Privacy Policy

1. Introduction

Welcome to KEN HRMS ("the App"). KEN HRMS is an employee management application operated by KEN Enterprises Ltd. ("Company", "we", "us", or "our").

This Privacy Policy explains how we collect, use, store, process and protect information when employees and authorized users use the KEN HRMS application.

By using KEN HRMS, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

Depending on the features enabled by your organization, KEN HRMS may collect the following categories of information.

2.1 Personal and Employee Information

We may collect information such as:

• Employee name
• Employee ID
• Email address
• Mobile/telephone number
• Department and designation
• Organization/company information
• Employment-related information
• Profile information
• Login and authentication information

The exact information collected may vary depending on the features and configuration provided by your organization.

2.2 Location Information

KEN HRMS may collect device location information when location-based features are enabled by your organization. Location information may be used for legitimate business purposes such as:

• Recording employee travel undertaken for official work
• Tracking travel routes during authorized business trips
• Recording the route travelled between locations
• Calculating the actual distance travelled
• Supporting travel and fuel reimbursement calculations
• Verifying official travel records
• Improving the accuracy of travel records

Where the application requires location access while an employee is travelling, location information may be collected while the application is running in the background, subject to the permissions granted by the user and the configuration of the application.

The application does not use location information for purposes unrelated to the legitimate business functions of the application.

2.3 Device and Technical Information

We may automatically receive certain technical information when you use the App, such as:

• Device type
• Operating system and version
• Application version
• Device identifiers where required for application functionality
• IP address or network-related information
• Crash and diagnostic information
• Log information

This information may be used to maintain security, troubleshoot technical problems, improve application performance and provide reliable services.

2.4 Notifications

KEN HRMS may use push notifications to provide application-related information, such as:

• Attendance-related notifications
• Work-related notifications
• HR notifications
• Travel-related notifications
• Important application alerts

If push notifications are enabled, a device or messaging identifier may be processed for delivering those notifications.

3. How We Use Information

We may use collected information for the following purposes:

• Providing and operating KEN HRMS
• Authenticating users
• Managing employee accounts
• Managing attendance and HR-related activities
• Recording authorized employee business travel
• Tracking authorized travel routes
• Calculating travel distance
• Supporting fuel and travel reimbursement processes
• Maintaining business and employee records
• Sending application notifications
• Providing customer and technical support
• Detecting and preventing unauthorized access or misuse
• Maintaining application security
• Diagnosing errors and technical problems
• Improving application functionality and reliability
• Complying with applicable legal and regulatory requirements

We will use information only for legitimate business, operational, security and legal purposes.

4. Location Data and Background Location

Location information is an important part of certain travel-related features of KEN HRMS.

Where enabled, the application may collect location information during authorized employee travel to record the actual route travelled, rather than calculating distance only from a starting point and an ending point.

Location data may therefore be used to:

• Record the employee's travel route
• Determine the distance actually travelled
• Maintain official travel records
• Support travel expense and fuel reimbursement
• Verify authorized business travel

If background location access is required for a particular feature, the application may collect location information while the application is not actively displayed on the screen, subject to the permissions granted by the employee and the application's configuration.

Location information is not sold to third parties.

Employees should use location-based features only when undertaking authorized business activities for which such tracking is required by their organization.

5. How We Share Information

We may share or provide access to information only when necessary to operate KEN HRMS, provide requested functionality, or comply with legal obligations. Information may be accessible to:

• The employee's organization or authorized administrators
• Authorized HR or management personnel
• Our authorized service providers who help operate or maintain the application
• Technical infrastructure, hosting, authentication, notification, mapping or analytics providers, where applicable
• Government authorities or law enforcement agencies where required by applicable law

We do not sell personal information or location information to third parties.

We do not share personal information for third-party advertising purposes unless expressly disclosed to users and permitted by applicable law.

6. Third-Party Services

KEN HRMS may use third-party services to provide certain application functionality, such as authentication, cloud infrastructure, push notifications, maps, location-related services, crash reporting or other technical services.

Where such services are used, information may be processed by those service providers as necessary to provide the relevant functionality. Examples may include services provided by Google or other infrastructure providers used by the Company.

The use of any third-party service is subject to the applicable service provider's privacy practices and terms.

7. Data Storage and Security

We take reasonable technical and organizational measures to protect information against unauthorized access, alteration, disclosure, loss or misuse. Security measures may include:

• Secure authentication
• Access controls
• Restricted administrative access
• Secure communication
• Server and database security measures
• Monitoring and logging where appropriate

However, no method of electronic transmission or storage can be guaranteed to be completely secure. Therefore, while we take reasonable measures to protect your information, we cannot guarantee absolute security.

8. Data Retention

We retain information for as long as reasonably necessary to:

• Provide KEN HRMS services
• Maintain employee and business records
• Process authorized travel and reimbursement information
• Meet contractual and operational requirements
• Resolve disputes
• Comply with applicable legal, accounting, tax or regulatory requirements

Retention periods may vary depending on the type of information and the requirements of the organization using KEN HRMS.

When information is no longer required, it may be deleted, anonymized or securely disposed of in accordance with applicable requirements.

9. Account and Data Deletion

KEN HRMS accounts may be created and managed by the employee's organization.

If your KEN HRMS account was created or managed by your employer or organization, you may need to contact your organization's HR or system administrator to request account deactivation or deletion.

You may also contact us at ravi.p@kenindia.in to submit a request concerning your personal information.

When a deletion request is received, we will assess the request and delete or anonymize information where appropriate, subject to legal, contractual, security, accounting or legitimate business requirements that require us to retain certain information.

10. User Permissions

Depending on the features enabled in your version of KEN HRMS, the application may request the following permissions.

Location

Used for authorized travel tracking, route recording and travel-distance calculation.

Notifications

Used to send important HRMS and work-related notifications.

Camera

If enabled, camera access may be used for features such as capturing photographs or documents.

Storage & Photos

If enabled, access may be used to select or upload photographs or documents required by the application.

The application requests permissions only when they are required for the corresponding functionality.

11. Children's Privacy

KEN HRMS is intended for employees and authorized users of organizations and is not directed toward children.

We do not knowingly collect personal information from children for purposes unrelated to the intended business functionality of the application.

If you believe that information belonging to a child has been collected improperly, please contact us so that we can investigate and take appropriate action.

12. Your Privacy Rights

Depending on applicable law, you may have rights regarding your personal information, including the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of information where applicable
• Request information about how your information is processed
• Raise concerns regarding the processing of your information

Some requests may be subject to legal, contractual, employment or organizational requirements. To exercise applicable rights, please contact us using the contact information below.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the application, our practices, applicable laws or services.

When we make changes, we will update the "Last updated" date at the beginning of this Privacy Policy. We encourage users to periodically review this Privacy Policy.

14. Contact Us

If you have questions, concerns or requests regarding this Privacy Policy or the handling of your personal information, please contact us:

15. Consent

By using KEN HRMS and granting the permissions required for the application's features, you acknowledge that your information may be processed as described in this Privacy Policy and for the legitimate business purposes for which the application is provided.

Where consent is required by applicable law, the Company will obtain the appropriate consent before processing information that requires consent.