Privacy Policy

1. Identity & Contact of Data Fiduciary

HRsForU ("Platform," "we," "our," "us") is a cloud-based HR and payroll SaaS platform operated from India. In the context of data shared directly by subscribing companies (Customers) and their employees, we act as a Data Processor as defined under DPDPA 2023, processing data on behalf of and at the instruction of the subscribing company (who is the Data Fiduciary).

Registered Contact: contact@hrsforu.com  |  Grievance Officer: grievance@hrsforu.com  |  Website: hrsforu.com

2. Categories of Data We Collect

3. Purpose of Data Processing

We process data only for the following specified, explicit purposes and for no other purpose without fresh consent:

• Operating the HR and payroll platform: salary computation, leave management, attendance, employee records
• Generating and filing statutory documents: PF Form 12A / ECR, ESI returns, TDS Form 16 / Form 24Q, Professional Tax challans
• Distributing payslips (PDF, password-protected with employee PAN) and HR documents to employees
• Account management, customer support, and onboarding assistance
• Fraud detection, access control, and security incident response
• Platform performance monitoring and anonymised aggregate analytics (no individual profiling)
• Compliance with lawful orders of competent Indian courts or government authorities

4. Sensitive Personal Data & Information (SPDI) — Special Obligations

Under Rule 3 of the IT (SPDI) Rules 2011, SPDI includes: passwords, financial information (salary, bank account details), biometric information, and any other sensitive information agreed upon. We commit to the following mandatory safeguards:

• SPDI is collected only with prior written consent obtained via the platform's electronic consent mechanism
• SPDI is used solely for the purpose for which consent was given and is not transferred to any third party without fresh consent
• You may withdraw consent at any time by contacting grievance@hrsforu.com; withdrawal may affect platform functionality
• SPDI is encrypted at rest (AES-256) and in transit (TLS 1.3 minimum)
• Bank account numbers and Aadhaar data are stored in encrypted form and masked in all UI displays

5. Data Sharing & Sub-Processors

6. Data Retention Schedule

7. Data Security Measures

• Encryption: AES-256 encryption at rest; TLS 1.3 minimum for all data in transit
• Access Control: Role-based access control (RBAC) — employees access only their own records; HR admins access only their company's data
• PAN Masking: PAN numbers displayed as ABCDE****F across all platform interfaces
• Payslip Security: PDF payslips password-protected with the employee's PAN number
• Infrastructure: Hosted on AWS Mumbai (ISO 27001 certified data centres)
• Breach Response: Security incidents affecting personal data will be reported to affected parties within 72 hours of discovery, per DPDPA 2023 notification obligations
• Penetration Testing: Regular vulnerability assessments; ISO 27001-aligned security practices

8. Your Rights Under DPDPA 2023 & IT Rules 2011

• Right to Access (Sec. 11, DPDPA 2023): Request a summary of personal data held about you and the processing activities
• Right to Correction & Erasure (Sec. 12, DPDPA 2023): Request correction of inaccurate data or erasure where no legal retention obligation applies
• Right to Grievance Redressal (Sec. 13, DPDPA 2023): File a complaint with our Grievance Officer; if unsatisfied, escalate to the Data Protection Board of India
• Right to Nominate (Sec. 14, DPDPA 2023): Nominate another individual to exercise your data rights on your behalf
• Right to Withdraw Consent: Withdraw consent for optional data processing at any time (does not affect lawfulness of prior processing)

To exercise any right, email grievance@hrsforu.com with subject "Data Rights Request — [Your Company Name]". We will acknowledge within 48 hours and respond within 30 days.

9. Grievance Officer (Mandatory — Rule 5(9), IT Rules 2011 & DPDPA 2023)

10. Cookies & Tracking

We use only essential, functional cookies required for session management and platform security. We do not use third-party advertising cookies, cross-site tracking pixels, or behavioural profiling technologies. No personal data is shared with advertising networks. You may disable non-essential cookies in your browser settings without affecting core HR platform functionality.

11. Children's Privacy

HRsForU is a B2B enterprise platform intended exclusively for use by registered companies and their adult employees (18 years of age and above). We do not knowingly collect or process personal data of individuals below 18 years of age. If we discover such data has been provided, it will be deleted immediately upon identification.

12. Cross-Border Data Transfer

All primary data is stored in AWS Mumbai (ap-south-1) within the territory of India. Any data transfer outside India (e.g., email delivery via international SMTP providers) is conducted strictly in compliance with Section 16, DPDPA 2023 and only to countries or territories notified as adequate by the Central Government of India. No personal data is transferred to non-notified countries without explicit consent or legal basis.

13. Changes to This Policy

We may revise this Privacy Policy as required by law or changes in platform functionality. Material changes (changes that affect your rights or how your data is used) will be notified by email at least 30 days before the effective date. Continued use of the platform after the effective date constitutes acceptance of the revised policy. For non-material changes (typographical corrections, formatting), updates take effect on the stated date without separate notification.

14. Governing Law & Jurisdiction

This Privacy Policy is governed by the laws of the Republic of India. Any dispute arising under or in connection with this policy shall be subject to the exclusive jurisdiction of the competent courts in Hyderabad, Telangana, India.

Terms of Service

1. Acceptance of Terms & Capacity to Contract

By registering, you represent and warrant that: (a) you are at least 18 years of age and legally competent to enter a contract under ICA 1872; (b) you have full authority to bind your organisation, its directors, partners, or proprietor to these Terms; (c) your use of the platform will comply with all applicable Indian laws including the Companies Act 2013, IT Act 2000, Payment of Wages Act 1936, Minimum Wages Act 1948, EPF & MP Act 1952, ESI Act 1948, Shops & Establishments Acts of applicable states, and the Income Tax Act 1961.

2. Description of Service

HRsForU is a cloud-based (SaaS) Human Resources and Payroll management platform providing: automated payroll computation with statutory deductions (PF, ESI, TDS, Professional Tax); employee lifecycle management (onboarding to exit); leave & attendance management; statutory compliance reports (Form 16, ECR, ESI returns, PT challans); employee self-service portal; HR analytics and document management.

Important Disclaimer: HRsForU is a technology tool — we are not a licensed Chartered Accountant, Company Secretary, or statutory compliance consultant. The accuracy and correctness of all statutory filings submitted using our platform is entirely the Customer's responsibility. We shall not be liable for penalties, interest, or demands raised by government authorities due to incorrect, incomplete, or late data provided by the Customer.

3. Account Registration & Security

• You must provide accurate, complete, and current information at all times; provision of false information is grounds for immediate termination without refund
• One account per legal entity; creating multiple accounts to circumvent plan limits is strictly prohibited and may result in permanent ban
• You are solely responsible for maintaining the confidentiality of all login credentials and for all activity that occurs under your account
• Notify us immediately at contact@hrsforu.com of any suspected unauthorised access, breach, or compromise of credentials
• We reserve the right to suspend accounts where suspicious activity, credential stuffing, or unauthorised access is detected, without prior notice

4. Demo Portal & Onboarding

HRsForU provides the following access options before and during your subscription:

• Demo Portal: Prospective customers may request access to a pre-configured demo environment to evaluate platform features with sample data — at no cost and with no account creation required. Contact contact@hrsforu.com or visit demo.hrsforu.com.
• Paid Subscription (Day 1 Access): All new accounts are activated immediately upon successful payment. No free trial is offered. You get full access to all features of your chosen plan from the moment payment is confirmed.

5. Subscription Plans — Annual Billing, Multi-Year Options & Hard Cutoff

5a. Paid Seat / Slot Model

HRsForU uses a paid seat (slot) model for employee billing. Each paid seat represents one employee position in your billing cycle. The following rules apply:

• Paid Slots: At signup, you pay for the number of employees you specify (e.g. 10 employees on Starter = 10 paid slots × ₹999 = ₹9,990/year). These slots are paid for the full 12-month cycle.
• Adding employees within paid slots: You may add employees up to your paid slot count at any time at no additional charge. If an employee was removed earlier in the cycle, the freed slot can be re-used by adding a new employee — no additional payment is required for a replacement into an already-paid slot.
• Adding employees beyond paid slots (net-new seats): If you add an employee beyond your current paid slot count, you are purchasing a net-new seat. The charge is pro-rated for the remaining days of your current billing cycle: Plan Rate × (Days Remaining / 365), rounded to the nearest paisa. This payment is charged immediately via Razorpay.
• Removing an employee frees the slot — no refund: When an employee is offboarded or removed, their seat is freed and becomes available to be filled by another employee at no charge. However, no monetary refund is issued for the remaining days of the removed employee's paid slot. The fee paid for that slot is non-refundable.
• At renewal: On your subscription anniversary, your plan renews based on your then-current active employee count. Paid slots reset to match the active headcount for the new cycle.

• All prices are exclusive of GST (18%). GST will be added to invoices at the applicable rate
• All payments are processed via Razorpay Payment Solutions Pvt. Ltd. — a RBI-authorised payment aggregator. Your payment data is governed by Razorpay's PCI-DSS Level 1 security
• The annual subscription renews automatically at the end of the 12-month term unless cancelled in writing at least 30 days before renewal date
• We reserve the right to revise pricing for subsequent renewal terms with a minimum of 60 days' written notice by email before the renewal date. You may cancel renewal if you do not accept revised pricing
• Non-payment within 7 days of the due date will result in account suspension; data is retained for 30 days pending payment before deletion
• Customised enterprise plans, pricing, and service-level agreements are subject to separate written contracts

6. Acceptable Use Policy (AUP)

You agree that you will not, and will ensure your users do not:

• Use the platform for any unlawful, fraudulent, or anti-competitive purpose under any Indian law
• Upload, enter, or submit false, fabricated, or fraudulent employee data or statutory information
• Attempt to reverse-engineer, decompile, disassemble, or derive source code of any part of the platform
• Attempt to circumvent, disable, or interfere with platform security features, access controls, or encryption
• Resell, sublicense, white-label, or grant access to the platform to third parties without written authorisation
• Use automated bots, scrapers, or scripts to extract data or stress-test the platform
• Submit false or fabricated data to EPFO, ESIC, Income Tax, or any other government portal using platform-generated reports
• Attempt to access data of other companies or any data beyond your authorised scope

Violations of the AUP may result in immediate account termination without notice and without refund. Serious violations will be reported to appropriate law enforcement authorities.

7. Data Processing, Ownership & Responsibility

• You retain full ownership of all data you input into the platform (employee records, documents, payroll data)
• You grant HRsForU a limited, non-exclusive, non-transferable licence to process this data solely to provide the subscribed services
• We act as a Data Processor; you are the Data Fiduciary as defined under DPDPA 2023 — you are responsible for the lawful basis of all employee data processing
• You are solely responsible for obtaining valid and documented consent from your employees for the processing of their personal data (including SPDI) on this platform, in compliance with DPDPA 2023 and the IT (SPDI) Rules 2011
• You warrant that you have the legal right to upload and process all data submitted to the platform
• Upon subscription termination or cancellation, you have 30 days to export all your data. After this period, all data will be permanently and irreversibly deleted from our servers, and we will have no obligation to recover it

8. Intellectual Property Rights

All software code, platform architecture, algorithms, user interface designs, trademarks, logos, documentation, and proprietary content of HRsForU are exclusively owned by or validly licensed to HRsForU and are protected under the Copyright Act, 1957, Trade Marks Act, 1999, and applicable Indian and international IP laws. You are granted only a limited, non-exclusive, non-transferable right to use the platform for your internal business purposes during the subscription term. Any unauthorised copying, reproduction, modification, or distribution of platform IP constitutes infringement and will be pursued legally.

9. Limitation of Liability

10. Indemnification

You agree to fully indemnify, defend, and hold harmless HRsForU, its directors, officers, employees, agents, and partners from and against any and all claims, damages, losses, penalties, interest, costs, and expenses (including reasonable legal fees) arising from or related to: (a) your violation of these Terms; (b) incorrect, false, or incomplete employee or statutory data submitted through the platform; (c) claims by your employees or ex-employees relating to payroll computations, HR actions, or data processing conducted through the platform; (d) your violation of any applicable Indian labour or data protection law; (e) your infringement of any third-party intellectual property or other rights.

11. Termination & Suspension

• By Customer (Voluntary Cancellation): You may cancel the automatic renewal of your subscription by providing written notice to contact@hrsforu.com at least 30 days before the renewal date. Your access continues until the end of the current paid annual period. No refund is provided for the remaining subscription period — see Refund Policy for full details.
• By HRsForU (For Cause): We may suspend or terminate your account immediately and without notice for: violation of the Acceptable Use Policy; non-payment; submission of fraudulent data; illegal activity; or any action that risks harm to other customers or the platform
• By HRsForU (Without Cause): We may terminate with 30 days' written notice for any reason. In such cases, a pro-rated refund for unused complete months will be provided
• Upon termination for any reason, you have 30 days to export your data before permanent deletion

11A. Payroll & Salary Disbursement — Limitation of Liability

HRsForU is a payroll computation and compliance tool. It calculates net salaries, statutory deductions (PF, ESI, TDS, Professional Tax), and generates payslips, ECR files, and statutory challans. It does not initiate or execute bank transfers for salary disbursement. The actual payment of salaries to employees via NEFT, IMPS, or any other payment mode is the sole responsibility of the Customer. HRsForU shall not be held liable for:

• Delays or failures in salary payment to employees
• Incorrect bank account details entered by the Customer or their employees
• PF/ESI challan submission delays — the Customer is responsible for timely submission via the EPFO/ESIC portals using platform-generated ECR files
• TDS deduction shortfalls or late deposit interest arising from incorrect data provided by the Customer
• Professional Tax non-compliance arising from incorrect state selection or employee categorisation
• Penalties levied by EPFO, ESIC, Income Tax Department, or State PT authorities on account of data errors attributable to the Customer

12. Service Availability & SLA

We target 99.5% monthly uptime for the core platform. Scheduled maintenance is conducted between 2:00 AM – 5:00 AM IST with at least 24 hours' advance notice by email and in-app notification. The following are excluded from SLA calculations: AWS infrastructure incidents; Razorpay payment gateway downtime; DDoS attacks or force majeure events; maintenance windows; outages caused by Customer actions; and Internet or network connectivity issues outside our infrastructure.

13. Governing Law & Dispute Resolution

• These Terms are governed by and construed in accordance with the laws of the Republic of India
• In the event of a dispute, the parties shall first attempt to resolve it amicably through good-faith negotiations within 30 days of one party giving written notice of the dispute
• If amicable resolution fails within 30 days, the dispute shall be referred to and finally resolved by binding arbitration under the Arbitration and Conciliation Act, 1996, as amended. A sole arbitrator shall be appointed by mutual written agreement within 15 days, or as appointed by the relevant arbitral institution
• The seat and venue of arbitration shall be Hyderabad, Telangana, India. Proceedings shall be conducted in the English language
• Courts of competent jurisdiction in Hyderabad, Telangana, India shall have exclusive jurisdiction for interim injunctive relief, enforcement of arbitral awards, and matters not subject to arbitration

14. Force Majeure

HRsForU shall not be in breach of these Terms or liable for any delay or failure to perform obligations to the extent such delay or failure is caused by circumstances beyond our reasonable control, including: acts of God, earthquake, flood, fire; acts of government, war, civil unrest, terrorism; pandemic or public health emergency declared by a competent authority; AWS or cloud infrastructure failure; or Internet backbone failures. We will notify you of such events and resume performance as soon as reasonably practicable.

15. Changes to Terms

We may update these Terms at any time. Material changes (changes to payment terms, liability, or your substantive rights) will be notified by email at least 30 days before the effective date. Your continued use of the platform after the effective date of revised Terms constitutes your irrevocable acceptance of the changes. If you do not accept the revised Terms, you must discontinue use and provide written cancellation notice before the effective date.

Refund Policy

1A. 14-Day Money-Back Guarantee — Eligibility & Scope

HRsForU offers a 14-day money-back guarantee on subscriptions purchased through self-serve online checkout at hrsforu.com. This guarantee is intended to give first-time buyers a low-risk way to validate that the product fits their needs.

Eligible purchases (refund available):

• Subscription completed entirely via the website checkout at hrsforu.com
• Payment made online via Razorpay without prior contact with our sales team
• Refund request emailed to contact@hrsforu.com within 14 calendar days of the original payment date (timestamp on the Razorpay transaction)
• One-time use per organisation — renewals and repeat purchases are not eligible

Ineligible purchases (no refund — standard policy applies):

• Sales-led purchases: Any subscription preceded by a demo call, sales conversation (phone/email/Zoom/WhatsApp), custom quote, or negotiated proposal with our team. The rationale: you have already evaluated the product in a personalised walkthrough with our team and explicitly agreed to subscribe; the product fit was confirmed pre-purchase.
• Enterprise plan subscriptions — these always involve a sales conversation and are therefore non-refundable.
• Renewals of any plan (annual or otherwise). The guarantee applies only to the very first paid term.
• Purchases made more than 14 days ago.
• Accounts that have already requested and received a guarantee refund previously.

Refund mechanics:

• Approved refunds are processed via Razorpay to the original payment instrument within 7–10 business days of approval
• The refund covers the base subscription amount only. GST (Section 7) and Razorpay processing fees (Section 11) are not refundable
• Upon refund approval, your account is permanently deactivated and your data is scheduled for deletion 30 days later (per our data retention policy)
• Account credits, partial refunds, or extensions in lieu of refund are not offered under this guarantee

1. Our Service Model — Why No Refunds Apply (Outside the 14-Day Guarantee)

HRsForU is a pure digital SaaS (Software-as-a-Service) product. The nature of our service is fundamentally different from physical goods. Once a subscription is activated:

• Platform infrastructure is immediately provisioned exclusively for your organisation (dedicated subdomain, database partition, storage allocation)
• Your company data is actively stored, processed, and secured from the moment of activation
• Our technical and support resources are committed to your account for the full subscription period
• The service is instantly consumable — there is no physical item to return, and the digital service is considered "delivered" upon activation

Under Section 2(47) read with Section 47 of the Consumer Protection Act, 2019, and in line with established digital goods norms, refunds are not applicable to SaaS products where the service has been rendered and access has been provided.

2. Extensive Free Evaluation Provided — No Grounds for Refund

HRsForU provides a pre-purchase evaluation option:

3. Annual Subscription Fees — Strictly Non-Refundable

• Annual subscriptions are billed 100% upfront for the full 12-month term
• The 30-day bonus period provided to annual subscribers is a free add-on, not a refund window
• If you choose not to use the platform after payment, your subscription remains active and access remains available for the full paid period — the non-usage does not entitle you to a refund
• No credit, account balance, or carry-forward is provided for unused subscription periods
• Plan downgrades or cancellations take effect at the end of the current paid annual period only; no refund is issued for the difference

4. Employee Seat Removal — No Refund; Free Refill

• Removing an employee does not entitle you to a refund of any portion of that employee's paid seat for the remainder of the billing cycle. The fee paid for each seat is non-refundable once charged, regardless of how much time remains in the cycle
• Freed seats may be re-used at no charge: When an employee is removed, their seat is freed. You may add a replacement employee into that freed seat at any time before the next renewal — no additional payment is required. This is a feature benefit, not a refund
• Net-new seats are charged pro-rated: Only adding an employee beyond your current paid seat count (a genuinely new seat) triggers a new pro-rated charge for the remaining days of your cycle
• No credit, partial refund, or account balance is issued for removed employees under any circumstance

5. Plan Upgrades

• Upgrades (e.g., Starter → Growth, Growth → Enterprise): Take effect immediately upon payment of the pro-rated difference for the remaining subscription period
• The pro-rated upgrade fee is non-refundable once processed
• Upgrade payments are calculated as: (New Annual Rate − Current Annual Rate) × (Remaining Days / 365)

6. Setup, Onboarding & Professional Services Fees

Any one-time fees for setup, data migration, custom onboarding sessions, training, or professional services are strictly non-refundable once the service has commenced. These fees compensate for dedicated human resources, time, and expertise that cannot be reversed once deployed.

7. GST — Non-Refundable in All Cases

GST (18%) is non-refundable under all circumstances. Once GST is collected and remitted to the Government of India under the Goods and Services Tax Act, 2017, it cannot be returned to the subscriber. Any approved refund (under the narrow exceptions in Section 9 below) will be for the base subscription amount only, excluding GST.

8. Service Downtime Credit (Not a Refund)

In the rare event of verified platform downtime attributable solely to HRsForU infrastructure, we offer account credits (not cash refunds) as follows:

• Continuous downtime > 48 hours in any calendar month: account credit equivalent to 1 day's subscription value per 4 hours of excess downtime, capped at 15 days' subscription value
• Claims must be raised at contact@hrsforu.com with subject "Downtime Credit Claim" within 7 days of the incident with documented evidence
• Credits are applied to the next renewal only and cannot be encashed or transferred
• Excluded from credit claims: Scheduled maintenance windows (announced 24h in advance); AWS/Razorpay infrastructure incidents; DDoS or cyber attacks; force majeure events; outages caused by Customer actions; Internet connectivity issues outside HRsForU's infrastructure

9. Narrow Exceptions — The Only Circumstances Where a Refund May Be Considered

Refunds will be considered only in the following strictly defined technical payment error scenarios:

• Verified Duplicate Payment: The same invoice was charged twice due to a confirmed payment gateway or banking error (not due to user re-submission). Must be reported within 7 days of the transaction with both Razorpay transaction IDs
• Payment Processed but Account Not Activated: Full payment was received by us but the platform account was not activated or accessible within 24 hours of payment, and the failure is attributable to our technical systems (not to incorrect data provided by you). Must be reported within 48 hours
• Unauthorised Transaction: A payment was processed without your authorisation and you have filed a complaint with both your bank and Razorpay within 24 hours of the transaction

10. Refund Claim Procedure (Exception Cases Only)

• Email contact@hrsforu.com with exact subject: "Payment Error Refund — [Your Company Name]"
• Include: Your registered email, the Razorpay payment transaction ID(s), bank statement screenshot showing the charge(s), and a clear description of the technical error
• Acknowledgement within 2 business days
• Decision communicated within 7 business days of receiving complete documentation
• Approved refunds are credited to the original payment source (bank account / UPI / card) within 7–10 business days of approval, subject to Razorpay processing timelines
• Razorpay platform and processing fees are non-recoverable and will be deducted from any approved refund amount
• Refund claims received after 30 days from the transaction date will not be processed under any circumstances

11. Subscription Cancellation — Effect & Procedure

• You may cancel auto-renewal of your annual subscription at any time by written notice to contact@hrsforu.com with at least 30 days before the renewal date
• Cancellation stops the next renewal charge only — it does not generate a refund for the current paid period
• Your platform access and all data remain available until the last day of the current paid annual period
• After the paid period ends, you have 30 days to export your data before permanent deletion
• Cancellation requests received less than 30 days before renewal may result in the renewal charge being processed; such charges are non-refundable

12. Dispute Resolution for Billing Matters

If you believe a charge on your account is incorrect, you must raise it in writing at contact@hrsforu.com within 30 days of the charge. Claims raised after 30 days will not be processed. For disputes not resolved through our support process, you may seek recourse through:

• Consumer Disputes Redressal Commission under the Consumer Protection Act, 2019 — applicable for individual consumers (note: B2B SaaS subscriptions by registered businesses may not qualify as "consumer" transactions under Section 2(7) of CPA 2019)
• RBI Ombudsman Scheme for Digital Transactions — for payment-related complaints against the payment aggregator (Razorpay)
• Arbitration — per the dispute resolution clause in the Terms of Service (Arbitration & Conciliation Act, 1996; seat: Hyderabad, Telangana)

Courts of competent jurisdiction in Hyderabad, Telangana, India shall have exclusive jurisdiction over all non-arbitrable matters relating to this policy.

13. Acknowledgement

By completing the payment process and activating a subscription on HRsForU, you confirm that you have: (a) read, understood, and accepted this No-Refund Policy in its entirety; (b) made use of or knowingly waived the free demo environment available before payment; (c) understood that the 30-day bonus period for annual subscribers is a complimentary add-on and not a refund window; and (d) agreed that this policy is fair, reasonable, and lawful given the digital nature of the service and the pre-purchase evaluation option provided.