Privacy Policy

1 Information We Collect

We collect information in the following ways:

• Account Information: Name, email address, company name, and role when you sign up or are added as a user.
• Employee Data: Names, designations, departments, joining dates, salaries, attendance records, leave history, and documents uploaded by your HR team.
• Usage Data: Pages visited, features used, and interactions within the application for improving the product.
• Device & Log Data: IP address, browser type, operating system, and timestamps for security and debugging purposes.
• Payment Information: Handled entirely by Stripe. We do not store card numbers or payment credentials on our servers.
• Communications: Messages sent through our contact form or email support channels.

2 How We Use Your Information

We use the collected information to:

• Provide and operate the MyHR platform and its features.
• Generate AI-powered HR documents (letters, quotations) on your behalf using the data you provide.
• Process subscription payments securely through Stripe.
• Send transactional emails — task assignments, leave approvals, welcome emails.
• Respond to support requests and contact form submissions.
• Monitor system performance, security, and prevent abuse.
• Improve the product based on aggregate, anonymised usage patterns.

We do not use your data for advertising, selling, or sharing with third parties for their own marketing purposes.

3 Employee & HR Data

MyHR processes sensitive HR data on behalf of your organisation. As the organisation using our platform, you are the data controller and we act as a data processor. This means:

• Employee data (names, salaries, attendance, leaves, documents) belongs entirely to your organisation.
• We access this data only to provide the service — generating reports, letters, or analytics within your account.
• We do not use employee data across different customer accounts.
• When you terminate your subscription, your data can be exported and then deleted upon request.
• AI-generated documents (letters/quotations) use only the data you explicitly provide during generation and are stored only in your account.

4 Data Storage & Security

• Data is stored on secure servers. We use industry-standard encryption in transit (HTTPS/TLS) and at rest.
• Access to production databases is restricted to authorised Patrixel engineers only.
• Uploaded files (documents, avatars) are stored in a private cloud storage bucket with signed URL access.
• We perform regular security audits and keep dependencies updated.
• In the event of a data breach, we will notify affected users within 72 hours of discovery.

5 Sharing of Information

We share data only in the following limited circumstances:

• Service Providers: Stripe (payments), OpenRouter (AI generation), and cloud hosting providers — each bound by strict data processing agreements.
• Legal Requirements: When required by applicable Indian law, court orders, or governmental authorities.
• Business Transfers: If Patrixel is acquired or merges, your data may be transferred. You will be notified in advance.

We never sell your personal data or employee data to any third party.

6 Cookies & Tracking

• We use session cookies to keep you logged in. These are essential and cannot be opted out of while using the platform.
• We may use first-party analytics to understand how features are used — this data is anonymised and aggregated.
• We do not use third-party advertising cookies or tracking pixels.

7 Your Rights

You have the following rights regarding your data:

• Access: Request a copy of all personal data we hold about you.
• Correction: Update or correct inaccurate information.
• Deletion: Request deletion of your account and associated data.
• Portability: Export your data in a machine-readable format.
• Objection: Object to specific types of processing.

To exercise any of these rights, email hr@patrixel.com. We will respond within 30 days.

8 Data Retention

• Active account data is retained for as long as your subscription is active.
• On account termination, data is retained for 30 days to allow export, then permanently deleted.
• Payment records may be retained for 7 years as required by Indian financial regulations.
• Log files are purged after 90 days.

9 Third-Party Services

• Stripe — Payment processing. Subject to Stripe's Privacy Policy.
• OpenRouter — AI text generation for letters and quotations. Only the text you provide for generation is sent; no employee PII beyond what you include.
• Google Fonts — Font loading. Subject to Google's privacy terms.

10 Children's Privacy

MyHR is a business tool not intended for use by persons under 18 years of age. We do not knowingly collect personal data from minors. If you believe a minor's data has been entered, contact us for immediate deletion.

11 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top. For significant changes, we will notify active users by email at least 14 days before the change takes effect.

12 Contact Us

For any privacy-related questions, requests, or concerns:

• Email: hr@patrixel.com
• Company: Patrixel Digital Solutions
• Location: Vadodara, Gujarat, India