Privacy Policy

1. Scope

This policy explains how Easy Source HR Solutions Pvt. Ltd. handles personal data collected through our website and the Easy Source ComplyPro platform. It applies to visitors, registered free users, paid subscribers and people who contact us through the site.

It does not cover data your employer holds about you in their own systems, nor third-party websites we link to.

2. What we collect

a) Information you give us

• Creating an account — name, company name, designation, industry, email address, mobile number, and optionally GST number, address, city, state and pincode. Your password is stored only as a cryptographic hash — we never see or store it in readable form.
• Subscribing to a paid plan — billing name, company, GST number and address, required to issue a valid GST tax invoice.
• Newsletter signup — name, email address, and optionally mobile number and any remark you add.
• Contact or demo enquiry — name, email, phone, company and the message you send.
• Uploading documents — any content you choose to upload, which may contain personal data of your employees or contractors.

b) Information collected automatically

• Usage analytics. We record which pages are viewed and which documents are downloaded. For visitor counting we do not store your IP address or browser fingerprint — instead we store a one-way, irreversible code derived from them that changes every day, so visits cannot be linked to you or traced across days.
• IP address at the point of sign-up. When you register, subscribe or submit a form, we do record the originating IP address, retained specifically to detect and prevent automated abuse and spam.
• Session information. Login times and session records for registered users, used for security and support.
• Audit logs. Records of changes made within the Platform, retained for accountability.

c) What we do not collect

We never receive or store card numbers, CVV codes or UPI credentials. Payment details are entered directly with our payment gateway partner on their own systems. We hold only the transaction reference, the type of payment method used, the amount and the status. Our systems contain no field capable of holding a card number.

3. Why we use it

• Creating and running your account and providing your plan’s features — performance of our contract with you.
• Verifying your email address — performance of contract and security.
• Processing payments and issuing GST invoices — contract and legal obligation.
• Sending compliance alerts and service notifications — performance of contract.
• Sending the newsletter and marketing updates — your consent, withdrawable at any time.
• Preventing spam, abuse and unauthorised access — our legitimate interest in securing the Platform.
• Understanding aggregate usage to improve the product — our legitimate interest, using data that does not identify you.
• Meeting tax, accounting and statutory record-keeping duties — legal obligation.

4. Marketing communications

We send compliance alerts and service emails because they are part of the service you signed up for. Marketing and newsletter emails are sent only where you have opted in, and every one contains an unsubscribe option. Unsubscribing from marketing does not stop essential service messages such as invoices, security notices or renewal reminders.

5. Who we share it with

We do not sell your personal data. We share it only with our payment gateway partner, our email delivery provider, hosting and infrastructure providers, professional advisers where necessary and confidential, and authorities where we are legally required to disclose. Service providers act on our instructions and are not permitted to use your data for their own purposes.

6. Where data is stored

Platform data is hosted on servers located in India. Some service providers may process limited data outside India; where that happens we take reasonable steps to ensure comparable protection.

7. How long we keep it

• Account data — while your account is active, and for a reasonable period afterwards to handle queries and disputes.
• Invoices and payment records — retained for at least eight years, as required by Indian tax and company law.
• Newsletter subscriptions — until you unsubscribe.
• Enquiry messages — for as long as needed to respond and for a reasonable follow-up period.
• Usage analytics — retained in aggregate form; the daily visitor codes are not linkable to an individual at any point.

When a retention period ends, data is deleted or irreversibly anonymised.

8. Security

• Passwords stored only as salted cryptographic hashes, never in readable form;
• Encrypted connections (HTTPS) for data in transit;
• Access controls limiting which staff can view which records;
• Separation of public customer accounts from internal staff systems;
• Audit logging of changes made within the Platform;
• Payment card data never entering our systems at all.

No system can be guaranteed completely secure. If a breach occurs that is likely to affect you, we will notify you and the relevant authority as required by law.

9. Your rights

Subject to applicable Indian law, including the Digital Personal Data Protection Act, 2023, you may ask what personal data we hold and obtain a copy; ask us to correct inaccurate data; ask us to erase data we no longer have a lawful reason to keep; withdraw consent for marketing; nominate another person to exercise your rights in the event of death or incapacity; and raise a grievance with us, escalating to the Data Protection Board of India if unresolved.

To exercise any of these, email [email protected]. We may need to verify your identity first, and we aim to respond within 30 days. Some data cannot be deleted on request where we are legally required to retain it — for example issued GST invoices.

10. Data we process for our clients

Where our business customers upload records about their own employees or contractors, that customer decides why and how the data is used, and we process it on their instructions. If you are an employee of one of our customers and want your data corrected or removed, please contact your employer.

11. Cookies and similar technologies

We use a small number of cookies and equivalent browser storage that are necessary for the Platform to work — principally to keep you signed in and to keep your session secure. We do not use third-party advertising or cross-site tracking cookies. Blocking essential cookies will prevent you from signing in.

12. Children

The Platform is a business tool and is not directed at children. We do not knowingly collect data from anyone under 18. If you believe a child has provided us data, contact us and we will delete it.

13. Changes to this policy

We may update this policy. The “last updated” date at the top shows the current version, and where changes are material we will notify registered users.

14. Grievance contact

Easy Source HR Solutions Pvt. Ltd.
3C&D, 25 Gopala Towers, Rajendra Place, New Delhi – 110008, India
Email: [email protected]
Phone: +91-971 100 5558