Privacy Policy

This Privacy Policy explains how HireWire Innovations (OPC) Private Limited ("HireWire", "we", "us") handles personal data through the HireWire HRMS platform (hirewirehrms.com), its mobile apps, kiosk devices, and connected services.

HireWire HRMS is used by schools, industries, hospitals, and hotels ("Client Organizations") to manage attendance, payroll, leave, compliance, fee management, and related HR functions for their own staff, students, and, where applicable, patients or guests. This policy applies to everyone whose data passes through the platform — administrators, employees, teachers, students, and support-ticket users.

Under India's Digital Personal Data Protection Act, 2023 ("DPDP Act"), two roles matter:

For HireWire's own business contacts — the person who signs up, pays invoices, or emails our support team — HireWire itself is the Data Fiduciary.

What we collect depends on which modules your organization has enabled:

Account & organization data

• Organization name, address, sector (school / industry / hospital / hotel), GST/PAN details, subscription plan
• Admin login credentials and role permissions

Employee & staff data

• Name, contact details, designation, department, date of joining/exit
• Attendance, shift, geofencing, and break records; face-recognition data captured at kiosk devices, where enabled
• Payroll data: salary structure, bank account, PAN, PF/ESI numbers, incentives, loans, gratuity records
• Leave applications, tax declarations, and uploaded documents

Student data (Education sector)

• Name, class/section, attendance, exam/report card data, fee payment status, and photograph (for ID cards, hall tickets, and Smart Attendance)

Patient-adjacent data (Healthcare sector)

• HireWire's HRMS module for hospitals covers hospital staff HR data. Where OPD/IPD or ward-management features are used, hospital-configured data such as patient registration and billing details may pass through the platform under the hospital's own instructions and consent processes.

Support & communication data

• Support tickets, chat messages, and file attachments submitted through the in-app Support Widget

We use collected data strictly to operate the HRMS platform for your organization: authentication, attendance and payroll processing, leave workflows, compliance reporting (ESIC/EPFO, POSH), fee and billing management, document generation (hall tickets, ID cards, pay slips, receipts), notifications (SMS/WhatsApp), and customer support. We do not use your organization's employee or student data for advertising, and we do not sell personal data.

Client Organizations are responsible for obtaining lawful consent or notice from their employees, students, or guardians before entering their data into HireWire HRMS, in line with the DPDP Act. Where HireWire directly collects data — for example, account signup or support tickets — we rely on your consent or on our legitimate interest in providing the requested service.

We do not sell personal data. We share data only with the following categories of trusted sub-processors, strictly to deliver the service:

Sensitive fields — bank account numbers, Aadhaar, PAN — are encrypted at rest using AES-256-GCM. Access is role-based and JWT-secured, with session controls including automatic expiry. File storage uses private, access-controlled cloud storage; nothing is publicly listable. We monitor infrastructure continuously and apply security patches on an ongoing basis.

We retain data for as long as your organization's subscription is active, plus any period required by applicable law (for example, statutory payroll or tax record retention). Client Organizations can request export or deletion of their data at any time; self-service data-deletion requests are also available for individual employees where enabled by the organization.

Where HireWire HRMS is used by schools, student records may include data relating to minors. Schools are responsible, as the Data Fiduciary, for obtaining verifiable parental or guardian consent as required under the DPDP Act before entering a student's data into the platform. HireWire does not use children's data for behavioural monitoring or targeted advertising.

Subject to applicable law, you may have the right to access, correct, or request erasure of your personal data, and to withdraw consent. If you are an employee or student, please raise this first with your organization's administrator, since they control your record. If you are a HireWire business contact, write to us using the details in Section 13.

HireWire HRMS uses only essential session and authentication cookies/local storage required to keep you signed in. We do not use third-party advertising trackers. Our mobile-installable app (PWA) may store minimal data on-device to support offline access to your dashboard.

All production data is hosted on AWS infrastructure in the Mumbai (ap-south-1) region, India. We do not transfer personal data outside India except where a sub-processor requires it for the limited purpose disclosed in Section 6, and only under adequate contractual safeguards.

For privacy questions, data requests, or grievances, contact:

We may update this policy from time to time to reflect new features or legal requirements. Material changes will be reflected by updating the "Last reviewed" date above. Continued use of HireWire HRMS after changes take effect constitutes acceptance of the revised policy.