Privacy Policy

1. Overview and our role

This policy describes how TST HRMS collects, uses, shares and protects personal information when you visit our website, register an interest, or use our platform and mobile applications.

2. Information we collect

Information you give us directly

• Enquiries and demo requests — your email address and, if you provide them, your name, company name and phone number.
• Company registration — company name, contact name, work email, phone number, industry, approximate team size, website and any message you send.
• Account credentials — the login details issued to your users, stored using one-way hashing.

Workspace data entered by your employer

• Employee profiles, identifiers, contact details and uploaded documents
• Attendance records, punch times, shifts, breaks and location data where geo-verification is enabled
• Leave requests, balances, approvals and related notes
• Salary structures, payroll runs, deductions and payslips

Information collected automatically

• Device and browser type, operating system and app version
• IP address and approximate region, used for security and abuse prevention
• Log records of actions taken in the platform, used for audit trails and troubleshooting

3. How we use information

We use personal information to:

• Provide, operate and maintain the platform and mobile apps
• Authenticate users and enforce role-based access permissions
• Process attendance, leave and payroll on behalf of your organisation
• Send transactional messages such as approvals, alerts and password resets
• Respond to demo requests, enquiries and support tickets
• Monitor for security incidents, fraud and misuse
• Diagnose faults and improve reliability and performance
• Meet our legal, tax and regulatory obligations

4. The mobile applications

Our Android and iOS apps request permissions only where a feature requires them, and only with your consent:

• Location — used to verify that an attendance punch happened at an approved site. It is captured at the moment of a punch, not tracked continuously in the background.
• Camera and photos — used only when you attach a document or profile photo.
• Notifications — used to deliver approval alerts and company announcements.

You can withdraw any of these permissions in your device settings at any time. Doing so may disable the related feature — for example, declining location access may prevent geo-verified check-in where your employer requires it.

5. Why we are allowed to process data

Where data protection law requires a legal basis, we rely on the following:

• Contract — to deliver the services your organisation has subscribed to.
• Legitimate interests — to secure the platform, prevent abuse and improve the product, balanced against individual privacy rights.
• Legal obligation — to retain records required by employment, tax or accounting law.
• Consent — for optional features such as device location and marketing communications, which you may withdraw at any time.

6. When we share information

We share personal information only in these circumstances:

• Within your organisation — with users whose role grants them access, such as HR administrators and reporting managers.
• Service providers — cloud hosting, email delivery, push notification and payment providers who process data on our behalf under contract.
• Legal requirements — where disclosure is required by law, regulation or valid legal process.
• Business transfers — if our business is merged or acquired, with notice given and this policy continuing to apply until replaced.

Customer workspaces are logically isolated. One customer cannot access another customer's data.

7. How we protect data

Our safeguards include:

• Encryption of data in transit using TLS
• Passwords stored using one-way hashing, never in readable form
• Role-based access control that follows your organisation hierarchy
• Automated backups with restricted, audited access
• Activity logging for sensitive administrative actions

No system can be guaranteed completely secure. If a breach affects your personal data, we will notify affected customers and, where required, the relevant supervisory authority without undue delay.

8. How long we keep data

We retain workspace data for as long as your organisation's subscription is active. After termination, data is kept for a limited grace period so it can be exported, and is then deleted or anonymised.

Some records — such as payroll and tax documentation — may be retained for longer where law requires it. Demo requests and enquiries are kept only as long as needed to respond and maintain a record of the conversation.

9. Your rights and choices

Depending on where you live, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data, subject to legal retention requirements
• Object to or restrict certain processing
• Receive a copy of your data in a portable format
• Withdraw consent where processing is based on it
• Unsubscribe from marketing messages at any time

If your data sits inside an employer's workspace, please raise the request with your HR team — they control that data and we will support them in fulfilling it. For data we control directly, contact us using the details below.

10. Cookies and analytics

Our website and platform use cookies that are necessary to operate the service, including maintaining your session after sign-in and protecting forms against cross-site request forgery.

Where we use analytics to understand how the site is used, it is limited to aggregated, non-identifying measurements. You can block or delete cookies in your browser settings, though doing so may prevent you from staying signed in.

11. Children's data

The Service is designed for workplace use and is not directed at children. We do not knowingly collect personal data from anyone below the legal working age in their jurisdiction. If you believe such data has been provided to us, contact us and we will delete it.

12. Changes to this policy

We may update this policy to reflect changes in the Service, our practices, or legal requirements. The "last updated" date above always reflects the current version, and we will notify workspace administrators of material changes.

13. How to contact us

For privacy questions, data requests or concerns about how your information is handled, please reach out.

Email: info@tamilsofttech.com

We aim to acknowledge privacy requests within five business days and to resolve them within thirty days.