1. Who we are and what this policy covers
ECN People is a cloud service for human resources, attendance, payroll, hiring, helpdesk, sales and projects, provided by Easy Connect Private Limited ("Easy Connect", "we", "us"), a company incorporated in India and based in Jaipur, Rajasthan, India.
This policy explains how personal data is handled when you visit our website, sign up for a trial, use ECN People on the web or in the ECN People mobile app, or contact us. It is written to meet the Digital Personal Data Protection Act, 2023 ("DPDP Act"), the Information Technology Act, 2000 and the rules under it, including the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 ("SPDI Rules").
Your employer and us. When a company (our customer) uses ECN People to manage its employees, that company decides why and how its employees' data is used — it is the Data Fiduciary (data controller) — and we process the data on its instructions as a Data Processor. That relationship is governed by our Data Processing Agreement. If you use the app because your employer gave you an account, questions about your employee records should go first to your employer's HR team; this policy still explains what the app collects and how we protect it. We are the Data Fiduciary for visitors to our website, the people who sign up and administer an account, billing contacts and sales enquiries.
2. The ECN People mobile app
The app is for employees whose company uses ECN People. You sign in with the account your employer created. The app asks for a permission only when you use the feature that needs it, and works without any optional permission you decline (that feature is then unavailable).
| Data or permission | When it is used | Why |
|---|---|---|
| Camera, and photos you choose | Only when you tap to take a photo: a selfie at check-in (if your company uses selfie check-in or face check), a new profile photo, a photo of a document for a leave request, an expense receipt or a benefit bill, a photo you send in chat, or the three photos for face check enrolment. Instead of the camera you can pick one photo through your phone's own photo picker; the app has no access to the rest of your gallery. | So your manager can confirm a check-in was yours, to show your photo to colleagues, to support a request or claim, and to share a photo with colleagues in chat. The camera is never used in the background. |
| Files you choose | Only when you tap to attach one, through your phone's own file picker: a PDF bill for an expense or benefit claim, or a document (PDF, Word, Excel, PowerPoint, text, CSV or image) you send in chat. The app sees only the file you pick. | To support your claim, or to share the document with the colleagues in that conversation. |
| Face check (only where your employer uses it, and only if you agree) | When you enrol under Me → Face check-in, and at each check-in after HR approves your enrolment. Enrolment takes 3 photos; your phone turns them into a "face code" — a list of 128 numbers, not a picture — and sends the face code and one of the photos to ECN People. At each check-in your phone compares the selfie with the face code on the phone itself and sends only the result (match or no match) and a match score; that selfie is not uploaded and is deleted from the phone. | So that only you can mark your attendance. The face code is used for nothing else — never for advertising, and never shared outside your company. See "Face check" below. |
| Phone and network details at check-in | With each check-in or check-out: a one-way coded identifier made on your phone from its device ID (the raw ID never leaves the phone), the phone make and model, the platform, whether the phone appears to be rooted or jailbroken, whether it is a low-memory phone, whether the location was faked, and — on Android, using the location permission you already gave for check-in — the name (SSID) and access-point address (BSSID) of the Wi-Fi network the phone is connected to. | To protect attendance against fraud as your company has set up: for example to recognise your registered phone, to check you are on the office Wi-Fi, or to flag a faked location. The app does not scan for other networks. |
| Chat messages and attachments | If your company turns on chat for you: the messages, reactions, replies, photos and files you send, and how far you have read in each conversation. You can message, and be messaged by, only people in your own company's workspace. | To let you talk to colleagues about work. Messages are delivered to the members of the conversation and kept as your company's chat retention setting says. |
| Career and internal jobs | When you rate your own skills on Career, or apply for an internal job (with an optional note). | So you and HR can see your skill gaps and next level, and so HR can consider your application. |
| Location (precise and approximate), while the app is in use | Only while the app is open: when you check in or out, and — if you have already allowed it — to show on screen whether you are within range of your work location (worked out on your phone, not sent). Only the location taken at check-in or check-out is sent to ECN People. The app never tracks you continuously and never collects location in the background. | To check that you are at your work location when you mark attendance, as your company has set up. |
| Notifications | When you allow them. The app registers a notification token for your phone. | To tell you about approvals, leave, payslips, announcements and similar updates. You can turn them off in the app or in your phone settings. |
| Account and work data | While you use the app. | Your name, work email, mobile number, employee code and the HR records your employer keeps — attendance, leave, payslips, documents and requests — so you can see and act on them. |
| Device details | When you sign in. | The phone platform, app version and language, kept with the notification token so we can deliver notifications and support you. |
| Insights | When you open Insights. | Charts built on our servers from the HR data your company already holds and that you are allowed to see. Nothing new is collected for them. |
What the app does not do
- It does not access your contacts, SMS, call logs, microphone or files outside what you choose to attach. Chat has no voice messages or calls.
- It does not collect location in the background or when the app is closed.
- It shows no advertising, does not use the Advertising ID, and contains no third-party analytics, advertising or crash-reporting tools.
- We do not sell personal data or share it for advertising.
