Privacy Policy
Thank you for using our GroveHR app. Your privacy and data security are important to us. This Privacy Policy explains how we collect, use, disclose, and protect your personal information.
1. Who Can Use This Application
GroveHR is an employee self-service HR management application provided to employees through their organization or company. Users cannot independently create an account or obtain access to GroveHR without authorization from their organization.
Employee accounts and access permissions are established and managed by the user's organization. The organization determines which GroveHR services and features are available to each authorized employee.
If you are an employee using GroveHR through your organization, your organization's policies and instructions may also apply to your use of the application. For questions regarding your employee account, access, or organization-specific information, please contact your organization's HR or system administrator..
2. Information you provide to us
We may collect Personal Data and other information from you. We generally collect two types of information—personally identifiable information (“PII”) and non-personally identifiable information (“Non-PII”).
Personal data we may collect includes: first and last name, company name, job title, work email address, phone number, physical address, username and password, unique identifiers (account number), and other content relevant to the collection context.
- Personal and Employee details
- Attendance Details
- Location data — GroveHR accesses your device's location only at the moment you tap the "In" or "Out" button to record attendance. Location is used solely to verify that the punch was made from an authorized/expected location and is not accessed continuously or in the background. If you do not grant location permission, you may be unable to use the clock-in/clock-out feature; please contact your organization's HR administrator for alternative arrangements.
- Leave and Permission Requests — When you submit a leave application, permission request, or similar service request through the app, we collect the details you provide (request type, dates, reason/notes, and approval status) in order to route the request to your organization's designated approver and maintain a record of the outcome.
3. How we use your information
If you provide Personal Data to obtain access to our Services, we will use it to provide access, process transactions, answer questions, resolve problems, and monitor your use of such services. We may also use Personal Data and non-identifiable information to:
- Improve content and functionality of the Services
- Better understand our users
- Develop new products, services, features and functionality
4. Legal basis for processing
We normally collect Personal Data where we need it to perform a contract with you, where processing is in our legitimate interests, or where we have your consent. In some cases, we may have a legal obligation to collect Personal Data.
5. Data security
We take privacy seriously and implement robust measures to protect Personal Data from unauthorized access, maintain data accuracy, and ensure appropriate use. Measures include:
- Transport Layer Security (TLS) to protect data in transit.
- Advanced security methods using dynamic data and encoded session IDs.
- Hosting in secure server environments with firewalls.
- Restricting access to authorized personnel only.
6. Sharing your information
We may disclose your personal information to third-party service providers (e.g., analytics, cloud hosting) or business affiliates for administrative management. We do not sell or share your personal information for marketing or advertising purposes.
Data handling, including retention periods, may vary depending on the specific agreement between GroveHR and your employing organization. Your organization's HR administrator can provide details on data retention policies applicable to your account. Where no organization-specific term applies, we retain data only as long as necessary to provide the Services, as described in Section 11.
7. App Store & Platform Analytics
Google Play and the Apple App Store may automatically collect certain technical and performance data (such as crash reports, app version, and device type) through their respective platform services when you download and use GroveHR. This data is governed by Google's and Apple's own privacy policies in addition to this one. We do not currently use third-party analytics or advertising SDKs beyond what these platforms provide by default. If this changes, we will update this policy and our Data Safety declarations accordingly.
8. Push Notifications
In an upcoming release, GroveHR will support push notifications to alert you about items such as leave approvals, attendance reminders, and organizational announcements. If you enable notifications, we will use a device token (provided by Apple's or Google's notification services) solely to deliver these messages. You can disable notifications at any time through your device settings.
9. Your Rights and Access to Your Data
You can view your own personal and employment-related data (such as attendance and leave records) within the app. Because GroveHR accounts are managed by your employing organization, requests to correct, export, or share your data with a third party must be made through your organization's HR administrator, who can action these on your behalf or coordinate with us directly. You may request deletion of your account and associated data at any time via the Account Deletion Request page.
10. Changes to this Policy
We may update this policy from time to time. We will notify you of significant changes by posting the new policy in the app or via email.
11. Data Retention and Deletion
GroveHR employee accounts are provisioned and managed by the user's organization. Employees who wish to request deletion of their personal information or termination of their GroveHR account may submit a request through our Account Deletion Request page. Depending on the organization's contractual, legal, and record-retention requirements, certain employment-related information may need to be retained by the organization for a specified period. Account access may also be disabled or removed by the user's organization in accordance with its employment and HR policies.
Click here to submit a request for deletion.Contact Us
If you have questions about this Privacy Policy, please contact:
Email: support@ri-square.com
Address: 6/5, South Rd, CIT Nagar West, Nandanam, Chennai, Tamil Nadu 600035