Privacy Policy
At Enspire HR (including its subsidiaries or affiliated companies, henceforth referred to as ‘Enspire HR,’ ‘we,’ or the ‘Company’), we respect your privacy and are committed to protecting your personal information. This Privacy Policy outlines our practices regarding the collection, use, and protection of your personal information when you engage with our services, including our cloud-based web platform, mobile apps, and website. Enspire HR provides organizations with solutions to manage Human Resources and Payroll Processes.
Scope
This Privacy Policy applies to any user, including entities such as employers who have executed an agreement with Enspire HR or its resellers, and the employees or end users who access our services. It describes how we collect, use, and disclose personal information on Enspire HR’s website, mobile applications, and through our services. Note that this policy does not apply to personal information collected on behalf of or under the direction of our clients, as their respective privacy policies govern how they handle such data.
By using our services, you acknowledge that you have read and understood this Privacy Policy.
Personnal Information we collect
We may collect and process the following types of personal information:
- User Information: This includes personal data voluntarily provided by customers (employers), end users (such as employees), or administrators. Examples include name, date of birth, contact details, job title, employee ID, tax information, salary details, and emergency contact information.
- Financial and Payroll Information: For payroll processing, we may collect bank account details, salary information, and statutory payments, including maternity or sick leave, tax codes, and other related data.
- Attendance and Biometric Data: If employers use our time and attendance features, we may collect biometric logs, timestamps of work entries and exits, and attendance-related data.
- Contact Information: When users express interest in our services or seek additional information, we may collect contact details such as name, phone number, and email address to respond to inquiries.
Use of Personnel information
Enspire HR uses personal information to provide and improve our services, fulfill contractual obligations with our customers, and communicate with you. This includes processing Payroll, managing Human Resource data, responding to requests, and delivering support. For marketing and communication purposes, Enspire HR acts as the data controller when processing personal data directly from our website.
Location Data
We do not actively request or track location data from your mobile device unless explicitly permitted. However, employers using Enspire HR’s mobile apps may enable location tracking to manage employee attendance, and this data is processed according to the agreement with your employer.
Legal Basis for Processing Personal Data
The legal basis for processing your personal information is primarily based on the contractual obligations we have with your employer. For data collected directly from the website or for marketing purposes, we process data with your consent or legitimate interest in communication.
Third-Party Services
This Privacy Policy does not apply to any third-party applications or services you may access via links or features on our platform, such as social media or partner websites. You are encouraged to review the privacy policies of these third-party services.
By using Enspire HR’s services, you agree to the terms outlined in this Privacy Policy. If you have any questions or concerns, feel free to contact us at enspiresupport@vestrics.in or further clarification.
Device Information
When using the Enspire HR Mobile Apps, we may request access to your device’s camera and photo storage, allowing you to capture and upload photos. This access is voluntary and only used based on your choice. You can revoke this permission anytime via your device settings. We do not access these features without your explicit permission.
Additionally, we use mobile analytics software to help us better understand how users interact with our Mobile Apps. This software may track usage data, performance metrics, and application events, but it does not link these insights to any personal information provided within the Mobile Apps. We also collect device-specific information, such as the operating system version and hardware statistics, for operational purposes. The legal basis for processing this information under GDPR is our contractual obligation to deliver the services required by your employer.
Data Collected as a Service Provider
As a service provider, Enspire HR collects personal information based on the needs of our customers (employers). Our Master Subscription Agreement governs the use and access to the services and Mobile Apps, including the processing of personal data provided through the platform. The employer or client administering the platform controls the data. If you have questions about specific platform settings or how personal information is processed, please contact your employer or the relevant platform administrator.
Enspire HR follows the instructions provided by the customer regarding the use of personal data, in line with the applicable legal terms, the Master Service Agreement, and any applicable laws. Under GDPR, Enspire HR acts as a data processor, while the employer or customer remains the data controller.
Sharing of Your Information
- Third-Party Services: Our platform may include links or access to external Third-Party Services, such as external websites or software. Enspire HR is not responsible for the privacy practices of these services, and you should review their respective privacy policies when accessing them.
- Information Shared with Our Service Providers: We may share your personal information with third-party service providers to facilitate certain business operations, such as email communication services, customer support, mapping services, or cloud infrastructure. These third-party providers are allowed to use your personal information only as necessary to deliver services to us, and not for any other purpose.
- Information Shared with Our Sub-Processors: We work with subcontractors (Sub-Processors) to perform specific tasks on our behalf, such as sending emails or providing customer support. These Sub-Processors may have access to personal data, but they are required to process the information solely for the tasks they have been hired to perform. Transfers of personal information to Sub-Processors are governed by agreements to ensure the protection of your data. A list of our Sub-Processors is available upon request.
