privacy-policy

Effective Date: 27th July 2025

We at Magnova Engineers LLP are committed to protecting the privacy and security of our users' personal information. This Privacy Policy outlines how we collect, use, disclose, and protect the information collected through our HRMS (Human Resource Management System) application Magnova HRMS.

By using our App, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect the following categories of information from employees, managers, and administrators using the application:

A. Basic Information (During Onboarding)

• Full Name

• Gender

• Date of Birth

• Mobile Number

• Email Address

• Residential Address

• Designation

• Department

• Office Branch Location

• Reporting Manager Name

B. Professional & Employment Information (During Onboarding)

• PAN Card No.

• Aadhaar Card No.

• Previous Work Experience (Company Names, Last Salary, Duration, Designation)

• Bank Details (Bank Name, Bank Location, Bank Account No, IFSC Code)

• Family Contact Details (Relationship with Employee, Family Member Names, Date Of Birth, Occupation)

• References Details (Full Name, Mobile No.)

• Documents (Profile Photo, PAN Card Photo, Aadhaar Card Photo, Passport(Optional), 10th Marksheet, 12th Marksheet, Graduation Certificate, Post-Graduation)

C. Attendance & Leave Module Personal Information

• Daily Check-in and Check-out Time

• Attendance Status (Present, Absent, Leave, Half Day)

• Leave Type (Casual, Sick, Paid)

• Leave Duration

• Leave Reason

• Leave Balance History

D. Expense Module

• Expense Type (Travel, Food, Accommodation, etc.)

• Amount Spent

• Description of Expense

• Date of Expense

• Photo Upload of Receipt (Mandatory)

E. Tracking Module

• Real-time GPS Location (during working hours only)

• Location Check-in/Check-out Data

• Location History (limited to business hours)

F. Device & Technical Information

• Device ID

• Operating System & Version

• IP Address

• App Usage Logs

• Crash Reports (for debugging and performance improvement)

2. Purpose of Collecting Data

We collect this data to:

• Facilitate employee onboarding and profile management

• Track attendance, leaves, and location accurately

• Manage and approve expense reimbursements

• Assign and monitor tasks for productivity

• Generate and provide digital payslips

• Ensure workplace compliance and safety

• Communicate internally between employee and management

• Improve our services and provide technical support

3. Data Sharing and Disclosure

We do not sell user data.

However, we may share information with:

• Authorized HR/Admin personnel within the organization

• Payroll and accounting departments

• Government or legal authorities (if legally required)

• Cloud storage and analytics providers (with strict data protection agreements)

All third-party vendors comply with applicable privacy and security laws.

4. Data Security

We implement industry-standard security practices to protect your data, including:

• Encryption of data at rest and in transit

• Secure authentication and role-based access

• Regular vulnerability assessments

• Secure hosting on trusted cloud infrastructure

Only authorized personnel have access to sensitive data.

5. Data Retention

We retain employee data for as long as the individual is associated with the organization. Upon resignation or termination, data is retained only for:

• Statutory/legal compliance

• Final settlements

• Audit purposes

After that, data is deleted or anonymized.

6. User Rights

Employees and users have the right to:

• View and access their data

• Request corrections to incorrect or outdated information

• Request deletion of non-essential personal data (post exit)

• Withdraw location or media access (may restrict app functionality)

7. Permissions and Access

We request the following permissions:

• Camera & Gallery: For uploading profile photo, expense receipts, and documents

• Location: For attendance and real-time tracking during office hours only

• Storage: To download expense receipts, payslips and view attachments

• Network: Required to sync data securely with our servers

All permissions are requested explicitly at runtime in accordance with platform guidelines (Android/iOS).

8. Legal Basis

This data is collected under the lawful basis of:

• Contractual obligations (employment contract)

• Legitimate business interests (attendance, payroll, task management)

• Consent (for optional data like photos, tracking)

9. Grievance Redressal & Contact

For any concerns, corrections, or data-related queries, please contact:

Data Protection Officer

Magnova Engineers LLP

Email: hr@magnovaengineers.com

Phone: +91 8328674162

10. Policy Updates

We may update this Privacy Policy from time to time. Users will be notified through the app or email. Continued use of the App signifies acceptance of any changes.

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By using the App, you acknowledge that you have read and understood this Privacy Policy and consent to the processing of your information as outlined above.

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