Privacy Policy - ZeniaHR Employee App
Applies to the ZeniaHR mobile application (Android package com.zeniahr.employee.zeniahr), published by ZeniaPex Private Limited.
Last updated: 29 September 2026This Privacy Policy explains what information the ZeniaHR employee app collects, how we use and protect it, who we share it with, and the choices and rights you have. It applies specifically to the ZeniaHR mobile app and the related services provided through it. Please read it carefully. By using the app, you agree to the practices described here.
Contents
1. Who we are
The ZeniaHR employee app is provided by ZeniaPex Private Limited ("ZeniaPex", "we", "us", "our"), CIN U62013GJ2024PTC156483, a company incorporated in India. ZeniaHR is our Human Resource Management System (HRMS) for the manpower and staffing industry. The app lets employees of organizations that use ZeniaHR view their profile, mark and view attendance, apply for and track leave, view payslips and salary details, upload and manage documents, and receive notifications from their employer.
2. Your employer and us
The ZeniaHR app is used by employees on behalf of the organization that employs them and that subscribes to ZeniaHR (your "Employer"). In most cases:
- Your Employer decides what personal data is processed about you in ZeniaHR and is the primary controller of that data. Your account is created and managed by your Employer's HR or administrators.
- ZeniaPex processes that data on your Employer's instructions to provide the ZeniaHR service, and also processes limited data as described below (such as app diagnostics and push-notification tokens).
If you have questions about your employment records, contact your Employer's HR team. For questions about the app itself or this policy, contact us using the details in Section 15.
3. Information we collect
The app collects only the information needed to provide HRMS features to you and your Employer. Depending on how your Employer configures ZeniaHR, this may include:
| Category | Examples |
|---|---|
| Identity & contact | Name, employee ID, mobile number, email address, date of birth, gender, profile photo, address and PIN code |
| Employment records | Designation, department, branch/site, joining date, shift and roster, attendance and punch history, leave balances and requests, payslips and salary components |
| Documents & statutory identifiers | Documents you or your Employer upload, which may include PAN, Aadhaar, bank account details, UAN/PF and ESIC numbers, qualifications and certificates. These are sensitive; we handle them with additional care and only to run payroll, statutory compliance and verification for your Employer. |
| Attendance location | When you mark attendance and your Employer has enabled location-based (geo-tagged) attendance, the app records your device location at the moment you punch in or out. Location is captured only for that action and is not tracked continuously in the background. |
| Camera & photos | Photos you capture or select for a profile picture, an attendance selfie (if your Employer enables it), or when uploading a document. |
| Device & technical data | A push-notification token (via Firebase Cloud Messaging), device model and operating-system version, app version, language, and basic diagnostic/error logs and IP address used to deliver and secure the service. |
| Account & security data | Login identifiers, one-time passwords (OTP) used to verify your mobile number, and a secure session token stored on your device to keep you signed in. |
We do not use the app to build advertising profiles, and we do not sell your personal data.
4. Device permissions
The app requests the following Android permissions. You can grant or deny them, and change them later in your device settings; some features will not work without the related permission.
| Permission | Why the app uses it |
|---|---|
| Location (precise & approximate) | To geo-tag your attendance at the moment you punch in or out, when your Employer has enabled location-based attendance. Used in the foreground only, at the time of the action. The app does not track your location in the background. |
| Camera | To take a profile photo, an attendance selfie (if enabled), or to photograph a document you are uploading. |
| Photos / files | To let you choose an existing photo or file to upload (for example a document or profile picture). |
| Notifications | To send you push notifications such as attendance reminders, leave approvals, payslip availability and announcements from your Employer. |
| Internet / network | To securely connect to ZeniaHR servers to sync your data. |
5. How we use information
- To authenticate you and keep your account secure (including OTP verification of your mobile number).
- To provide HRMS features: attendance, leave, payslips, documents, profile and announcements.
- To record attendance accurately, including geo-tagged and/or selfie attendance where your Employer enables it.
- To run payroll and meet your Employer's statutory obligations (for example PF, ESIC, professional tax and income-tax reporting).
- To send you service and Employer notifications.
- To operate, maintain, secure, debug and improve the app, and to prevent fraud and misuse.
- To comply with applicable laws and respond to lawful requests.
6. How we share information
We share your information only as needed to provide the service:
- Your Employer: Authorized HR staff and administrators of your organization can access your ZeniaHR records to manage your employment, attendance, payroll and documents.
- Service providers (processors): Vendors who host and support the service on our behalf under confidentiality obligations, including cloud hosting (Amazon Web Services, India region) and push-notification delivery (Google Firebase Cloud Messaging).
- Statutory and government authorities: Where your Employer or the law requires, relevant data may be submitted to authorities such as EPFO, ESIC and tax departments.
- Legal reasons: To comply with law, enforce our terms, or protect the rights, safety and security of users, your Employer or ZeniaPex.
- Business transfers: If ZeniaPex is involved in a merger, acquisition or asset sale, data may be transferred subject to this policy.
We do not sell your personal data and do not share it for third-party advertising.
7. Third-party services
The app uses a small number of third-party services:
- Google Firebase Cloud Messaging - to deliver push notifications. It processes a device push token. See Google's Privacy Policy at policies.google.com/privacy.
- Amazon Web Services (AWS) - to host the ZeniaHR servers and store data (India region).
- India Post PIN code lookup (api.postalpincode.in) - when you enter a PIN code to auto-fill your city and state. Only the PIN code is sent; no personal identifiers are shared.
8. Data retention
We retain your information for as long as your account is active with your Employer and as long as needed to provide the service, and thereafter as required to meet legal, tax, payroll and statutory-compliance obligations (which in India can require records to be kept for several years). Your Employer determines retention of employment records. When data is no longer required, we delete or anonymize it.
9. Data security
- Data is transmitted over encrypted connections (HTTPS/TLS).
- Your session token is kept in the device's secure storage (Android Keystore-backed).
- Access to data is restricted by role-based permissions, so users only see what they are authorized to.
- We apply administrative, technical and organizational safeguards appropriate to the sensitivity of the data.
No method of transmission or storage is completely secure; we work continuously to protect your information but cannot guarantee absolute security.
10. Your rights
Subject to applicable law, you may request to access, correct, or update your personal data, or object to or restrict certain processing. Because your data is managed by your Employer within ZeniaHR, the quickest route is usually to contact your Employer's HR team. You may also contact us (Section 15) and we will assist, working with your Employer where needed.
11. Data & account deletion
Requesting deletion: To request deletion of your ZeniaHR app account and associated personal data, email sales@zeniahr.com from your registered email or mobile, with the subject "Delete my ZeniaHR data", or ask your Employer's HR to raise the request. We will verify your identity and process the request.
Please note that ZeniaHR accounts are provided to you by your Employer, so deletion is coordinated with your Employer. Some information may be retained after deletion where the law or legitimate business needs require it (for example completed payroll and statutory records that your Employer must keep for a legally mandated period). Uninstalling the app removes it from your device but does not by itself delete data held by your Employer.
12. Children
ZeniaHR is a workplace application intended for employed adults. It is not directed to children and we do not knowingly collect data from anyone under 18 years of age.
13. Where data is processed
Your data is processed and stored on servers located in India. If data is ever processed in another country, we will take steps required by applicable law to protect it.
14. Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will revise the "Last updated" date above and, where appropriate, notify you through the app. Continued use of the app after an update means you accept the revised policy.
15. Contact us
If you have questions, requests or complaints about this Privacy Policy or your data, contact us:
- ZeniaPex Private Limited (CIN U62013GJ2024PTC156483), 305 Capitol Icon, Sargasan, Gandhinagar 382421, Gujarat, India
- Privacy, data requests and support: sales@zeniahr.com