Information Disclosed Pursuant to Business Transfers
In the event of a merger, acquisition, or asset sale, personal information may be transferred as part of the business assets involved in such a transaction. If this occurs, any new owner or acquiring entity may continue to use your personal information in accordance with this Privacy Policy. Should there be any significant changes in ownership or use of your personal information, we will notify you via email or a prominent notice on our site.
Information Disclosed for Legal or Protective Reasons
Enspire HR may disclose personal information if required by law or in response to legitimate requests from public authorities, such as law enforcement or national security agencies. We also reserve the right to access, store, and share personal information to comply with legal obligations, enforce this Privacy Policy, protect against fraud or technical issues, or ensure the safety and security of our company, customers, and others.
In these cases, we require third-party service providers and Sub-Processors to respect the security and confidentiality of your personal information and to comply with applicable laws. These third parties may only process your information as instructed and for the purposes explicitly outlined by us. You will be informed whenever your personal data is shared with third parties unless a legal exception applies.
Your Privacy Choices
Except as described in this Privacy Policy, your personal information will only be shared when necessary, and you will be notified of any third-party data sharing. If you have any concerns about the sharing of your personal data or wish to opt-out of specific types of data processing, you can contact us directly to understand your options.
Data Retention
Customers may request information regarding the storage and retention of data (“Audit”) by contacting Enspire HR. Enspire HR shall make reasonable efforts to respond to such requests within a reasonable time, subject to applicable law and the protection of trade secrets. Personnel performing the audit may be required to sign a non-disclosure agreement.
Enspire HR will retain data it processes on behalf of its customers only for as long as necessary to provide the services to its customers and to comply with legal obligations, resolve disputes, and enforce agreements. For cloud customers, backup files are retained for up to 7 days. For on-premises deployments, backup responsibility lies with the customer.
Upon termination of services by a customer, an automated process will commence to permanently delete the data during the next deletion cycle (which may vary between a quarter to a half-year). Once initiated, this process is irreversible, and the data will be permanently deleted.
You acknowledge that Enspire HR collects and retains metadata and statistical information concerning the use of its service. This data is not subject to deletion procedures and will be retained only as necessary to conduct business. This metadata and statistical information are anonymized, ensuring that it cannot identify any individual user.
Storage and Transfer Data
The data collected by Enspire HR is hosted on secure Pi Data Center, Mangalagiri, Andhra Pradesh 522503. These data centers are compliant with ISO 27018 and adhere to advanced privacy and security standards. Enspire HR’s headquarters are located in India, where customer support is provided, although customer data, except for call data, is not stored locally.
Personal data may be transferred to regions outside the European Union (EU). In cases where personal data is transferred outside the European Economic Area (EEA), Enspire HR ensures that appropriate safeguards, such as recognized legal adequacy mechanisms, are in place to protect your data in compliance with applicable EU GDPR regulations.
Security of Data
Enspire HR takes the security of your personal data seriously and implements robust policies to prevent unauthorized access, modification, loss, or disclosure. Enspire HR has access to personal data is limited to personnel who require it to fulfill contractual obligations. All staff members with access to personal data undergo regular training on data privacy and are subject to confidentiality obligations in line with applicable laws.
In the event of any data breach involving personal data, Enspire HR will act promptly to notify customers and take remedial actions to mitigate any potential impact. Enspire HR cooperates with customers in investigating and addressing security incidents.
Your Rights
Depending on your location, you may have rights under applicable local laws, such as the right to request access, correction, or deletion of your personal data. You may also have the right to object to or restrict data processing or request the transfer of your personal data to another party.
To exercise these rights, please contact Enspire HR at enspiresupport@vestrics.in. Please note that certain requests, such as those involving data shared with third parties, may need to be directed to those entities.
Changes for the Privacy Policy
The terms of this Privacy Policy govern the use of Enspire HR’s services, and any information collected in connection with it. However, Enspire HR reserves the right to amend or update this Privacy Policy periodically. The most current version of the Privacy Policy will always be available at https://www.enspirehr.com/privacy-policy.
Unless otherwise agreed with the Customer, Enspire HR will strive to provide notice of material changes to this policy on the homepage of the website and, if applicable, via email. These material changes will take effect seven (7) days after the notice is provided on the website or sent by email. For all other changes, the Privacy Policy will be effective as of the “Last Revised” date indicated, and your continued use of the services will signify your acceptance of and agreement to be bound by the updated Privacy Policy.
* For cloud customers, data security measures are managed by Enspire HR, ensuring compliance with industry standards and best practices. For on-premises deployments, data security responsibilities, including implementing necessary safeguards and compliance, solely rest with the customer.
If you have any questions or comments about this Privacy Policy, please contact us at enspiresupport@vestrics.in and we will make every effort to respond within a reasonable timeframe, typically no longer than 30 business days.