Privacy Policy

Service refers to the Vithi HRMS mobile application, web application, and related HR management services operated by Vithi IT.

Personal Information means information that can identify or relate to an individual, such as name, email address, mobile number, employee ID, and other information associated with an employee account.

Organizational Data means information relating to an organization, department, project, location, role, employment, or other business-related information managed through Vithi HRMS.

Usage Data means technical and interaction information collected when users access or use the platform.

Depending on the features enabled by your organization, Vithi HRMS may collect and process information required to provide HR management services.

• Name
• Email address
• Mobile number
• Employee ID
• Organization and department information
• Job role or designation
• Location or work-related information
• Attendance and timesheet information
• Leave requests and leave balances
• Performance review and assessment information
• Project or resource allocation information
• Information submitted through the application

Users may be provided with accounts by their organization or authorized administrators.

Account information may include login credentials, employee identifiers, contact information, and organizational access permissions.

Users are responsible for keeping their account credentials confidential and should notify their organization if they believe their account has been accessed without authorization.

Vithi HRMS may process attendance and timesheet information submitted by employees or authorized administrators.

• Attendance records
• Timesheet entries
• Working hours
• Submission and approval status
• Related organizational records

This information is used to support attendance tracking, timesheet management, approvals, reporting, and related HR operations.

Vithi HRMS may process information related to employee leave management.

• Leave requests
• Leave types
• Leave balances
• Leave dates
• Approval status
• Related comments or supporting information submitted through the platform

Leave information is processed to support organizational leave policies, approval workflows, reporting, and employee self-service.

Where performance management features are enabled, Vithi HRMS may process employee performance-related information.

• Performance review cycles
• Self-assessments
• Manager assessments
• Competencies and ratings
• Manager and HR comments
• Review status and submission information

Access to performance information is controlled according to organizational roles and permissions.

We may automatically collect certain technical information when users access or use Vithi HRMS to maintain, secure, and improve the service.

• Device and application information
• Browser or operating system information
• IP address or network information where applicable
• Application activity and timestamps
• Error and diagnostic information

We use information collected through Vithi HRMS for purposes including:

• Providing and operating HRMS features
• Managing employee and organizational accounts
• Processing attendance and timesheets
• Managing leave requests and balances
• Supporting performance review workflows
• Providing customer and technical support
• Sending service-related notifications
• Maintaining platform security
• Troubleshooting and improving platform performance
• Complying with applicable legal and regulatory requirements

Vithi IT does not sell or rent personal information to third parties.

• Information may be accessible to authorized organization administrators, managers, HR personnel, or other users according to organizational permissions
• Information may be shared with service providers who support the operation of the platform
• Information may be disclosed where required by applicable law or legal process
• Information may be disclosed when necessary to protect the security, rights, or integrity of Vithi HRMS or its users
• Information may be transferred as part of a merger, acquisition, restructuring, or business transfer subject to appropriate confidentiality and legal requirements

We take reasonable measures designed to protect information processed through Vithi HRMS against unauthorized access, alteration, disclosure, or destruction.

• Access controls and role-based permissions
• Secure authentication mechanisms
• Appropriate technical and organizational safeguards
• Monitoring and security practices designed to protect the platform

No method of transmitting or storing information can be guaranteed to be completely secure. Users and organizations should also take appropriate steps to protect their accounts and credentials.

Personal and organizational information may be retained for as long as necessary to provide the services, maintain business and operational records, comply with legal obligations, resolve disputes, and enforce agreements.

Retention periods may also depend on requirements established by the organization using Vithi HRMS.

When information is no longer required, it may be securely deleted, anonymized, or otherwise handled in accordance with applicable requirements.

Depending on applicable law and the relationship between you, your organization, and Vithi IT, you may have rights relating to your personal information.

• Request access to personal information
• Request correction of inaccurate information
• Request deletion where applicable
• Request information about how personal data is processed
• Raise concerns regarding the handling of personal information

Employees may also need to contact their organization or HR administrator because the organization may control certain employee information processed through Vithi HRMS.

For privacy-related requests or questions, contact us at info@vithiit.com.

Users may request assistance regarding account deletion by contacting their organization's administrator or Vithi IT at info@vithiit.com.

Because Vithi HRMS is commonly used as an organizational HR platform, account deletion may be subject to the organization's requirements and applicable legal or regulatory retention obligations.

Certain information may continue to be retained where required for legal, security, compliance, or legitimate business purposes.

Vithi HRMS may use third-party infrastructure, hosting, authentication, communication, analytics, or other service providers to support the operation of the platform.

Such providers may process information on behalf of Vithi IT and are expected to handle information in accordance with applicable contractual and legal requirements.

Third-party services may have their own privacy policies and terms.

Vithi HRMS is intended for use by employees, administrators, managers, HR personnel, and other authorized organizational users.

The service is not intended for children under the age of 13, and we do not knowingly collect personal information from children for independent use of the service.

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements, or business practices.

Updated versions may be published through the Vithi HRMS website or application.

The updated policy will become effective when published unless otherwise stated.

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your information, contact us: