Privacy Policy

HR Space ("HR Space", "we", "us") is an internal HR management platform built and operated by E2X Infotech ("E2X Infotech", "the Company") for its own employees. This Privacy Policy explains what data the HR Space web application and mobile app collect, why, how it is used, and the rights you have over it.

HR Space is not a public consumer product. Access is provisioned by E2X Infotech to its employees only; there is no public sign-up. By using HR Space you acknowledge this policy applies to your use of the platform as part of your employment.

1. Who We Are

E2X Infotech is the data controller for the personal data described in this policy. HR Space is self-hosted and operated by E2X Infotech — we do not use third-party analytics, advertising, or data-broker services inside the app.

2. Data We Collect

We collect the following categories of data as part of normal HR operations:

Account & Identity

• Full name, corporate and personal email address, phone number
• Employee code, department, designation, employment type and status, date of joining, manager assignment
• Login credentials (password is stored hashed; we never store it in plain text) and a device identifier used to enforce our per-account device limit

Personal & Emergency Details

• Date of birth, blood group, residential address
• Father's and mother's name, emergency contact number

Government & Financial Identifiers

• PAN card number and Aadhaar number
• Bank name and bank account number, used solely for payroll disbursement records

Documents You Upload

At your or HR's discretion, the following document types may be uploaded and stored against your employee record:

• Profile photo, offer letter, relieving letter
• Cancelled cheque, final marksheet, school certificate
• Salary slip, police verification certificate

Attendance & Location

• Clock-in and clock-out timestamps
• Precise device location (GPS coordinates) and a human-readable address, captured only at the moment you clock in or clock out — HR Space does not track or collect your location in the background or at any other time
• The public IP address of the device you clock in/out from
• Daily task-update notes you submit at clock-out, and attendance correction requests you file (including any reason and requested-time text)

Leave, Payroll & Tasks

• Leave applications, types, dates, reasons, and approval history
• Salary structure and payslip data: basic pay, HRA, allowances, EPF, deductions, net pay, and payroll history
• Tasks assigned to you, task status, time logs, comments, and reviews
• In-app notifications sent to your account

3. Why We Collect It

Every data point above is collected strictly to run core HR functions:

• Verifying identity and enforcing account/device security
• Recording and verifying attendance, and detecting attendance-policy exceptions
• Processing leave requests and approvals
• Calculating and disbursing salary, and generating statutory payroll records
• Maintaining employment records required under Indian labour and tax law
• Assigning and tracking work, and notifying you of relevant HR events

We do not use your data for advertising, and we do not sell or rent personal data to any third party.

4. Who Can See Your Data

Access inside HR Space is role-based. Your own records are visible to you; broader visibility (e.g. your team's attendance, or all employees' payroll) is limited to HR, Admin, Super Admin, or your direct manager, strictly as needed for their role. We do not share your personal data with external third parties, except:

• Our email delivery provider, solely to send you transactional notifications (e.g. leave approval, payslip emails) that you or HR trigger
• Where required to comply with a legal obligation, court order, or governmental request

5. Data Storage & Security

Data is stored on servers operated by or on behalf of E2X Infotech. We apply reasonable technical safeguards — encrypted transport (HTTPS/TLS) for all app traffic, hashed password storage, and role-based access control — appropriate to the sensitivity of the data described above.

6. Data Retention

We retain your personal data for as long as your employment with E2X Infotech continues, and afterwards for as long as necessary to meet our legal, tax, and statutory record-keeping obligations under applicable Indian law (including payroll and tax records). Once those obligations lapse, data is deleted or anonymised. Exact retention periods for a given record type are available from HR on request.

7. Your Rights & Deletion Requests

You may request access to, correction of, or deletion of your personal data by contacting HR or emailing e2xinfotech@gmail.com. See our Data Deletion page for the full process. Note that some records (e.g. statutory payroll and tax records) cannot be deleted while a legal retention obligation applies, and deleting your account will end your access to HR Space.

8. Location Permission

The HR Space mobile app requests location access solely to timestamp and geo-tag your clock-in / clock-out action, so attendance records reflect where you were when you marked attendance. Location is read once per clock-in/out action; the app does not run background location tracking, and does not access your location for any purpose other than attendance marking.

9. Children's Data

HR Space is an employee platform and is not directed at, or knowingly used by, children. We do not knowingly collect data from anyone under the age of 18.

10. Governing Law

This policy is governed by the laws of India, including the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 and rules made thereunder.

11. Changes to This Policy

We may update this policy as HR Space evolves. Material changes will be reflected by updating the "Last updated" date above, and where appropriate, communicated to employees directly.

12. Contact Us

For any privacy question or request, email e2xinfotech@gmail.com or contact your HR representative directly.