Privacy Policy

1Introduction & Scope

WibesHR ("we", "us", "our") is provided by PixelWibes. This Privacy Policy explains how we collect, use, share, and safeguard information when you use the WibesHR software, mobile applications, and website (together, the "Service"). It applies to visitors of our website, customers who subscribe to the Service ("Customers"), and the employees, candidates, and other individuals whose data Customers enter into the Service.

By using the Service, you acknowledge the practices described in this policy. We process personal data in line with applicable law, including India's Digital Personal Data Protection Act, 2023 ("DPDP Act") and, where applicable, the GDPR and similar laws.

2Our Role: Controller & Processor

• When we act as controller (Data Fiduciary): for information we collect for our own purposes, such as website visits, account registration, billing, marketing, and support communications.
• When we act as processor (Data Processor): for employee and business data that a Customer enters into the Service. The Customer decides why and how this data is used, and we process it only on the Customer's documented instructions and to provide the Service.

Customers are responsible for providing notices to, and obtaining any required consent from, their employees and candidates, and for ensuring they have a lawful basis to use the Service for that data. If you are an employee of a Customer, please contact your employer first for requests about your data.

3Information We Collect

• Account information: name, email address, phone number, company details, and billing information provided when you register or purchase a plan.
• Employee and business data: attendance, leave, payroll, recruitment, vendor, and project data that you or your organization enter into the Service, which may include employee identity and contact details, job and salary details, bank account and tax identifiers, and candidate resumes. This data belongs to the Customer; we process it on the Customer's behalf to operate the Service.
• Usage and device data: log files, device information, operating system, browser type, IP address, and pages visited, collected automatically to help us maintain, secure, and improve the Service.
• Payment data: when you subscribe to a paid plan, payment details are collected and processed directly by our payment gateway partners (such as Stripe, PayPal, or Razorpay). We do not store full card numbers on our servers.
• Support communications: messages, emails, and call details you share when contacting us.
• Authentication data: email or phone number and verification codes used to secure your login.

4Attendance & Location Data

Depending on the features your organization enables, the Service may process attendance and location data:

• Location data: GPS or network location captured at clock-in or clock-out, only when your employer enables this feature and you grant permission on your device. You can withdraw permission in your device settings; this may limit attendance features.
• Mobile app permissions: the mobile app requests location access only for attendance features. It is used only for that purpose, and you can revoke it at any time in your device settings.

5How We Use Your Information

• To provide, operate, and maintain the Service, and to process Customer data on their instructions.
• To process subscriptions, invoices, and payments.
• To send important account, billing, and security notifications.
• To provide customer support and respond to inquiries.
• To improve the Service, including analyzing usage trends.
• To detect, prevent, and address technical issues, fraud, or abuse.
• To send product updates or marketing, where permitted. You can opt out at any time.
• To comply with legal obligations.

6Legal Basis for Processing

• Contract: to provide the Service and manage your subscription.
• Consent: for optional features such as marketing emails, non-essential cookies, and location access. You may withdraw consent at any time.
• Legitimate use / legitimate interests: for security, fraud prevention, and improving the Service.
• Legal obligation: for tax, accounting, and regulatory compliance.

7Data Sharing & Sub-Processors

We do not sell your personal data or your employees' data. We only share information with:

• Payment processors, to complete transactions you initiate.
• Hosting, infrastructure, email, and support service providers ("sub-processors") who process data on our behalf under written confidentiality and data protection terms.
• Authorities, when required by law or to protect our legal rights.

Access to your employee and business data is restricted to authorized personnel for support and maintenance purposes only. A current list of sub-processors is available on request, and Customers may request a Data Processing Addendum (DPA) by contacting us.

8Data Location & International Transfers

Your WibesHR workspace is hosted on secure infrastructure located in India. We do not transfer your workspace data outside India, except where a Customer chooses an integration or a sub-processor requires it, in which case we use appropriate contractual safeguards in line with applicable law.

9Data Security

We use industry-standard measures to protect information processed through the Service, including:

• Encrypted communication (HTTPS/TLS) and encryption of data at rest.
• Role-based access controls and secure authentication.
• Regular backups and access logging.
• Confidentiality obligations and security awareness for our personnel.

If a personal data breach affects your data, we will notify affected Customers without undue delay and in any case within 72 hours of becoming aware of the breach, and as required by law. No method of transmission or storage is 100% secure, but we work to protect your data using commercially reasonable safeguards.

10Data Retention & Deletion

• We retain account, billing, employee, and business data while your subscription is active.
• After termination, Customers can export their data for 90 days. After that period, data is deleted from active systems, and from backups within 30 days.
• We may retain limited records (such as invoices) for as long as required for legal, tax, and accounting obligations.
• Customers can request deletion of their workspace data at any time by contacting us.

11Your Rights

Depending on your location, you may have the right to access, correct, export, restrict, object to processing of, or request deletion of your personal information, and to withdraw consent. Under the DPDP Act, Indian residents (Data Principals) can also seek grievance redressal and nominate another person to exercise their rights in the event of death or incapacity.

To exercise these rights for data we control (such as your account or billing information), contact us using the details below. We may need to verify your identity and will respond within a reasonable time, generally within 30 days. If you are an employee or candidate of one of our Customers, please contact your employer, who controls that data; we will assist them in responding. You may also lodge a complaint with your local data protection authority.

12Grievance Officer

In accordance with applicable Indian law, our Grievance Officer can be contacted for privacy concerns:

Name: Nirav Faldu

Email: nirav@wibeshr.com

Address: B-909, Titanium Heights Corporate Rd, Prahlad Nagar, Ahmedabad

We aim to acknowledge complaints within 48 hours and resolve them within 30 days.

13Cookies

Our website uses cookies and similar technologies in these categories:

• Strictly necessary: to support security, core site functions, and remembering your cookie choice.
• Analytics: to understand how visitors use our site. Analytics tools, including Google Tag Manager, are loaded only with your consent.

You can manage or withdraw optional cookie consent at any time using the Cookie settings control available on our marketing website, or through your browser settings. Necessary cookies remain active because they support core site functions.

14Automation & AI Features

Some features may use automation or AI to assist with tasks such as resume screening or report generation. Customer data is processed only to deliver these features to that Customer, and is never used to train AI models. Decisions about employment remain with the Customer and should involve human review.

15Legal Requests & Business Transfers

We may disclose information where required by law, court order, or government request, or to protect the rights, safety, and security of our users and the Service. Where permitted, we will notify the affected Customer of such requests. If PixelWibes is involved in a merger, acquisition, or sale of assets, your data may be transferred, and we will notify you and ensure this policy continues to protect it.

16Children's Privacy

The Service is intended for business use and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children, and we will delete it if we learn we have done so.

17External Links

Our Service may link to third-party websites or integrations. We are not responsible for their privacy practices, so please review their policies.

18Changes to This Policy

We may update this Privacy Policy from time to time. For material changes, we will notify Customers by email or in-app notice at least 30 days before they take effect, and update the "Last updated" date at the top of this page. Continued use of the Service after the effective date means you accept the updated policy.

19Contact Us