Attendance selfies are optional: you can withdraw your consent under Me → Privacy in the app, and check-in then works without a selfie (your company may ask your manager to confirm those check-ins).
Face check
Face check is used only where your employer has switched it on, and even then you enrol only if you agree. Before any photo is taken, the app shows a consent screen (in English or Hindi) explaining what follows; nothing happens until you tick I agree to face check for attendance. The version, language and time of your consent are recorded, with the IP address and app details of the request. Saying no is fine: your check-ins then need your manager's approval instead, and nothing else changes.
- What leaves your phone. At enrolment: the face code and one of the three photos (the other two are deleted from the phone at once). At each check-in: only the result and match score — never the check-in selfie.
- The enrolment photo is used only so HR can check the enrolment is really you. It is deleted the moment HR approves or rejects the enrolment, or automatically after 14 days if HR has not decided.
- The face code is stored on our servers encrypted with AES-256-GCM, and on your phone in its secure storage (Android Keystore / iOS Keychain). Only you receive it back, to match on your phone. It is never exported, and it is removed from the phone when you sign out.
- Deletion. The face code is permanently deleted from our servers and your phone when you withdraw consent under Me → Face check-in → Withdraw consent, when you leave your company, when HR removes it, or when your company's workspace is deleted. A rejected enrolment is deleted 14 days after the decision.
- The face-matching model (about 6 MB) is downloaded from ECN People's own servers the first time you use face check, checked for integrity, and runs only on your phone. No face data is sent to any third party.
3. Other personal data we collect
When you sign up or administer an account
- Your name, work email address, mobile number and the password you choose (stored only as a salted hash).
- Your company's name, the industry template you choose, GSTIN and billing address if you add them, and the plan you pick.
- Sign-in records: time, IP address, device and browser.
When you use the product
- Data you or your company enter about employees, candidates, leads and projects. For this data your company is the Data Fiduciary and our DPA applies.
- Technical logs: server request logs and error reports (time, IP address, the request made, the browser or app version), so we can keep the service working and secure.
- Audit records of administrative actions, kept so that your company can see who changed what.
When you contact us or enquire
- What you send us through the Talk-to-sales form, support tickets, email, phone or WhatsApp: name, email, phone, company, role and the message itself.
- If you apply for a job with us, your application and résumé.
When you pay
- Invoices carry your company's legal name, address and GSTIN. Online payments are taken by Razorpay Software Private Limited; we never see or store your full card number, UPI PIN or bank password. We receive the payment reference, amount, status and the last four digits of a card where Razorpay provides them.
When you visit the website
- Server logs with IP address, pages requested, time and user agent, kept for security and capacity planning.
- Cookies and similar storage as described in the Cookie Policy. The website uses no advertising, analytics or cross-site tracking cookies.
We do not ask for, and you should not send us, sensitive personal data such as passwords for other services, financial account credentials, or health, caste or religious information, unless a specific feature of the product requires it and your company has configured that feature.
4. Why we use it, and on what basis
| Purpose | Data used | Basis under the DPDP Act |
|---|---|---|
| Creating and running your account and workspace | Sign-up details, sign-in records | Performance of the contract you asked for (legitimate use, s.7(a)) and your consent at sign-up |
| Attendance, leave, payroll and other HR features for your employer | Account and work data, check-in location and selfies, expense receipts and benefit bills, career and internal-job data | Your employer's instructions as Data Fiduciary; your consent for selfies |
| Face check for attendance | Face code, one enrolment photo, match result and score, consent record | Your explicit consent, which you can withdraw at any time in the app |
| Protecting attendance against fraud | Coded device identifier, phone model, rooted and faked-location flags, Wi-Fi name and access-point address at check-in | Your employer's instructions as Data Fiduciary (legitimate use for employment, s.7(i)) |
| Workplace chat | Messages, reactions, attachments, read position | Your employer's instructions as Data Fiduciary; used only to deliver and keep the conversation |
| Sending notifications | Notification token, device details | Your permission on the phone; you can turn it off at any time |
| Billing, invoicing and GST compliance | Company details, invoice and payment records | Legal obligation (GST and income-tax law) and the contract |
| Keeping the service secure and working | Sign-in records, IP addresses, audit records, technical logs | Legitimate use for security; our obligations under the IT Act and CERT-In directions |
| Support, and telling you about changes to the service | Contact details, support messages | The contract; you cannot opt out of service notices |
| Answering sales enquiries | Enquiry form contents | Consent, given when you submit the form |
| Product news from ECN People | Name and email | Consent — off by default, never needed to use the app, and you can withdraw at any time |
| Recruitment at Easy Connect | Your application | Consent given with the application |
Where we rely on consent, you may withdraw it at any time by the means described in section 9. Withdrawing consent does not affect processing that happened before, and it may mean a feature that depends on it is not available.
6. Where your data is stored
Data is stored with the service providers listed in section 5. Some of them, including the file storage used for photos and documents, may store or process data outside India. Data is encrypted in transit, and we will follow any restriction the Central Government notifies under section 16 of the DPDP Act.
