These Terms & Conditions ("Terms") govern access to and use of the HRMS Employee Management application ("Application", "HRMS", or "Service") provided by Kanak Elite Services Pvt. Ltd. ("Company", "we", "us", or "our"). By accessing or using the Application, you acknowledge that you have read and understood these Terms and agree to comply with them. If you do not agree with these Terms, please do not use the Application.
1. About the HRMS
The HRMS is a Human Resource Management System designed to assist organizations with employee and HR-related activities. Depending on the organization's configuration, the Application may provide:
- Employee management and employee profiles
- Attendance management, including GPS/location-based attendance
- Leave management
- Payroll management and payslip access
- Employee document management
- Task and project management, and performance management
- Notifications, reports and analytics
- Other HR and administrative tools
The availability of individual features may vary according to the organization, user role, subscription, configuration, or services enabled for the account.
2. User Accounts
Access to the HRMS may require a user account. Accounts may be created by the organization, HR administrator, system administrator, or another authorized person. Users are responsible for:
- Providing accurate information
- Maintaining the confidentiality of login credentials
- Not sharing account credentials with unauthorized persons
- Using the Application only for authorized purposes
- Reporting suspected unauthorized access
- Following applicable company and HR policies
The organization or authorized administrator may create, modify, suspend, or deactivate accounts.
3. Employee Information
The HRMS may process employee information required for organizational and HR purposes, including name, employee ID, contact information, department, designation, employment information, attendance records, leave records, payroll information, documents, and other employment-related information. Users should provide accurate and up-to-date information where they are responsible for entering or maintaining such information.
4. Attendance
Where attendance functionality is available, the Application may record check-in and check-out time, working hours, attendance status, attendance verification information, device information, and location information where allowed. Employees must follow the attendance policies established by their organization. Attempts to falsify attendance, manipulate records, bypass attendance verification, or otherwise misuse attendance functionality may result in action by the organization.
5. GPS and Location-Based Attendance
Where GPS/location-based attendance is enabled, the Application may request access to the user's device location. Location information may be used to verify attendance and determine whether an employee is within an organization-approved location. The exact location rules, permitted locations, and collection method are determined by the organization and the Application's configuration. Location permissions are subject to the permissions granted by the user and applicable device operating-system requirements.
6. Leave Management
Where available, employees may submit leave requests through the Application. Leave requests may depend on company leave policies, available leave balance, manager approval, HR approval, and applicable organizational rules. Submitting a leave request does not automatically constitute approval.
7. Payroll
Where payroll functionality is available, the HRMS may be used to store, process, calculate, or display salary-related information, including salary, allowances, deductions, taxes, statutory deductions, payslips, and payroll records. The organization is responsible for the accuracy of payroll information and configurations provided to the HRMS.
8. Employee Documents
Where document management is enabled, employees or authorized administrators may upload and manage employment-related documents, including identity documents, address documents, educational certificates, experience certificates, bank-related documents, employment records, and other documents required by the organization. Access to documents may be restricted according to user roles and organizational permissions.
9. Acceptable Use
Users must not:
- Access another user's account without authorization
- Attempt to bypass authentication or security controls
- Upload malicious software or harmful content
- Interfere with the operation of the Application
- Attempt unauthorized access to databases, servers, APIs, or other systems
- Copy or misuse confidential information
- Use the Application for unlawful purposes
- Falsify attendance or payroll information
- Manipulate HR records without authorization
- Reverse engineer or attempt to obtain the Application's source code
- Use the Application to violate the rights of another person or organization
10. Intellectual Property
The Application, including its software, design, interface, graphics, logos, trademarks, documentation, and related materials, is owned by or licensed to Kanak Elite Services Pvt. Ltd., unless otherwise stated. Except where permitted by applicable law or authorized in writing, users may not copy, modify, distribute, sell or commercially exploit, reverse engineer, or reproduce proprietary materials of the Application.
11. Third-Party Services
The HRMS may use or integrate with third-party services to provide certain functionality, including cloud hosting, authentication services, email services, SMS services, messaging services, payment services, analytics services, biometric systems, and other business or HR integrations. Third-party services may be governed by their own terms and privacy policies.
12. Service Availability
We aim to provide a reliable and secure HRMS service. However, temporary interruptions may occur due to scheduled maintenance, software updates, server problems, network failures, security incidents, third-party service failures, or events outside our reasonable control. We do not guarantee that the Application will always be uninterrupted, completely secure, or error-free.
13. Account Suspension or Termination
Access to the Application may be suspended or terminated if these Terms are violated, unauthorized activity is detected, the organization requests account deactivation, the organization's service agreement ends, it is required by applicable law, or it is necessary to protect the Application, users, or organization.
14. Limitation of Liability
To the maximum extent permitted by applicable law, Kanak Elite Services Pvt. Ltd. shall not be liable for indirect, incidental, special, consequential, or similar losses arising from the use of or inability to use the HRMS. The organization remains responsible for the accuracy of information, policies, and configurations entered into the HRMS. Nothing in these Terms is intended to exclude liability that cannot legally be excluded under applicable law.
15. Changes to These Terms
We may update these Terms from time to time. When changes are made, the updated version may be published through the Application or our official website. The "Last Updated" date will also be revised.
