Privacy Policy for Greenheap HRM
Effective Date: [18-11-2025]
Last Updated: [18-11-2025]
Greenheap Enterprises (“we,” “our,” “us”) operates the Greenheap HRM mobile application (the “App”), which is developed exclusively for employees of Greenheap Enterprises. This Privacy Policy explains how we collect, use, disclose, and protect personal and organizational data processed through this App.
This application is intended solely for internal use by employees of Greenheap Enterprises and is not available for public access, registration, or commercial use.
1. Information We Collect
The Greenheap HRM App collects and processes information required for employee management and HR operations. The types of information collected may include:
a. Personal and Employment Information
Employee name, ID, designation, department, contact details, and joining date
Work location, shift timings, attendance, and leave details
Salary, payroll, and bank account details (for payment processing)
b. Device and Usage Information
Device type, operating system, and unique device identifiers
App usage logs, crash reports, and performance data (to improve functionality)
c. Files and Documents (where applicable)
Employee ID proofs, certificates, and HR-related documents uploaded through the App
d. Location Information (if enabled)
Used only for attendance tracking or task verification (if the GPS attendance feature is active)
No biometric or sensitive personal data is collected unless explicitly authorized by the organization for attendance or verification purposes.
2. Purpose of Data Collection
The information collected through the Greenheap HRM App is used solely for internal administrative and operational purposes, including but not limited to:
Managing employee records and profiles
Tracking attendance and work hours
Processing payroll, leaves, and reimbursements
Assigning and monitoring projects or tasks
Managing company announcements, events, and internal communications
Generating HR analytics and performance reports
Ensuring compliance with company policies and employment obligations
3. Data Storage and Security
All data collected through the App is stored securely on Greenheap’s authorized servers or encrypted cloud infrastructure. We implement appropriate technical and organizational security measures to protect data against unauthorized access, alteration, disclosure, or destruction.
Only authorized Greenheap administrators and HR personnel have access to employee data, and such access is strictly limited to operational requirements.
4. Data Sharing and Disclosure
We do not sell, rent, or trade any employee information to third parties.
Data may be shared only in the following cases:
With authorized HR and administrative departments within Greenheap Enterprises
With trusted IT service providers or system integrators bound by confidentiality agreements (for maintenance or technical support)
When required by law, regulation, or government authority
Any data sharing follows strict internal approval and compliance protocols.
5. Data Retention
Employee information is retained only for as long as necessary to fulfill HR and administrative purposes or as required by applicable laws and regulations. Once data is no longer needed, it will be securely deleted or anonymized.

6. Employee Rights
Employees using the Greenheap HRM App have the right to:
Access and review their personal information stored in the system
Request correction or update of inaccurate details
Raise concerns regarding the handling or use of their personal data
Such requests can be submitted to the HR department or the system administrator through official company communication channels.
7. Confidentiality and Restricted Access
The Greenheap HRM App is a restricted internal-use application. Access is limited to verified employees of Greenheap Enterprises through authorized login credentials. Unauthorized access, sharing, or use of the application or its data is strictly prohibited and may result in disciplinary or legal action.

8. Third-Party Services
If the App integrates with any third-party tools (e.g., for payment processing or notifications), those services operate under their own privacy terms. Greenheap Enterprises ensures that any integrated service provider maintains adequate data protection standards.
9. Updates to This Privacy Policy
Greenheap Enterprises reserves the right to update or modify this Privacy Policy at any time. Any changes will be communicated to employees through internal notifications or app updates. The latest version will always be available through the App or the company’s official communication channels.
10. Contact Information
For questions, concerns, or requests regarding this Privacy Policy or data handling practices, employees may contact:
Data Protection Officer (DPO)
Greenheap Enterprises
Ground floor, Flat 'D, 11th Sector Park.922,Sri Anant, 
66th St, K. K. Nagar, Chennai, Tamil Nadu 600078, India
Email: greenheaphrm@gmail.com
Phone: +91 9585505059

By using the Greenheap HRM App, you acknowledge that you have read, understood, and agreed to this Privacy Policy.