Privacy Policy

How ZeniaPex collects, uses, shares and protects personal data across the ZeniaHR website, admin app, APIs and mobile apps, and your rights under the DPDP Act 2023.

This Privacy Policy explains how ZeniaPex Private Limited, CIN U62013GJ2024PTC156483 ("ZeniaPex", "we"), collects, uses, shares and protects personal data through ZeniaHR: our website zeniahr.com, the admin web application, our APIs and our mobile apps. The ZeniaHR employee mobile app has its own policy at zeniahr.com/app-privacy-policy/, which applies in addition to this one for app users.

1. Our two roles

1.1 For visitors, prospects and the people who sign up for and administer a customer account, we decide how data is processed: we are the Data Fiduciary under the Digital Personal Data Protection Act 2023 ("DPDP Act").

1.2 For the employees, workers, candidates and clients whose data a customer puts into ZeniaHR, the customer is the Data Fiduciary and we process that data on its instructions as Data Processor, under our Data Processing Agreement. Questions about that data go to the employer first.

2. Data we collect

3. Why we use it

• To provide, secure and support the Service and to bill you.
• To keep records of the Agreements you accepted (our legitimate interest and a legal need to evidence contracts).
• To send service messages: OTPs, invoices, security alerts, retention notices, changes to the Agreements.
• To improve the Service using aggregated usage data.
• To market ZeniaHR to prospects and customers; you can opt out of marketing at any time.
• To comply with law, tax and audit requirements, and to establish or defend legal claims.

4. Consent and lawful grounds

We collect account data with your consent when you sign up, and process it to perform our contract with you and for the purposes above. Where the DPDP Act requires consent, it is taken by clear affirmative action (a checkbox and an OTP) after notice, is recorded, and can be withdrawn as easily as it was given (section 9). Withdrawal does not affect processing done before it, or processing needed to run your contract.

5. Sharing

We do not sell personal data. We share it only with:

• service providers that host and support the Service under written confidentiality and security obligations: Amazon Web Services (hosting, Mumbai region), Google Firebase (push notifications), Zoho (email, CRM, support desk, sign-in), our payment gateway, and SMS and OTP providers; the current list is in the Data Processing Agreement;
• your employer or organization, for data in its workspace;
• authorities where the law requires, or to protect rights, safety and the Service;
• a successor in a merger or acquisition, on the same terms.

6. Cookies

zeniahr.com uses a session cookie, a preference cookie and Google Analytics (GA4) with IP anonymization to understand traffic. The admin app uses only the cookies needed to keep you signed in. You can block analytics cookies in your browser; the Service still works.

7. Retention

Account data is kept while your account is active and for 8 years after, for tax records and evidence of contract. Agreement records are kept for 8 years after the relationship ends. Customer workspace data follows the Data Retention and Deletion Policy: deleted 90 days after a subscription ends. Logs are kept 12 months. Marketing data is kept until you opt out.

8. Security

Data is encrypted in transit (TLS) and at rest; access is role-based and logged; infrastructure is in AWS Mumbai with daily backups; we run vulnerability management and bind staff to confidentiality. We notify affected customers of a personal data breach as the DPDP Act and the Data Processing Agreement require.

9. Your rights

Under the DPDP Act you may: access a summary of your personal data and how it is processed; correct, complete or update it; erase it when it is no longer needed, subject to legal retention; withdraw consent; nominate a person to exercise your rights if you die or are incapacitated; and raise a grievance. Write to sales@zeniahr.com; we respond within 30 days. For data in an employer's workspace, contact the employer and we will assist them. If you are not satisfied you may approach the Data Protection Board of India.

10. Grievance Officer

Yogesh Sharma, Chief Executive Officer, ZeniaPex Private Limited, 305 Capitol Icon, Sargasan, Gandhinagar 382421, Gujarat, India. Email: sales@zeniahr.com. Grievances are acknowledged within 48 hours and resolved within 30 days.

11. Children

ZeniaHR is a business service for adults; we do not knowingly collect data of anyone under 18.

12. Where data is processed

In India, at AWS Mumbai. If we ever process data elsewhere we will apply the protections the law requires and update this policy.

13. Changes

We version this policy: number, effective date and changelog at zeniahr.com/legal/privacy/. Material changes are notified 30 days ahead and require re-acceptance by customer admins.

14. Contact

sales@zeniahr.com · ZeniaPex Private Limited, 305 Capitol Icon, Sargasan, Gandhinagar 382421, Gujarat, India.