1. About this policy
This Privacy Policy explains how Kiran Jewels (India) Pvt. Ltd. ("Company", "we", "us") collects, uses, stores and protects personal data through the Ekam Staff mobile application (the "App"; package com.kiran.ekam).
The App is an employee self-service tool. It is meant only for current employees of the Company who have been given login details by the HR department. It is not meant for the general public or for children.
We process your data in line with the Digital Personal Data Protection Act, 2023 (India) and other applicable Indian laws. By signing in and continuing to use the App you accept this Policy and the Data Privacy Consent shown on the login screen.
2. Data we collect
The App does not create employee data on its own. It shows and lets you act on records that the Company already maintains for your employment, and it adds a small amount of device information so the App can work.
| Category | What it includes |
|---|---|
| Account & identity | Employee code, name, designation, department, login credentials (your password is never shown in the App and is stored by the Company's server in protected form). |
| Attendance | Daily attendance status, punch records, half-day / week-off / holiday status, overtime and incentive-day information, miss-punch requests. |
| Leave | Leave balances, leave applications, approval status and remarks. |
| Gate pass | Gate-pass requests, reasons, out / in times and approval status. |
| Salary & documents | Payslips, incentives, and employment documents made available to you (such as appointment letter, tax forms and similar HR documents). |
| Notifications | Alerts about approvals and updates to your requests. |
| Device information | A push-notification token (Firebase Cloud Messaging), device ID, device name and platform (Android / iOS), used to deliver notifications to your phone. |
| Preferences & session | Your chosen language, "Remember me" choice and sign-in session token, saved on your phone. |
| Security logs | Basic technical and access logs (for example, sign-in time and requests to our server) used to keep the service secure. Downloaded documents carry a watermark with your name and employee ID, and screenshot events on protected document screens may be logged. |
3. Why we use your data
- To sign you in and keep your account secure.
- To show your attendance, leave, gate-pass, payslip and document information.
- To let you submit and track requests (leave, miss punch, gate pass) and let HR / managers approve them.
- To send you notifications about your requests and important HR updates.
- To prevent misuse, investigate security issues and meet legal and audit obligations.
- To maintain and improve the App's performance and reliability.
We process this data for the purposes of your employment and for legitimate uses permitted under the DPDP Act, 2023, including employment-related purposes and your consent where required. We do not sell your personal data.
4. Biometric unlock
If your phone supports it, the App may let you unlock using your device's fingerprint or face recognition. This is handled entirely by your phone's operating system (Android BiometricPrompt / iOS Face ID). The App only receives a "success" or "failed" result. We never receive, see or store your fingerprint or face data.
5. Permissions the App uses
- Internet – to connect to the Company's server.
- Notifications – to show alerts. You can switch them off in your phone settings.
- Biometric / device lock – optional, for quick and safe unlock.
- File opening – when you download a payslip or document, it is saved in the App's private storage and opened with a viewer app on your phone. The App does not request general storage access.
6. Who we share data with
Your data is shared only as needed to run the service:
- Within the Company – HR, payroll, your reporting manager and authorised administrators, strictly for their job duties.
- Service providers – our server / hosting provider, and Google Firebase (Cloud Messaging) to deliver push notifications. These providers act on our instructions and are bound to protect the data.
- Authorities – where required by law, court order or a lawful government request.
Your data is not shared with advertisers or data brokers.
7. Data storage, transfer and security
Data between the App and our server travels over encrypted HTTPS connections. Access to employee data is protected by login, role-based permissions and an API key. Session information on your phone is kept in the App's private storage. Push-notification data is processed by Google's infrastructure, which may be located outside India.
No system is completely secure. Please keep your password private, do not share your login, and sign out on shared devices.
8. How long we keep data
We keep employment records for as long as you are employed and afterwards for the period needed for payroll, tax, labour-law, audit and legal purposes. Data stored on your phone (session, language) is deleted when you sign out or uninstall the App.
9. Your rights
Under the DPDP Act, 2023 you have the right to:
- Access – get a summary of the personal data we process about you.
- Correction & updating – ask us to correct inaccurate or incomplete data.
- Erasure – ask us to erase data that is no longer needed, unless we must keep it by law.
- Withdraw consent – you may withdraw consent at any time; this may affect your ability to use the App, and will not affect past processing.
- Nomination – nominate another person to exercise your rights in case of your death or incapacity.
- Grievance redressal – raise a complaint with us, and if unresolved, with the Data Protection Board of India.
To use these rights, contact the HR department or the contact below. We will respond within a reasonable time as required by law.
10. Children
The App is for employees only and is not directed to anyone under 18. We do not knowingly collect personal data of children.
11. Changes to this policy
We may update this Policy from time to time. The "Last updated" date above will change, and for material changes we will inform you through the App or by HR notice. Continued use of the App after an update means you accept the revised Policy.
12. Contact
Kiran Jewels (India) Pvt. Ltd.
Email: it.surat@kiranjewels.com