Privacy Policy

JikanHR ("JikanHR", "we", "us", "our") is a cloud-based Human Resource Management System (HRMS), currently operated by an individual/sole proprietor based in India. This policy applies to the JikanHR marketing website (jikanhr.com), the tenant web portal (your organization's subdomain), the JikanHR mobile app (Android and iOS), and the Organization Admin portal.

JikanHR is provided to your employer or organization (the "Customer") as a paid HR platform under a subscription agreement. In most cases your employer is the Data Controller / Data Fiduciary of your employment information, and JikanHR acts as a Data Processoron their behalf, processing data strictly to deliver the HRMS functionality the Customer has configured. Questions about how a specific employer uses your data should first be directed to your organization's HR team.

2.1 Data provided directly

• Account & identity data — name, email address, employee code, role, and organization. Your password is stored using industry-standard hashing and is never visible to JikanHR staff.
• Profile & qualification data — date of birth, gender, marital status, nationality, address, emergency contact, bank details for payroll, education/qualification records, and previous employment history you or your HR team enter.
• Attendance data — punch in/out timestamps and, where your organization enables geo-fenced attendance, your device's GPS location at the moment you punch in or out. Location is only accessed when you actively mark attendance, never tracked in the background.
• Leave & approvals data — leave applications, balances, approval history, and any documents you attach to a leave request.
• Expense & travel data — claim amounts, categories, and receipt photos you capture or upload.
• Payroll data — where your employer uses JikanHR's payroll module, salary structure and payslip data are processed on their behalf; visible only to you and your organization's authorized Finance/HR admins.
• Documents — identity proof, address proof, offer letters, and other HR documents uploaded by you or your organization.

2.2 Data collected automatically

• Usage data — pages visited, features used, timestamps.
• Device & technical data — IP address, browser type, operating system, app version, and a push-notification token (so we can deliver approval and reminder notifications).
• Log data — server access logs retained for security and debugging.

2.3 Payment data

We do not store your card numbers, bank account details, or UPI credentials. All subscription payments on JikanHR are processed directly by Razorpay, our payment partner, under their own PCI-DSS–compliant environment. We only receive a payment confirmation reference, the amount, and the payment status from Razorpay — see Section 10 for details.

We use the information above only to operate the HRMS functionality your organization has enabled, including to:

• Record and verify attendance, leave, expense, travel, and payroll activity;
• Route approvals to the correct manager, HR, or Organization Admin, including configured routing types (sequential, parallel, or amount-based) and SLA escalation reminders;
• Send you notifications about items awaiting your action (approvals, reminders, notices, probation reminders);
• Process your organization's subscription payments and maintain billing records;
• Maintain the security of your account and detect misuse or unauthorized access;
• Provide customer support and improve the reliability of the product; and
• Comply with applicable Indian law, including the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023.

We do not sell your personal data, and we do not use your HR data to serve third-party advertising or for automated profiling that produces legal or significant effects about you.

4.1 Within your organization

The HR, Finance, and admin roles your employer has assigned see the data relevant to their role, as configured by your employer. This is the core function of the HRMS.

4.2 With our service providers

We share data with trusted third parties only as necessary to operate our services:

• Razorpay — subscription payment processing (subject to Razorpay's Privacy Policy).
• Cloud hosting providers — server infrastructure, database hosting, and file storage.
• Apple / Google push-notification infrastructure — to deliver mobile app notifications.
• SMTP / email providers — transactional email delivery.

All service providers are contractually bound to process data only on our instructions and to maintain appropriate security measures.

4.3 Legal requirements

We may disclose personal data to government or law enforcement authorities if required by law, court order, or to protect the rights, property, or safety of JikanHR, our Customers, or the public.

4.4 Business transfers

In the event of a merger, acquisition, or sale of assets, data may be transferred as part of that transaction. We will notify affected Customers before data becomes subject to a different privacy policy.

