Privacy Policy

Privacy Policy

Effective Date: May 14, 2026

1. Introduction and Scope Welcome to Smarthire AI ("Company", "We", "Us", "Our"). We provide a cloud-based Human Resource and Payroll automation platform. This Privacy Policy is designed to inform you about how we collect, store, process, and protect the personal and financial information of our users and their respective employees. We are committed to complying with the Digital Personal Data Protection Act (DPDP), 2023, and other applicable data protection laws in India.

2. Information We Collect

  • Account Information: When you register, we collect your name, business name, GSTIN, professional email address, and contact number.

  • Employee Data (Payroll Processing): For the purpose of automating payroll, you provide us with employee sensitive data, including but not limited to: Names, Bank Account Numbers, IFSC Codes, PAN, Universal Account Number (UAN) for PF, ESI details, and Salary structures.

  • Financial Information: All subscription payments are processed via Razorpay. While we collect billing addresses and transaction history, we do not store your credit card or net banking credentials on our servers.

3. Data Processing and Sovereignty

  • Storage Location: In compliance with Indian data localization laws, all data is hosted on secure cloud servers located strictly within the Republic of India (Mumbai/Hyderabad Regions).

  • Purpose: Data is processed solely to automate salary calculations, generate pay-slips, calculate statutory deductions (PF/ESI/PT), and facilitate tax reporting.

4. Data Security Standards We implement industry-standard security measures, including AES-256 bit encryption for data at rest and SSL/TLS encryption for data in transit. Access to your payroll dashboard is restricted to authorized personnel using multi-factor authentication (MFA) protocols where applicable.

5. Data Sharing and Third Parties We do not sell, rent, or trade your data with third parties for marketing purposes. Data is only shared with:

  • Payment Gateways (Razorpay): For processing your subscription fees.

  • Government Portals: Only if and when you utilize our automated filing features (via API integration).

6. User Rights Under the DPDP Act, you have the right to access your data, request corrections, and request the deletion of your account. For any data-related concerns, please contact our Data Protection Officer at info@smarthireai.in.