7. How long we keep it
| Data | Kept for |
|---|---|
| Attendance selfies | 90 days by default, then deleted (your employer can set a different period). With face check on, the check-in selfie is never uploaded |
| Face check enrolment photo | Until HR approves or rejects the enrolment, or 14 days if HR has not decided |
| Face code | Until you withdraw consent, leave your company, HR removes it or the workspace is deleted; a rejected enrolment is deleted 14 days after the decision |
| Record that you agreed to, refused or withdrew face check | For as long as your employer keeps its compliance records |
| Coded device identifier, phone model and Wi-Fi details sent at check-in | With the check-in record, for as long as your employer keeps attendance records |
| Chat messages and attachments | As your company's chat retention setting says; if none is set, until the workspace is deleted. A message you delete is no longer shown to anyone |
| Check-in location points | 365 days by default, then removed; the attendance record keeps only the distance from, and whether you were inside, the work location |
| Notification token and device details | Until you sign out of the app or your account is deleted |
| Personal details of employees who have left | Anonymised 3 years after the exit date by default |
| Payslips, PF, ESI, professional tax and TDS records | 8 years, as Indian tax and labour law requires |
| Attendance and wage registers | 3 years, or longer where state law requires |
| Account and workspace data | For as long as the workspace is active, then 90 days after cancellation or expiry so the company can export or reactivate, after which it is deleted from live systems and from backups within a further 35 days |
| Invoices, payment and GST records | 8 years from the end of the financial year, as Indian tax law requires |
| Sign-in, security and audit logs | 180 days as a rolling minimum (CERT-In direction of April 2022), longer where the customer keeps a longer audit history |
| Sales enquiries | 24 months from the last contact, unless you become a customer |
| Job applications | 12 months, unless you ask us to delete sooner |
| Support tickets | 3 years |
When the purpose for which data was collected is served and no law requires us to keep it, we delete it or anonymise it. Backups are rotated on a fixed schedule rather than edited, so deleted data may persist in an encrypted backup until that backup expires.
8. How we protect it
Data in transit is encrypted with TLS, and our database and file-storage providers encrypt data at rest. Passwords are hashed, never stored. Face codes are also encrypted with AES-256-GCM before they are stored. Every record carries the company it belongs to and every request is filtered by it, so one company can never read another's data. Access by our own staff is limited to named people, requires two-factor authentication, and is logged. The Security page sets out the measures in more detail. We follow the reasonable security practices contemplated by section 43A of the IT Act and the SPDI Rules.
No system is perfectly secure. If a breach affects your personal data, it will be reported to the Data Protection Board of India and the affected people in the manner and time the DPDP Act and the CERT-In directions require, and we will tell affected customers without undue delay.
9. Your rights
Under the DPDP Act you have the right to:
- Access — a summary of the personal data held about you and how it has been processed.
- Correction and erasure — to have inaccurate data corrected, incomplete data completed, and data that is no longer needed erased.
- Withdraw consent — as easily as you gave it.
- Grievance redressal — to have a complaint heard by a Grievance Officer and, if you are not satisfied, to approach the Data Protection Board of India.
- Nominate — a person to exercise these rights for you if you die or are incapacitated.
If you use the app through your employer, open Me → Privacy in the app to download a copy of your data, ask for a correction or deletion, nominate someone, withdraw optional consents or raise a grievance. Your employer is the Data Fiduciary for that data and replies within its response period (30 days by default); we help them answer as the DPA requires. For data we hold as Data Fiduciary, write to info@easyconnectnetwork.com from the email address on your account and we will respond within 30 days.
You also have duties under the DPDP Act: not to impersonate anybody, not to suppress material information, and not to register a false or frivolous grievance.
10. Deleting your account
In the app, tap Me → Request data deletion. If you no longer have the app, email info@easyconnectnetwork.com. The request goes to your employer's HR team, who must act on it within 30 days unless your company has set a different period. Records the law requires your employer to keep, such as payroll and statutory attendance registers, are kept for the legal period. The steps, what is deleted, what is kept and the timelines are set out on Delete your ECN People account.
11. Children
ECN People is a workplace product and is not directed at children. We do not knowingly collect personal data from anyone under 18 as Data Fiduciary. A customer that enters data about a minor — a school recording a student, say — does so as Data Fiduciary and must obtain verifiable parental consent as section 9 of the DPDP Act requires.
13. Grievance Officer and contact
In accordance with the Information Technology Act, 2000, the rules under it and the DPDP Act, you can contact our Grievance Officer at:
| Designation | Grievance Officer |
|---|---|
| info@easyconnectnetwork.com | |
| Address | Easy Connect Private Limited, Jaipur, Rajasthan, India |
We acknowledge grievances within 48 hours and resolve them within 30 days of receipt, or sooner where the law requires. If your grievance is about your employee records, your employer's own grievance officer is shown in the app under Me → Privacy. For anything else about privacy, write to info@easyconnectnetwork.com.
14. Changes to this policy
We will post any change here with a new 'last updated' date. If a change materially reduces your rights or expands what we do with your data, we will tell account administrators by email at least 30 days before it takes effect.