Privacy Policy

At AVI HR Software Pvt. Ltd., our subsidiaries and affiliated companies ('we' or 'us' or 'our', "The Company", "AVI HR"), we collect and process personal information ("Customer Data"). We are committed to protecting your privacy. This Privacy Policy sets forth AVI HR's policy with respect to the Personal Data and other information that is collected from visitors ("you", "your", "visitors") to the Site.

Please note that your use of the Site and any of our Services is subject to our Terms of Service which you may access at the homepage. Our Privacy Policy and Terms of Use are integral to your use of our Site. Your continued use of the Site will constitute your acceptance of the Terms of Service and this Privacy Policy.

Scope of the Privacy Policy

The Privacy Policy applies to AVI HR's clients (individuals or entities who have subscribed to our services and have agreed to those applicable Terms of our Service for the subscription) "Customers" and individuals or entities who have gained access to this Service through our Customers. If you are a user of our Services as an employee of Our Customer, we recommend you clarify your queries with your employer.

Information that we collect

Customers use the Service to host data and information of their organization, and among others, its employees or the people they work with ("Customer Data"). We will be classified as a "Processor" and Customer would be a "Controller".

Information that our Customer's update

In the normal course of operations, Customers use the Service to store and manage Customer Data. This could include personally identifiable information ("PII") and non-personally identifiable information ("Non-PII"). We do not own, control or direct the use of Customer Data, and in fact we are mostly unaware of what information is being stored on Service.

As our Customer, in your role as a Controller, you are authorizing, on behalf of you and your authorized agents and End-Users, and representing that you have the authority to provide such authorization to the storage and processing of Customer Data on Service. As the Controller, it shall be your responsibility to inform the End-Users about the processing, and, where required, obtain necessary consent or authorization for any Data that is collected as part of the Customer Data through your use of the Service.

We may provide you an option to use our referral service to tell a friend about our Service. In such case, we will ask you for your colleagues'/friend's name, organization, email address and telephone number.

Information we collect automatically

Cookies - When you visit AVI HR, we send one or more cookies to your computer / mobile device that uniquely identifies your browser. We use cookies primarily for user authentication but may also use them to improve the quality of our service by storing user preferences and tracking user trends.

The data automatically collected from cookies and web beacons may include information from your Web browser (such as browser type and browser language) and details of your visits to our Website, including traffic data, location data and logs, page views, length of visit and website navigation paths as well as information about your computer and internet connection, including your IP address and how you interact with our Product. We collect and store this data in order to help us improve our Website, the Product and the user experience with our Website and Product.

Log information - When you access AVI HR services, our servers automatically record and store information that a browser typically sends whenever you visit a website. These server logs may include information such as your web request, Internet Protocol address, browser type, browser language, browser settings, the date and time of your request, device model, the device identifier, query logs, product usage logs, usage pattern through cookies and one or more cookies that may uniquely identify your browser.

We also collect clicks, scrolls, conversion and drop-off on our Service.

Analytics Information - We and our third party partners use technologies such as web beacons / clear-gifs in administering the Service, tracking users' movements around the site, analyzing trends and gathering demographic information about our visitors. We may receive reports from these Partners on an individual and aggregated basis. For this purpose, we may also share anonymous data about your actions on our Websites with these third-party partners.

How we use your information

AVI HR will not review, share, distribute, or reference any such Customer Data except as provided in the Terms of Service, this Privacy Policy, or as may be required by law. Individual records of Customer Data may be viewed or accessed only for the purpose of resolving a problem, support issues, responding to Customer instructions or suspected violation of the Terms of Service, or as may be required by law. We may use your email address or other information to contact you for service-related announcements.

We may also use Customer Data to contact you and to tell you about services, updates, promotions and events which we believe will be of interest to you. For example, we may use information to contact you to further discuss your interest in AVIHR, the Service, and to send you information regarding the Company and its partners, such as information about promotions or events.

If you have shared information with us through our Referral service, then, subject to this Privacy Policy, we will use this Information to assess needs, send promotional communications, and respond to questions. In case we send them a communication, we will also send them instructions enabling them to "opt-out" of receiving future communications.

We may also use your anonymized Data and other personally non-identifiable information collected through the Services to help us improve the content and functionality of the Services, to better understand our users, to improve our Services and develop new products, services, features, functionality and recommend how our product and services could serve you better.

We may obtain and aggregate technical and other data that is non-personally identifiable ("Aggregate Anonymous Data"), and we may use the Aggregate Anonymous Data to improve, support, operate the Service or to produce aggregate insights. For clarity, You or Customer are not identified as the source of any Aggregate Anonymous Data. We may also disclose aggregated user insights in order to describe our services to current and prospective business partners, clients and to other third parties for other lawful purposes.

Legal Basis for Processing Personal Information

We have a contractual obligation with the Customer to provide the Services as per our Terms of Use. We are processing this information on behalf of Customer ("Controller") who has a legitimate interest in maintaining his employee information for the purpose of managing his business and adhering to his statutory compliance requirements.

Data Security

We take privacy seriously and take robust and reasonable security measures to protect Personal data from unauthorized access, maintain data accuracy, prevent alteration, disclosure and help ensure the appropriate use of the data. The measures we take include:

• Transport Layer Security (TLS) technology for authentication and encryption.
• Following OWASP security best practices in development and deployment.
• Hosting in secure server environments with firewalls and intrusion prevention.
• Encrypting data at rest and in transit.
• Restricting access via password and two-factor authentication.
• Enhanced configurable security features for customers.
• Periodic third-party vulnerability assessments.

If we learn of a security systems breach, we may attempt to notify you electronically through our Site or by email so that you can take appropriate protective steps.

Information Sharing

• Related Entities: Subsidiaries and affiliated companies for consistent purposes.
• Third Parties (Sub-Processors): Trusted businesses for hosting, maintenance, analysis, etc.
• Legal Requirements: When required by law, regulation, or to protect rights and safety.
• Business Transfers: In case of merger, acquisition, or asset sale.
• Unrestricted Information: Any voluntarily shared public information.

Links to Third Party Sites

AVI HR's Services may contain hyperlinks to websites owned and operated by third parties. These third-party websites have their own privacy policies and we encourage you to review them. We do not accept responsibility for their practices.

Age Restriction and Children's Privacy Protection

Visitors must be 18 years or older. We do not knowingly collect information from anyone under 18. If you believe a child has provided Personal Data, please contact us and we will delete it.

Your Rights Accessing & Updating Information

We only process Customer Data under Customer instruction. Customers have extensive capabilities (role-based access, audit logs, encryption, policy tools) to access, rectify, and restrict processing. Requests will be directed to the Customer, and AVI HR will assist within 30 business days if required.

Retention of Data

Customer data will be retained as long as there is a valid subscription. After expiry, data is retained for 3 months, then deleted. Backup data is removed within 30 days. In case of disputes or obligations, data may be retained longer for compliance and defense purposes.

Changes to this Policy

AVI HR regularly reviews compliance with this Privacy Policy. We reserve the right to change or update it at any time, and will notify users by posting updates on this page or via email. Continued use of the Site indicates acceptance of changes. We encourage periodic review for the latest information on our Privacy Policy.