16. Governing Law
These Terms shall be governed by and interpreted in accordance with the applicable laws of India. Jurisdiction: to be provided. State: to be provided.
17. Contact Us
For questions regarding these Terms, please contact:
This Privacy Policy explains how Kanak Elite Services Pvt. Ltd. ("Company", "we", "us", or "our") collects, uses, stores, and protects information when you use the HRMS – Employee Management application, website, and related services. The HRMS is intended for employees, employers, HR administrators, managers, and other authorized organizational users.
1. Information We Collect
The information collected by the HRMS depends on the features enabled by the organization and the services used by the user.
1.1 Employee Information
- Name, employee ID, date of birth, gender
- Email address, phone number, address
- Emergency contact information
- Joining date, department, designation
- Other employment-related information
1.2 Attendance Information
- Check-in / check-out time, working hours, attendance status
- Attendance verification information
- IP address and device information
- Location information, where enabled
1.3 Location Information
Where GPS/location-based attendance is allowed, the Application may collect location information when required for attendance verification, to confirm whether the user is within an approved work location, to apply organization-defined attendance rules, and to help prevent fraudulent attendance submissions. Actual location behavior depends on configuration and user-granted permissions.
Location collection frequency/method: to be provided. Location used for: attendance verification / other: to be provided.
1.4 Leave Information
- Leave requests, types, and dates
- Leave balances and approval status
- Leave-related comments
1.5 Payroll Information
- Salary, allowances, and deductions
- Tax and statutory information
- Bank/payment information
- Payslips and payroll records
1.6 Employee Documents
- Identity documents and address proof
- Educational and experience certificates
- Bank-related documents and employment records
- Other documents requested by the organization
1.7 Device and Technical Information
IP address, device type, operating system, application version, login information, error logs, diagnostic information, and application usage information. The exact information collected depends on the technical configuration of the Application.
2. How We Use Information
Information collected through the HRMS may be used to manage employee records, manage and verify attendance, manage leave requests, process payroll and generate payslips, manage employee documents, manage tasks and projects, support performance management, send HR-related notifications, generate HR reports, authenticate users, protect accounts and systems, detect unauthorized activity, prevent misuse and fraud, maintain and improve the HRMS, and meet applicable legal, regulatory, tax, and employment requirements.
3. Location Information
If location-based attendance is enabled, the Application may request location permission from the user's device. Location information is used primarily for attendance-related purposes, such as verifying whether an employee is present at an approved work location. The Application does not intentionally use location information for unrelated purposes unless such use is disclosed, authorized, or required by applicable law.
4. How We Share Information
Personal information may be accessed by or shared with authorized parties, including company administrators, HR personnel, authorized managers and supervisors, service providers, cloud hosting providers, authentication providers, notification providers, payment providers where applicable, other authorized HR/business integrations, government or regulatory authorities where legally required, and professional advisers where reasonably necessary. We do not sell employee personal information for advertising purposes.
5. Data Security
We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, unauthorized disclosure, loss, misuse, alteration, and destruction. Security measures may include access controls, authentication mechanisms, encryption, logging, and monitoring, depending on the Application's technical architecture. However, no internet-based system can guarantee complete security.
6. Data Retention
Personal information may be retained for as long as reasonably necessary to provide the HRMS service, maintain employee and attendance records, process payroll, meet legal, regulatory, tax, and accounting requirements, resolve disputes, prevent fraud and misuse, and enforce agreements. Specific retention periods may vary depending on the type of information and applicable legal or organizational requirements.
7. Data Correction and Privacy Requests
Users may contact the organization or designated privacy contact regarding requests concerning their personal information, which — depending on applicable law — may include access, correction, updating, or deletion of information, and questions or complaints about how information is processed. Because the HRMS is generally operated on behalf of an organization, some requests may need to be handled directly by the user's employer.
8. User Responsibilities
Users are responsible for keeping login credentials confidential, providing and updating accurate information where permitted, protecting their devices, logging out of shared devices, reporting unauthorized account access, and following applicable company security policies.
9. Third-Party Services
The HRMS may use third-party providers for certain services. The table below should be completed with the actual services used before publication.
| Service | Provider | Purpose |
|---|---|---|
| Cloud Hosting | To be provided | Application/data hosting |
| Authentication | To be provided | User authentication |
| To be provided | Email notifications | |
| SMS | To be provided | SMS notifications |
| Messaging | To be provided | Notifications/messaging |
| Analytics | To be provided | Application analytics |
| Payments | To be provided | Payment processing |
| Other | To be provided | To be provided |
10. Children's Privacy
The HRMS is designed for employees, employers, HR personnel, managers, administrators, and other authorized organizational users. The Application is not intended for children.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When changes are made, the revised Privacy Policy will be published through the Application, website, or another appropriate communication channel. The "Last Updated" date will be revised when material changes are made.
12. Contact Us
For privacy questions, concerns, or requests, please contact:
This document is a template and does not constitute legal advice. Have it reviewed by qualified counsel before publishing, and confirm the highlighted placeholders — contact details, data-handling practices, and third-party providers — reflect what the application actually does.