VedaForce helps colleges, hospitals and other organisations manage staff attendance, leave, loans, payroll and hiring. This policy explains what personal data is handled, why, who can see it and the choices you have. We follow India's Digital Personal Data Protection Act, 2023 and other laws that apply.
Who is responsible for your data
- If you work for an organisation that uses VedaForce, your employer decides what is collected about you and why. We handle that data on your employer's behalf and only on its instructions. Please contact your HR team first with any request about your records.
- If you visit our website or ask for a demo, we decide how that data is used and this policy applies to us directly.
What we collect from website visitors
- Demo requests: your name, work email, phone, organisation, role, number of employees, city, preferred date and message.
- How you found us: the page that referred you and campaign tags in the link, if any.
- Technical data: your IP address, browser and basic usage logs, which keep the website secure and working.
What organisations store about their staff
Depending on the features your organisation uses, VedaForce may hold:
- Profile and job details: name, photo, contact details, employee ID, department, branch or campus, designation, joining date and documents.
- Attendance: punch times from biometric machines (the machine user ID and time), app punches with a selfie and the phone's location, outside-campus requests, shifts and rosters.
- Leave, loans and approvals: requests, balances, approvals and comments.
- Payroll: salary structure, bank account, PAN, UAN, ESIC number, tax details, deductions and payslips.
- Tasks and recruitment: tasks given to staff and, for job applicants, their application, CV and interview notes.
- App and login data: device type, app version, login times and activity logs used for security.
Location and photos
- The app records location and takes a selfie at the moments your organisation has set up, such as punching in or out or checking in on outside duty.
- Your phone asks your permission before VedaForce can use the camera or location. You can change this in your phone settings, but some attendance features may then not work.
- Location and photos are used for attendance only. We never sell them or use them for advertising.
How the data is used
- to run attendance, leave, loans, payroll, payslips and statutory registers for your organisation;
- to send approvals, reminders and notices by email, SMS or app notification;
- to keep accounts secure, prevent misuse and fix problems;
- to answer demo requests and support questions;
- to understand how the service is used, in summary form, so we can improve it.
Employers use staff data for employment purposes, which the law allows. Where consent is needed, it is asked for clearly and can be withdrawn.
Who can see it
- People in your organisation, based on the roles and permissions it sets. For example, HR may see all staff while a manager sees only their team.
- Our team, only when needed to set up, support or secure your account, and under a duty of confidentiality.
- Service providers that help us run VedaForce, such as hosting, cloud storage, email, SMS and maps. They may use the data only to provide their service to us.
- Authorities, when the law requires it or your organisation asks us to file returns on its behalf.
We do not sell personal data.
How long we keep it
- Staff data is kept while your organisation uses VedaForce. When it leaves, it can export its data, and we then delete it within a reasonable time, except where the law requires us to keep records longer, such as for tax and payroll.
- Demo requests are kept for as long as needed to follow up, and deleted on request.
How we protect it
- Encrypted connections (HTTPS) between your browser or app and our servers.
- Role-based access, so each user sees only what their role allows.
- Activity logs for important changes, regular backups and restricted access to servers.
No system is perfectly secure. If a breach affects your data, we will inform your organisation and the authorities as the law requires.
Your rights
Under Indian law you can ask to:
- see a summary of the personal data held about you and how it is used;
- correct, complete or update it;
- have it erased when it is no longer needed and the law does not require it to be kept;
- withdraw consent you gave earlier;
- nominate someone to act for you if you are unable to;
- raise a complaint and have it answered.
Staff should send requests to their employer first, and we will help your employer respond. Website visitors can contact us directly. If you are not satisfied with the reply, you can complain to the Data Protection Board of India.
Children
VedaForce is meant for working adults. We do not knowingly collect data about children under 18 through this website.
Cookies
We use cookies that keep you logged in and keep the website secure. If we add cookies for analytics, we will ask for your choice first.
Changes to this policy
We may update this policy as VedaForce or the law changes. The date at the top shows when it last changed, and we will tell organisations about important changes.
Contact and grievances
For questions, requests or complaints about privacy, please write to us using the contact details below. We will acknowledge your message and reply as soon as we can, within the time the law allows.