Privacy & Data Protection Policy
At AccoNova, we are committed to safeguarding the payroll, attendance, and sensitive personal data of Indian MSMEs and their workforces.
1. Introduction & Scope
AccoNova ("we", "us", or "our") operates the cloud-based HRMS and payroll automation platform. This Privacy Policy describes how we collect, use, store, and protect sensitive personal data and information when you use our website, cloud applications, or related mobile attendance portals.
For corporate clients (employers), AccoNova acts primarily as a Data Processor. The employer acts as the Data Controller and is responsible for obtaining necessary consents from employees for payroll and location tracking.
2. Personal & Employee Data We Collect
To deliver zero-touch payroll and geo-fenced attendance tracking, we collect and process the following information:
| Data Category | Specific Details Processed |
|---|---|
| Employer Profile | Company name, registered office address, GSTIN, PAN, and primary administrator contact details. |
| Employee Personal Data | Full name, official email, mobile number, date of birth, gender, and profile picture (if uploaded). |
| GPS & Attendance Logs | Geofence coordinates, time-stamp records, and front-camera selfie hashes (for attendance punch validation to prevent location spoofing). |
| Payroll & Statutory Data | Salary structural slabs, PAN card number, bank account details, IFSC code, and statutory compliance numbers (EPF UAN, ESIC IP number, and State PT registration). |
| Document Uploads | PDFs and images of tax regimes declaration documents, identity proofs, and expense reimbursement bills. |
3. How We Process & Use Your Information
We use the collected information strictly to fulfill our SaaS service commitments and comply with statutory laws:
Automating basic pay, HRA, allowances, professional tax, EPF deductions, ESIC contributions, and TDS calculation.
Verifying that punches occur within designated employer geofences and matching selfie validation hashes.
Supporting payroll calculations, payslips and configured statutory reporting workflows that employers review before filing.
Sending transactional alerts, automated salary slips, password resets, and critical compliance deadline notices.
4. Security & Data Protection Standards
AccoNova implements enterprise-grade security protocols to protect sensitive financial and personal records:
All data is encrypted in transit using Transport Layer Security (TLS 1.3) and at rest using Advanced Encryption Standard (AES-256). We enforce strict Role-Based Access Control (RBAC) so that only authorized administrators within your organization can view payroll records.
5. Third-Party Integrations & Data Sharing
We do not sell, rent, or trade your personal data. We only share information with third parties in the following specific circumstances:
6. Data Retention Policy (Legal Requirement)
As an HRMS platform operating under Indian statutory compliance laws, AccoNova retains payroll and employee data for specific durations mandated by law, even after termination of employment:
- Payroll & Tax Records: Retained for a minimum of 8 years from the end of the relevant financial year, as mandated by the Income Tax Act, 1961.
- PF & ESIC Contributions: Statutory registers and returns are preserved for 5 years from the date of filing.
- Attendance Logs: Retained for 3 years to comply with the Minimum Wages Act and Shops & Establishments Act.
- Post-Termination: Upon request, we will anonymize non-statutory personal data within 30 days. However, core financial records cannot be legally deleted before the expiry of the statutory period.
7. Your Rights & Consent Controls
Employees whose data is stored on AccoNova have specific statutory rights. You may request your employer's administrator to:
- Access and review your payroll slips, attendance logs, and personal profile details.
- Correct, update, or rectify any inaccurate tax registration or bank account details.
- Request deletion or erasure of employee records after termination or contract completion (subject to statutory audit logs preservation laws).
- Revoke consent for location-based geofence tracking (which may disable mobile attendance logging).
8. Grievance Redressal & Support
If you have any complaints, questions, or concerns about data processing, you may contact our designated Grievance Officer in accordance with the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011: