GreenHR – Privacy Policy

1. Scope of this Policy

This Privacy Policy applies to:

• Employers registering on the GreenHR platform
• Authorized employer, their employees and representatives
• Visitors to the GreenHR website
• Any person whose personal data is processed through GreenHR

This policy covers the complete lifecycle of personal data – from collection to disposal.

2. Definitions

Your data may be used to:

• Personal Data / Personal Information – Any information relating to an identified or identifiable individual (such as name, password, contact details, official identifiers, work profile, salary details and similar information).
• Data Principal / Data Subject – The individual whose personal data is processed.
• Data Fiduciary / Controller – Green Call Private Limited.
• Processor – Any authorized service provider processing data on our behalf under contract.
• Consent – A free, informed, specific and unambiguous agreement to the processing of personal data.

3. Information We Collect (Employer & Platform Users)

During employer registration and platform usage, we may collect:

3.1 Employer and Organization Details
• Organization name
• Registered address
• Branch address
• Official contact details
• GST / PAN / CIN / TAN (where applicable)
• Industry and business profile

3.2 Authorized Representative Information
• Name
• Official email address
• Mobile number
• Designation
• Login credentials and role information

3.3 System and Usage Data
• Login activity
• IP address and device information
• Access logs and platform usage history

3.4 Employee Data
• Name
• Official email address
• Designation
• PAN, Aadhar
• Education History
• Past Experience History
• Salary, Tax & Investment Details
• Login credentials and role information

3.5 Access Permission for Mobile App (Android/IOS)
• Name
• Camera
• Location
• Storage
• Telephone

4. Purpose of Processing

We collect and process personal data strictly for legitimate business and operational purposes as per requirement of HR process, including:

• Employer onboarding and account management
• Recruitment and job-matching services
• Communication with employers and authorized employees
• Payroll Processing, Tax Calculations
• Platform operations, reporting and analytics
• Security monitoring and fraud prevention
• Compliance with legal and regulatory requirements

Personal data is processed only for the purposes communicated at the time of collection.

5. Lawful Basis and Consent

We process personal data on the basis of:

• Explicit consent provided during registration and use of the platform
• Contractual necessity to deliver recruitment and HR services
• Legal and regulatory obligations

You may withdraw consent by deactivating your account or by contacting us. Deactivated accounts are excluded from further employment to any other organization, and respective analytics & communication activities.

6. Data Minimization and Accuracy

• We collect only data that is necessary to provide GreenHR services.
• Users are provided mechanisms to review and update their information as per process from their employers.
• We encourage employers to keep their information accurate and up to date

7. Data Sharing and Disclosure

We follow a strict no-selling and no-unauthorized-sharing policy.

Personal data is:

• Shared only with employers and their representatives strictly for HR & Payroll purposes
• Not sold, rented or commercially shared
• Shared with authorized service providers only under contractual and confidentiality obligations (WhatsApp, Email, SMS providers) for the business operations purpose only.

For analytics and internal reporting, personal information is masked or anonymized wherever feasible.

7. Data Sharing and Disclosure

We follow a strict no-selling and no-unauthorized-sharing policy.

Personal data is:

• Shared only with employers and their representatives strictly for HR & Payroll purposes
• Not sold, rented or commercially shared
• Shared with authorized service providers only under contractual and confidentiality obligations (WhatsApp, Email, SMS providers) for the business operations purpose only.

For analytics and internal reporting, personal information is masked or anonymized wherever feasible.

8. Data Security Measures

We implement industry-grade technical and organizational safeguards including:

• HTTPS / TLS encryption for all web and API communication
• Encryption of sensitive data at-rest & In-transit
• Role-based access control for all users and administrators
• Multi-factor authentication for privileged access
• Web application firewall and intrusion prevention controls
• Centralized logging and security monitoring
• Regular vulnerability assessment and security reviews

Our infrastructure and operational controls are aligned with ISO/IEC 27001, GDPR and DPDP-2023 act based security and privacy practices.

9. Access Control and Internal Authorization

Access to personal and business data is strictly limited to authorized personnel based on role and business necessity.

Administrative and infrastructure access is granted only after formal approval and is reviewed periodically as per internal access control procedures.

10. Data Retention

We retain personal data only:

• As required under applicable laws and contractual obligations

When data is no longer required, it is securely archived or deleted as per defined retention and disposal procedures.

11. Secure Disposal of Data

Personal data and records that are no longer required are securely destroyed using approved deletion and wiping methods to prevent recovery, including removal from active systems and scheduled backup retention cycles.

12. Cookies and Tracking

GreenHR may use essential cookies and technical tracking mechanisms to:

• Maintain secure sessions
• Improve platform performance
• Monitor platform usage

No unnecessary personal information is stored through cookies.

Where legally required, cookie consent mechanisms are provided.

13. Data Principal / User Rights

In accordance with applicable laws including GDPR and India’s Digital Personal Data Protection-2023 Act, users have the right to:

• Access their personal data
• Request correction of inaccurate information
• Request deactivation of their data
• Restrict processing under specific circumstances
• Request data portability, where applicable
• Object to certain processing activities

Requests can be submitted through our official support channels.

We respond within legally prescribed timelines .

14. Incident and Data Breach Management

We maintain a formal incident response process.

In the event of a personal data breach:

• The incident is investigated and contained immediately
• Impact and risk are assessed
• Regulatory authorities and affected users are notified where legally required
• Corrective and preventive actions are implemented

12. Cookies and Tracking

GreenHR may use essential cookies and technical tracking mechanisms to:

• Maintain secure sessions
• Improve platform performance
• Monitor platform usage

No unnecessary personal information is stored through cookies.

Where legally required, cookie consent mechanisms are provided.

15. Third-Party and Vendor Management

All vendors and service providers handling data on behalf of GreenHR:

• are contractually bound by confidentiality and data protection clauses.
• are permitted to process data only for defined purposes.
• are periodically reviewed for security and compliance.

16. International Transfers

Where data is processed outside India or across jurisdictions, we ensure appropriate safeguards and contractual protections consistent with applicable data protection laws.

17. Compliance with Laws and Standards

GreenHR and GREEN CALL comply with:

• India’s Digital Personal Data Protection Act, 2023
• Applicable provisions of the GDPR (where relevant)
• ISO/IEC 27001 aligned information security and privacy practices

18. Employer Sign-Up Specific Consent Statement

“By creating an account on GreenHR, you confirm that you are an authorized representative of your organization and you expressly consent to the collection, use, storage and processing of your personal and organizational information in accordance with this Privacy Policy, for the purposes of employer onboarding, recruitment services, communication, analytics and statutory compliance.”

19. Policy Enforcement

Violation of this Privacy Policy by employees, contractors or partners may result in disciplinary action and contractual remedies.

20. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology or business practices.

The latest version will always be published on the GreenHR website.

21. Contact for Privacy Requests

For privacy related queries, data access requests, or complaints, you may contact:

Privacy & Compliance Team

Green Call Technology Private Limited

Corporate Office: A-43, Sector-67, Noida, Uttar Pradesh – 201301, India