Privacy Policy

Effective Date: 27 May 2026

Welcome to OfficeKit! We’re glad you’re here. OfficeKit is a comprehensive HRMS platform built to simplify and streamline human resource operations for businesses in India, the UAE, and beyond. As part of delivering our Services, we are committed to respecting and protecting your privacy.

This Privacy Policy outlines how we collect, use, store, share, and protect your personal information when you interact with our website officekithr.com and use our HRMS software and related services (collectively referred to as the “Services”).

By accessing or using OfficeKit, you agree to the practices described in this Privacy Policy. Please read carefully to understand your rights and how we handle your data.

1. Information We Collect

1.1 Information You Provide

Account Setup: Name, email, phone, company name, and designation.
Profile Enrichment: Optional details such as profile photo, department, and contact details.
Communication Records: Messages with our team, feedback, or inquiries.

1.2 Information Collected Automatically

User Activity: Navigation behavior, access times, feature engagement.
Technical Data: Device type, IP address, browser, OS, and identifiers for performance/diagnostics.
Cookies & Tracking: Used for analytics, performance, and user experience. You may adjust these in browser settings.

2. How We Use Your Information

Delivering and improving services.
Customer support, updates, and communication.
Personalizing dashboards and user experiences.
Ensuring compliance, fraud prevention, and security.

3. Information Sharing Practices

We do not sell your personal data. We may share data only:

Authorized Service Providers: Hosting, analytics, support, or integration partners bound by confidentiality.
Legal Compliance: If required by law or valid legal processes.
Business Events: In case of mergers, acquisitions, or restructuring.

4. Your Data Rights

Access a copy of your stored data.
Request updates or corrections.
Request deletion (subject to legal constraints).
Limit or object to certain processing activities.

To exercise your rights, contact us at [email protected].

5. Data Protection and Security

We implement industry-standard security measures to protect your data. However, no system is completely secure, and we encourage users to follow best practices.

6. Cross-Border Data Transfers

OfficeKit operates from India and the UAE. Your data may be transferred across borders with safeguards to ensure protection.

7. Policy Updates

We may revise this policy from time to time. Updates will be posted on our site with the latest effective date. Please review periodically.

8. Location Data (Mobile App Only)

When you use our mobile application, we may collect and process your device's location information to enable attendance marking via geofencing. This feature is optional and only available in our mobile app, not on the web platform. You can choose to enable or disable location permissions at any time through your device settings. We do not sell your location information to third parties. Location data may only be shared with authorized service providers or as required by law, as outlined in Section 3 of this Privacy Policy.

9. Target Audience and Data Protection Rights

Our Services are intended for businesses and individuals aged 18 and above. We do not knowingly collect personal information from children under 13. If you are located in the European Economic Area (EEA), United Kingdom, or other regions with data protection laws, you have additional rights under GDPR and similar regulations, including the right to access, rectify, erase, restrict processing, data portability, and object to processing. To exercise these rights, please contact us at [email protected]. We collect information you provide directly (such as name, email, phone, company details, profile information, and communications with our team) as well as information collected automatically (such as usage activity, device and technical data, IP address, cookies, and tracking data for analytics and performance). This information is used solely to deliver and improve our Services and is not used for any purposes beyond those described in this Privacy Policy.

10. Biometric Data Collection (Mobile App Feature)

Our mobile application includes an optional facial recognition feature for attendance verification. When employees choose to use this feature, the app captures a live facial image to verify identity in real time. The image is encrypted and securely stored in our AWS cloud database for authentication purposes only. This biometric data is never shared with external parties and is automatically deleted if the employee leaves the organization or their account is deactivated. The process ensures accurate attendance tracking while maintaining strict data privacy and security standards. This feature is completely optional and only available in our mobile app.

11. Contact Information

📧 Email: [email protected]

📍 India Office: OfficeKit HRMS, Ground Floor, Cyber Park, Calicut - 673016
📞 + 91 8137932991

📍 UAE Office: #105, Bushager Building , 13 55 St-Al Garhoud-Dubai
📞 +971 52 815 5771

Thank you for trusting OfficeKit. Your privacy matters to us.