Privacy Policy

1. Information We Collect

1.1 Information You Provide

When you register for Emplyra, we collect:

• Company Information: Company name, email address, phone number, billing address, tax ID, PAN, and company address
• Admin/User Information: Name, email address, phone number, employee ID, and role
• Employee Data: Employee names, contact information, job titles, attendance records, leave requests, shift schedules, and performance data
• Payment Information: Billing details and payment method information (processed securely through our payment partners)

1.2 Automatically Collected Information

When you use Emplyra, we automatically collect:

• Usage Data: IP address, browser type, device information, pages visited, time spent, and click patterns
• Location Data: GPS coordinates when using attendance check-in features (with your permission)
• Face Recognition Data: Facial biometric data for attendance verification (stored encrypted)
• Cookies: Small text files to remember your preferences and improve your experience

2. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide, maintain, and improve our HR and attendance management services
• Attendance Tracking: To verify employee identity through face recognition and location tracking
• Payroll Processing: To calculate salaries, taxes, and generate payslips
• Communication: To send you important updates, security alerts, and support messages
• Compliance: To comply with legal obligations and enforce our terms of service
• Analytics: To analyze usage patterns and improve our platform

3. Legal Basis for Processing

We process your personal data based on:

• Contractual Necessity: Processing is necessary for the performance of our service agreement with you
• Legal Obligations: Compliance with employment laws, tax regulations, and data protection laws
• Legitimate Interests: Improving our services, preventing fraud, and ensuring security
• Consent: For optional features like location tracking and marketing communications

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your data in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in providing our services (cloud hosting, payment processing, email delivery)
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize us to share your information

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Strict role-based access controls and multi-factor authentication for administrators
• Regular Audits: Weekly security audits and vulnerability assessments
• Backup & Recovery: Automated daily backups with geo-redundant storage
• Compliance: GDPR and local data protection law compliance

6. Data Retention

We retain your data as follows:

• Active Accounts: Data retained for the duration of your subscription plus 30 days
• Attendance Records: Retained for 3 years for compliance with labor laws
• Payroll Records: Retained for 7 years for tax and legal purposes
• Deleted Accounts: Data is anonymized or deleted within 90 days of account termination
• Biometric Data: Deleted immediately upon employee offboarding or account termination

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data (subject to legal obligations)
• Restriction: Request restriction of processing
• Portability: Request transfer of your data to another service
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for optional processing

To exercise these rights, contact us at privacy@emplyra.com.

8. Cookies and Tracking Technologies

We use cookies and similar technologies. You can manage cookie preferences through your browser settings.

9. Contact Us

If you have questions about this privacy policy or our data practices:

• Email: info@buildgara.com
• Phone: +977-9802028672
• Address: Emplyra (AIM Group Global), Kathmandu, Nepal