC document, attendance photo). Photos are never accessed in the background.
• Storage. Used to save documents you download (payslips, reports) to your device’s public Download/AiroHR folder. On Android 10 and above no storage permission is required.
• Notifications. Used to alert you about leave approvals, attendance reminders, and other workflow events. You can disable notifications in Android settings without affecting other app functionality.
• Location. Captured only at the moment of an attendance punch when your employer has enabled geofencing. No continuous or background location tracking.
• Internet. Required to communicate with airohr.com servers.

The app does not collect any personal data on its own — it is a secure window onto your employer’s AiroHR account. All data handling described above happens on airohr.com under the controls in sections 2–8.

10. Face Data & Biometric Information (Airo Lens)

When your employer enables Airo Lens, the AiroHR app can mark your attendance using face recognition with the device’s camera. This section explains exactly how that face data is handled.

• Explicit consent first. Your face is never captured until you have read the in-app notice and tapped “I agree.” You can withdraw consent at any time from within the app.
• On-device processing. Face matching happens on your phone. We convert your face into a mathematical template (a numeric “embedding”) used only to verify it is you. We do not store photographs of your face — raw images are discarded once the template is created.
• Purpose limitation. Face data is used only to mark your attendance and to prevent proxy (“buddy”) punching. It is never used for advertising, profiling, surveillance, or any other purpose.
• Liveness / anti-spoofing. A liveness check confirms a real, live person is present, so a photo or video cannot be used to mark attendance.
• Security. Your face template is encrypted in transit and at rest, stored only against your employee record, and access is logged.
• No sharing or sale. Face templates are never sold or shared with third parties or advertisers.
• Retention & erasure. Your face template is deleted when you withdraw consent, when you leave the organisation, or when it is no longer needed for attendance — whichever is earliest. You can erase it yourself anytime via Delete my face data in the app, or by emailing admin@airohr.com.
• Your rights (DPDP Act 2023). You may access, correct, or request deletion of your face data, and raise a grievance with our Data Protection contact in section 11.

Camera access for Airo Lens is used only at the moment you mark attendance — there is no background or continuous camera use.

11. Contact Us

If you have questions about this Privacy Policy, please contact our data protection team: