Privacy Policy

Hiearlly is committed to protecting the privacy of its users, clients, and employees whose data is processed through our platform. This Privacy Policy describes how Hiearlly ("we", "us", or "our") collects, uses, discloses, and safeguards personally identifiable information through its Human Resource Management System (HRMS) services.

We do not share or disclose your information with other users of this platform unless you expressly and voluntarily choose to disclose it. By accessing or using Hiearlly, you agree to this Privacy Policy and consent to the collection and use of information as described herein.

1. Information We Collect

We collect the following categories of personal information:

• Name, email address, and contact details
• Employee records: designation, department, date of joining, date of birth, work experience, and educational qualifications
• Payroll and compensation data (excluding full credit/debit card numbers)
• Attendance and leave records
• Performance appraisal and review data
• Recruitment data: candidate profiles, job applications, interview notes
• HR documents: offer letters, contracts, policies
• Transaction data: payment mode, transaction amount, date/time
• Service usage information, log data, and location information
• Survey and form responses submitted via the platform
• Technical information via cookies and similar tracking technologies
• Device information and device identifiers
• Communications records within the platform
• Social media account information where relevant to recruitment modules

2. How We Use Your Information

Hiearlly uses collected information to:

• Provide, operate, and maintain the HRMS platform and its features
• Process payroll, attendance, leave, and performance data on behalf of your organisation
• Power the ELO-based candidate ranking engine for recruitment modules
• Improve user experience through analytics and usage tracking
• Conduct market research and platform enhancement
• Send operational communications — notices, updates, security alerts, and support messages
• Prevent fraud, illegal activities, and violations of our Terms of Service
• Verify identity and conduct due diligence as required
• Establish or defend legal rights
• Comply with applicable laws, including the Digital Personal Data Protection Act, 2023

3. Third-Party Services

Hiearlly integrates with third-party services to deliver platform functionality. These may include: Google Analytics, Anthropic AI, OpenAI, Razorpay, Cashfree, Stripe, Google Cloud (Vertex AI), and other HR integrations. Each third-party service is governed by its own privacy policy. We encourage you to review these policies.

Hiearlly does not intend to transfer Personal Information without your consent to third parties who are not bound to act on Hiearlly's behalf, unless such transfer is legally required.

4. Chat and Communication Data

We collect and store user communications, including in-platform messages, for the purpose of providing, maintaining, and improving our services. Messages may be stored temporarily or for longer durations based on operational requirements, legal obligations, dispute resolution needs, or security monitoring.

5. International Data Transfers

Hiearlly operates globally. Data you provide may be transferred to, stored, and processed in countries outside your own. By using our services, you consent to such transfer, storage, and processing. We implement appropriate safeguards — including contractual clauses or equivalent mechanisms — to ensure adequate protection of your personal data in line with applicable data protection laws.

6. Information Sharing and Disclosure

Access to personal information is restricted to employees and consultants who reasonably need it. Hiearlly does not disclose, transfer, or share personal information except:

• With affiliates and group companies for internal business and administrative purposes
• With third-party service providers who assist in delivering the platform
• When required by law, legal process, or to protect the safety of users or the public
• In connection with a merger, acquisition, financing, or sale of company assets
• With your organisation's authorised HR administrators, in the context of employee management

7. Children

Hiearlly is intended for professional and organisational use. Users must be at least 18 years old. We do not knowingly collect personal information from individuals under the age of 18.

8. Your Rights

Subject to applicable law, you have the following rights regarding your personal data:

• Right to access — request a copy of your personal data held by us
• Right to correction — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your personal data, subject to legal retention obligations
• Right to withdraw consent — withdraw consent for data processing at any time
• Right of grievance redressal — raise a complaint with our Grievance Officer
• Right to nominate — nominate another individual to exercise rights on your behalf

9. Data Security

Hiearlly has invested significant resources in protecting the safekeeping and confidentiality of your data. We implement all reasonable technical and organisational measures to ensure the security of personal data. We seek compliance with the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000.

Hiearlly does not store credit card or debit card numbers. The platform is not liable for loss or damage arising from the disclosure of such information during online transactions processed by third-party payment gateways.

10. Data Breach Response

In the event of a data breach that compromises personal data, Hiearlly will take prompt action to contain, assess, and remediate the incident. Where legally required, affected users and regulatory authorities will be notified within the prescribed timeframes.

11. Data Retention

Personal information is retained only for as long as necessary for the processing purposes described in this policy, and in accordance with our legal, regulatory, contractual, or statutory obligations.

12. Contact & Grievance Officer

For privacy-related queries, requests, or complaints, please contact: