1. Introduction & Scope
This Privacy Policy explains how HRMS Flow ("we", "our", or "us"), operating the website and cloud recruitment platform at https://hrmsflow.com, collects, uses, stores, and protects information provided by organizations, recruiters, and users of our services.
This policy is published in compliance with the Indian Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection (DPDP) Act, 2023.
2. Information We Collect
2.1 Account & Organization Information
When you register for a workspace or user account on HRMS Flow, we collect:
- Full Name, Work Email Address, Phone Number, and Role (Company Owner, Team Lead, or Recruiter)
- Organization / Company Name and Department names
- Encrypted authentication credentials and session logs
2.2 Recruitment & Candidate Resume Data
As an Applicant Tracking System (ATS), our customers upload candidate resumes (PDF/DOCX) and lead sheets (Excel/CSV) into their isolated workspaces. This data may include candidate names, email addresses, phone numbers, educational history, employment records, skills, and compensation expectations. Your organization acts as the Data Fiduciary/Controller for candidate profiles uploaded into your workspace, and HRMS Flow acts as the Data Processor on your instructions.
2.3 Billing & Payment Information
All subscription plan purchases and credit top-ups are processed via Razorpay, an RBI-authorized, PCI-DSS compliant payment gateway. We do not store credit card numbers, debit card numbers, CVV codes, netbanking passwords, or UPI PINs on our servers. We only store transaction reference numbers (`razorpay_order_id`, `razorpay_payment_id`), billing plan names, and payment timestamps for invoicing and audit purposes.
3. How We Use Your Information
- To provision and maintain your organization's multi-user recruitment workspace
- To parse resumes, extract structured candidate attributes, and compute job compatibility scores (0–100)
- To manage hiring pipelines, duplicate candidate detection, interview evaluations, and recruiter follow-up tasks
- To process subscription activations, credit allocations, and GST/payment receipts
- To send important service notifications, password resets, and support responses
4. Data Sharing & Third-Party Processors
We do not sell, rent, or trade your organization's data or uploaded candidate resumes to third-party marketers or external job boards. Data is shared strictly with essential infrastructure sub-processors required to deliver the service:
- Razorpay Software Private Limited: For secure online payment processing and order verification.
- AI Parsing Engine Providers: Used exclusively via API to extract structured resume text and calculate job-match scores without training public models on your private workspace data.
- Legal & Regulatory Authorities: Only when required by applicable Indian law, court order, or lawful government request.
5. Data Security & Workspace Isolation
Each organization's candidate records, job descriptions, and hiring pipelines are logically isolated by tenant organization ID and role-based access controls (RBAC). We use HTTPS/TLS encryption in transit, hashed passwords (`bcrypt`), and strict access authentication.
6. Data Retention & Deletion Controls
Company Owners (HR Managers) have built-in workspace data retention settings allowing them to delete individual candidate resumes, clear imported sheets, or request complete workspace deletion at any time.
7. Cookies
We use strictly necessary session and CSRF-protection cookies required to keep you securely logged into your workspace. We do not use intrusive third-party behavioral advertising cookies.
8. Contact & Grievance Redressal
If you have questions regarding this Privacy Policy or wish to exercise your data access, correction, or deletion rights, please contact our Grievance Officer:
- Entity: HRMS Flow
- Email: support@hrmsflow.com
- Phone: +91 1800 123 4567
- Address: HRMS Flow Technologies, India