Privacy Policy

Effective Date: 16/04/2026

This Privacy Policy describes how ETN Solutions Pvt. Ltd. collects, uses, and protects personal and organizational data through its HRMS (Human Resource Management System) platform. We are committed to maintaining the confidentiality, integrity, and security of employee data.

1. Scope of Policy

This policy applies to all users of the HRMS system, including employees, administrators, and authorized personnel accessing the platform via web or mobile applications. It governs the collection, processing, storage, and sharing of data within the system.

2. Information We Collect

The HRMS system collects the following categories of data:

Personal details (name, email, phone number, employee ID)
Employment details (designation, department, joining date)
Attendance and work logs
Location data for geo-based attendance validation
Biometric authentication (device-level only, not stored on servers)
Uploaded documents (salary slips, support files, attachments)

3. Purpose of Data Collection

We collect and use data for the following purposes:

Employee attendance and workforce management
Payroll processing and salary management
Leave tracking and approval workflows
System security and authentication
Improving application performance and features

4. Application Permissions

The HRMS mobile app requires certain permissions:

Internet: Enables real-time data synchronization
Camera: Used for face attendance and profile updates
Location (Including Background Location): The app collects location data in the foreground and background to validate attendance during active shift hours. Background location is collected only while an active attendance session is running — it is never collected outside of shift hours or without prior user consent. A prominent disclosure is shown before this permission is requested. Location data is transmitted to your organization's HR system solely for attendance verification and payroll compliance.
Biometric: Secures app access via fingerprint/Face ID
Storage: Allows document uploads and downloads

These permissions are strictly used for operational functionality and not for tracking beyond defined purposes.

5. Data Processing & Legal Basis

Data is processed based on legitimate business requirements, employment contracts, and compliance obligations. The system ensures that only relevant and necessary data is processed.

5A. Background Location Data

What we collect: Device GPS coordinates during active attendance sessions.

When we collect it: Only after the user explicitly initiates a Check-In action. Collection stops automatically when the user performs Check-Out or the shift ends.

Why we collect it: To verify that the employee is present at the correct location during their recorded work hours, as required by the employer's attendance policy.

Who we share it with: Location data is shared exclusively with the authorized administrators of your employing organization via the ETN Solutions HRMS platform. It is never sold, shared with advertisers, or disclosed to any third party outside your organization.

How to stop collection: You can revoke the "Allow all the time" location permission at any time through your device Settings → Apps → Kashvi HRMS → Permissions → Location. Revoking this permission will disable background attendance tracking.

6. Data Security

We use industry-standard security measures including:

HTTPS encryption for all communications
Secure authentication and access controls
Role-based data access
Regular system monitoring and updates

7. Data Storage & Hosting

Data is securely stored on cloud-based or enterprise-grade servers with restricted access. We ensure compliance with security standards to prevent unauthorized access or breaches.

8. Data Sharing

We do not sell personal data. Data may only be shared:

With authorized company administrators
With service providers under strict agreements
When required by law or regulatory authorities

Location data specifically is shared only with your employer's HR administrators through the HRMS platform. Location data is never sold, used for advertising, or shared with third-party marketing services.

9. Data Retention

Data is retained only as long as necessary for business operations and legal compliance. After this period, data is securely deleted or anonymized.

10. User Rights

Users have the right to:

Access their personal data
Request correction of incorrect data
Request deletion where applicable
Restrict or object to data processing
Revoke location or notification permissions at any time via device Settings
Request deletion of your location history by contacting etns.info@etns.co.in

11. Cookies & Tracking

The HRMS web platform may use cookies to improve user experience and monitor performance. Cookies do not collect sensitive personal data and can be controlled through browser settings.

12. Third-Party Services

We may use third-party services such as cloud hosting and analytics providers. These providers are bound by strict confidentiality and data protection agreements.

13. Children's Privacy

The HRMS system is intended for organizational use only and is not designed for individuals under the age of 18.

14. Updates to Policy

This Privacy Policy may be updated periodically. Changes will be posted on this page with an updated effective date.

15. Contact Us

For any questions regarding this Privacy Policy:

ETN Solutions Pvt. Ltd.
Email: etns.info@etns.co.in
Website: https://hrms-info.etns.co.in/