Your data is stored on secure cloud infrastructure, isolated per tenant so one organization's data is never visible to another. We implement the following security measures:

• Passwords are hashed using industry-standard algorithms and are never stored in plain text;
• All communications between your browser/app and our servers are encrypted over HTTPS/TLS;
• Admin access to sensitive data (documents, payroll, payment records) is role-restricted;
• API routes are protected with token-based authentication, scoped to the correct tenant;
• Database credentials and API keys are stored as environment variables, never in source code; and
• Server logs are monitored for suspicious activity.

While we take reasonable precautions, no system is 100% secure. In the event of a data breach likely to result in high risk to your rights and freedoms, we will notify affected Customers without undue delay.

• Account & HR data — retained for as long as your account and your organization's subscription are active.
• Payroll & statutory records — retained in line with Indian labour and tax law record-keeping requirements, even after an employee exits.
• Payment records — retained for the period required under applicable Indian financial regulations.
• Server logs — retained for up to 90 days for security purposes.

Your organization's administrator can request deletion of an employee's data, or of the organization's data on termination of the subscription, in line with our data processing terms and subject to the legal retention periods above.

Depending on your location and applicable law (including India's Digital Personal Data Protection Act, 2023), you may have the right to:

• Access — request a copy of the personal data we hold about you;
• Correction — update or correct inaccurate data via your profile, or ask HR to do so;
• Erasure — request deletion of your account and associated data, subject to legal retention requirements;
• Restrict processing — ask us to stop processing your data in certain circumstances;
• Data portability — request your data in a structured, machine-readable format; and
• Withdraw consent — where processing is based on consent, without affecting the lawfulness of prior processing.

Since JikanHR typically acts as a processor for your employer, please raise such requests with your organization's HR team first; you can also contact us directly at privacy@jikanhr.com and we will coordinate with your organization as needed. We aim to respond within 30 days.

We use minimal cookies and browser storage to operate the platform:

• Authentication token — stored in your browser to keep you logged in. Strictly necessary for platform functionality.
• Session preferences — to remember UI preferences (e.g. an open tab or filter) within a session.

We do not use third-party advertising cookies, behavioural tracking pixels, or sell data to ad networks, and we do not display advertisements on JikanHR. You may clear cookies/local storage via your browser settings at any time, which will log you out of the platform.

The JikanHR mobile app can use your device's Face ID, fingerprint, or other on-device biometric method to let you quickly unlock the app instead of retyping your password. This check is performed entirely by your device's operating system. JikanHR never receives, transmits, or stores your biometric data — we only receive a yes/no confirmation from your device that the unlock succeeded.

Subscription payments on JikanHR are made by your organization's Admin or Finance user (not by individual employees) and are processed exclusively by Razorpay Software Private Limited, a PCI-DSS Level 1 certified payment gateway. We never see or store your full card number, CVV, UPI PIN, or net-banking password.

When your organization makes a payment, Razorpay generates an order/payment reference which we store in our billing records alongside the organization ID, plan, amount, currency (INR), and payment status. This is used to activate or renew your organization's subscription and seat count.

Billing and refund terms are set out in full in our Terms of Service. Refund or billing queries can be sent to billing@jikanhr.com.

JikanHR is a workplace HR tool intended for use by employees of our business Customers and is not directed at, or knowingly used by, children under the age of 18. If you believe a minor has been registered on our platform, please contact us at privacy@jikanhr.com and we will investigate promptly.

Our platform may contain links to external websites (for example, Razorpay, government or statutory portals). We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing any personal information.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will:

• Update the Effective Date at the top of this page;
• Notify registered Organization Admins by email; and
• Display a notice on the platform for at least 7 days.

Continued use of JikanHR after changes become effective constitutes your acceptance of the revised policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please contact us at privacy@jikanhr.com or hello@jikanhr.com. We aim to respond to all privacy-related queries within 30 days of receipt.