GetBiz HRMS — Privacy Policy

Product scope: GetBiz HRMS provides HR, attendance, leave, payroll, recruitment, performance, onboarding and related features. Most data in HRMS is your organization’s employee data, for which your organization is the controller and GetBiz is a processor. See also the company-wide Privacy Policy, GetBiz HRMS Terms, and Data Deletion.

1. Who we are

GetBiz Solutions (“GetBiz”, “we”, “us”, or “our”) is a business software provider based in India. Questions? Contact contact@getbiz.solutions or our Contact page.

2. Our role (controller and processor)

For the employee and HR data your organization puts into GetBiz HRMS, your organization is the data controller and GetBiz acts as a data processor that handles the data on your instructions. For our own account administration, billing, and security, GetBiz is the controller. As the controller, your organization is responsible for having a lawful basis and appropriate notices and consents for the employee data it processes — including any biometric data (Section 4).

3. Information we collect

• Account & billing data — admin/user names, work email, phone, company, role, password, and payment details processed by our payment partners.
• Employee records — profiles, identifiers, contact and emergency details, documents, roles, departments, and employment data you enter.
• Attendance data — check-in/out, shifts, leave, and — where you enable it — biometric templates from connected devices (Section 4).
• Payroll data — salary, deductions, tax and bank details needed to run payroll.
• Recruitment data — candidate applications and details, including data from job-posting integrations you use.
• Usage & technical data — log, device, and diagnostic data needed to operate and secure the Service.

4. Sensitive & biometric data

Where your organization enables biometric attendance (for example fingerprint or face recognition via a connected device such as ZKTeco), GetBiz HRMS processes biometric data, which is a special category of personal data under the GDPR and “sensitive personal data” under India’s Digital Personal Data Protection Act. GetBiz processes it only as a processor, on your instructions, to record attendance. Biometric templates are stored with additional protection and are deleted when the employee or device is removed, when the feature is disabled, or on a verified deletion request. Your organization is responsible for obtaining any explicit consent and giving the notices that applicable law requires before collecting biometric data from employees.

5. How we use information

• Provide the HR, attendance, leave, payroll, and recruitment features you enable.
• Authenticate users and, where enabled, connect the integrations you choose.
• Provide support, maintain security, prevent abuse, and meet legal obligations.

We do not sell personal data, and we do not use your employee data for advertising or any purpose beyond providing the Service.

6. Integrations you can connect

HRMS integrations are optional and configured by your organization, usually with your own credentials. When you connect one, data needed for that feature is shared with the provider you chose, under their terms. You can disconnect an integration at any time in settings.

6.1 Google (Sign-in & Calendar)

Where enabled, Sign in with Google and Google Calendar via Google OAuth. We access your basic Google profile/email for sign-in and, if enabled, calendar data to create or sync events. Our use of Google user data complies with the Google API Services User Data Policy, including its Limited Use requirements; we use the data only to provide these features and do not transfer it except as needed to provide them.

6.2 Microsoft (Office 365 / Outlook)

Where enabled, Microsoft sign-in and Outlook calendar via Microsoft identity/Graph. We access your basic profile/email for sign-in and, if enabled, calendar data, used only to provide these features, under the Microsoft APIs Terms of Use.

6.3 Zoom

Where enabled, Zoom meetings via the Zoom API — used to create and manage meetings you schedule from HRMS, under the Zoom API terms.

6.4 Recruitment / job posting (LinkedIn, Indeed, etc.)

Where enabled, GetBiz HRMS can post openings to and receive applications from job platforms (for example LinkedIn and Indeed) via their APIs, under each platform’s terms. We process the candidate data these return only to provide your recruitment workflow.

6.5 Communication & infrastructure providers

Depending on what you enable, HRMS sends notifications and messages through providers such as Slack, Telegram, WhatsApp, SMS gateways (Twilio, Vonage/Nexmo), email (Amazon SES, Mailgun, SMTP), push notifications (Firebase), and realtime updates (Pusher). Only the data needed to deliver the notification is shared with the provider you configured, under its terms.

6.6 Payments

Billing and (where used) payroll disbursement run through payment providers such as Stripe, PayPal, Razorpay, Paystack, and Flutterwave. Card and payment details are processed by those providers under their terms; GetBiz does not store full card numbers.

6.7 AI features (OpenAI & Google Gemini)

Optional AI tools send only the content needed for your request to our AI providers (OpenAI and Google Gemini) to generate a result. We do not use it for advertising, and our providers process it under their own terms. If you do not use AI features, no content is sent to them.

7. How we share information

• Integrations and sub-processors you enable (Section 6), and providers that host and operate the Service under contract.
• Legal / safety — where required by law or to protect rights, safety, and the integrity of the Service.

We do not sell personal data.

8. Data retention

We retain employee and HR data for as long as your organization’s account is active or as your settings/contract require. On deletion of a record, disabling a feature, or a verified deletion request, we delete or irreversibly anonymize the data, except where retention is required by law (for example payroll, tax, and statutory employment records) or held temporarily in backups purged on a rolling schedule.

9. Security

We protect data using encryption in transit and at rest, access controls, and standard operational safeguards, with additional protection for biometric and payroll data. No method is completely secure, but we review our measures regularly.

10. Your rights

Employees’ requests to access, correct, export, or delete their personal data are usually directed to their employer, which controls the data; we assist as the employer’s processor. You can contact contact@getbiz.solutions or use our Data Deletion page, and we will forward requests to the relevant organization where needed.

11. Data deletion

Administrators can delete employee records and disconnect integrations in the product. To request deletion of data already processed, see our Data Deletion page. Verified requests are processed within 7 business days.

12. Changes to this policy

We may update this policy to reflect changes to the Service or legal requirements. Material changes will be posted here with a new “Last updated” date.

13. Contact

Email: contact@getbiz.solutions · Contact page