Privacy Policy of Ardens Business Solutions Private Limited (ABShrms)

1. Introduction

At Ardens Business Solutions Private Limited (referred to as “ABShrms”, “we”, or the “Company”), including its subsidiaries and affiliated companies, we prioritize your trust in us with your confidential information. This Privacy Policy outlines our practices regarding the collection, use, access, correction, and disclosure of your personal information when you use our services or interact with us.

2. Scope of Services

ABShrms provides a cloud-based web platform and mobile applications for managing human resources and processing payroll. This policy applies to the information collected on ABShrms.com (the “Site”) and our Mobile Apps. It does not cover personal information collected on behalf of, or under the direction of, our clients. When you log into the Site, you can access the privacy policy of your employer or prospective employer, a client of ABShrms, explaining their processing of your personal information and your related rights.

3. Collection of Personal Information

Personal Information includes any information that, either alone or combined with other data, is reasonably available to us and relates to you. This policy also covers any Personal Information provided to us in connection with the marketing of our services, features, or content (the “Services”) to our clients, and any support provided in relation to our Services and Mobile Apps.

4. Use of Personal Information

We use your Personal Information to:

• Provide, maintain, and improve our Services and Mobile Apps.
• Communicate with you about our Services.
• Market our services, features, or content to potential clients.

5. Access, Correction, and Disclosure

We may be requested by our clients to amend, update, or delete your Personal Information on their behalf. We will comply with such requests in accordance with the terms of our contract with the client.

6. Third-Party Services

This Privacy Policy does not apply to third-party applications or software accessible from the Site, Services, or Mobile Apps, such as external applicant tracking systems, social media websites, or partner websites (“Third Party Services”).

7. Acknowledgment and Consent

By using our Services, you acknowledge that you have read and understood this Privacy Policy.

8. Data Controller under EU GDPR

For the purposes of the EU General Data Protection Regulation (GDPR):

• The data controller of the data processed through the Service is the customer of ABShrms who makes available and permits end users to access and use the service, or anyone acting on their behalf.
• For data collected directly on our website for marketing and communication purposes, ABShrms is the “Data Controller”.

Information We Collect and How We Use It

1. Personal Information

We generally collect and process the following types of Personal Information:

Personal Information Collected through the Service:

• Details Provided by the Customer (Employer): This includes any personal information voluntarily provided by our customer (Employer), end user, or the Customer’s administrator, or through your use of the ABShrms platform.
  • Examples:
    • Name (first and last), nickname
    • Birthdate, gender, nationality
    • Job title, phone number(s)
    • Employment details (start date, department, employee ID/national security number)
    • Address, country, city, postcode
    • Family status, spouse’s and other dependents’ names, gender, and birth dates
    • Bank account details (bank name, account number, branch address)
    • Salary and work details (pay period, payment frequency, base salary, gross salary, overtime, bonuses, commissions, statutory payments such as sick, maternity/paternity leave, salary payment currency)
    • Credentials regarding the right to work in your jurisdiction, tax code
    • Emergency contact details (name, relation, phone number(s), email address(es), city, country, postcode)
    • Termination details (date, reason), probation end date, system and workplace status
    • IP address and other unique identifiers
    • Information relating to tax declarations
    • Any additional information the customer chooses to collect or the user provides to ABShrms and its employees

Location Information:

• Mobile Apps: We do not ask for, access, or track location-based information from your mobile device while downloading or using the Mobile Apps. However, employers may enable location tracking for timekeeping purposes. The GDPR legal basis for processing this information is the contractual obligation to your employer.
• Job Applications: If you apply for a job at ABShrms through the Site, you may provide location information by selecting the “Locate me” button. This information helps present available jobs near your location. The GDPR legal basis is your explicit consent.

Attendance Logs:

• If our Customer (Employer) uses the optional Time and Attendance Software, we retain and process biometric device logs for calculating attendance and payroll. This information includes employee or attendance ID along with timestamps of in and out entries.

Contact Information:

• When you express interest in obtaining additional information about the Services, the Site, or Mobile Apps, ABShrms may ask for your contact information, such as your name, email address, and phone number. This information is used to communicate with you and respond to your requests, comments, and questions. The GDPR legal basis for processing this information is the legitimate interest in communicating with you.

Device Information:

• Access Requests: When using the Mobile Apps, we may request access to your device’s camera and photo storage for functions like taking and uploading pictures. Access is granted only with your permission, and you may revoke it at any time.
• Mobile Analytics: We use mobile analytics software to better understand the functionality of our Mobile Apps. This software may record information such as usage frequency, in-app events, aggregated usage, performance data, and download source. This information is not linked to any Personal Information you submit within the Mobile Apps. The GDPR legal basis for processing this information is the contractual obligation to your employer.

2. Data Collected as a Service Provider

As a service provider, ABShrms systems collect information as per the Customer’s (employer’s) requirements. The Master Subscription Agreement governs the delivery, access, and use of the Services and Mobile Apps, including the processing of Personal Information and data submitted through Services accounts.

• Customer Control: The Customer (e.g., your employer) controls their Platform and any associated client data. For questions about specific Platform settings, Personal Information processing, or privacy practices, please contact the Customer administrator of the Platform you use.
• Data Use: Customer data is used by ABShrms according to the Customer’s instructions, applicable terms in the Master Service Agreement, the Customer’s use of Services functionality, and as required by applicable law. Under GDPR, ABShrms is a processor of Customer data, and the Customer is the controller.

Sharing of Your Information

1. Third-Party Services

At times, you may access other third-party services or websites through the ABShrms platform by clicking on links within the Site. It is important to note that ABShrms is not responsible for the privacy policies or practices of these third-party services. You are responsible for reading and understanding the privacy policies of any third-party services you access.

2. Information Shared with Our Service Providers

You agree, consent, and acknowledge that we may share your Personal Information with third parties who provide services to ABShrms. These third parties are authorized to use your Personal Information only as necessary to provide these services to us. These services may include:

• Email Services: Sending marketing communications.
• Mapping Services: Providing location-based services.
• Customer Service or Support: Assisting with customer inquiries and support needs.
• Cloud Computing Infrastructure: Hosting and managing our cloud services.

3. Information Shared with Our Sub-Processors

We employ and contract with individuals and entities that perform tasks on our behalf and are under our control, referred to as “Sub-Processors.” These Sub-Processors may include:

• Email Service Providers: Sending emails on our behalf.
• Mapping Service Providers: Offering location services.
• Customer Support Providers: Providing customer service assistance.

We may need to share your Personal Information with our Sub-Processors to deliver our Services to you. Our Sub-Processors do not have the right to use your Personal Information for any purpose other than to assist us in providing the Services. Transfers to subsequent third parties are governed by onward transfer agreements between ABShrms and each Sub-Processor.

Google API Disclosure

ABShrms has developed a functionality that allows its customers to connect their Google account using OAuth with our products. This connection enables ABShrms to access and use certain personal information from your Google account and to transmit the Service Data to ABShrms products that you integrate with your Google account.

Use and Transfer of Information

• Information Accessed: By connecting your Google account to ABShrms products, ABShrms may view personal information associated with your Google account.
• Service Data Transmission: The integration allows ABShrms to transmit Service Data between your Google account and the ABShrms products you use.

Compliance with Google API Services User Data Policy

ABShrms’s use and transfer of information received from Google APIs comply with Google’s API Services User Data Policy, including the Limited Use requirement. This ensures that the data accessed and transferred through Google APIs is used solely for the purposes authorized by Google and adheres to strict privacy and security standards.