Privacy policy
Last updated 7 November 2026
Ergon HR is HR and payroll software run by Seecog Softwares Private Limited ("we", "us"). This policy explains what personal data we handle when you use Ergon HR (the web app at app.ergonhr.com, the employee portal, the Ergon HR mobile app and this website), why, where it is kept and the choices you have.
1. Who is responsible for your data
Your account (the name, email and phone number you sign up with): we decide how it is used, so we are the Data Fiduciary.
Employee and payroll data that a company adds to Ergon HR: the company that uses Ergon HR is the Data Fiduciary for its employees' data. We process that data on its behalf as its Data Processor, under our Terms of service. If you are an employee, questions about your records are best sent to your employer's HR team first.
2. What we collect
| Data | Examples | Why |
|---|---|---|
| Account | Name, email address, phone number, company name, password (stored only as a one-way hash) | To sign you in and run your company's account |
| Employee records | Name, contact details, date of birth, job title, department, manager, joining and exit dates, documents such as offer letters | To provide the HR features your company uses |
| Payroll and statutory | Salary structure, bank account details, PAN, UAN, ESI number, tax declarations, payslips | To work out pay, PF, ESI, Professional Tax and TDS, and produce payslips and reports |
| Attendance and leave | Punch-in and punch-out times, shifts, leave requests and balances, expense claims and receipts | To track time and leave, approve requests and pay expenses through payroll |
| Mobile app | A push notification token for each phone you sign in on; the camera, only when you choose to photograph a receipt | To send you notifications such as approvals and payslips, and to attach receipts |
| Technical | IP address and browser details at sign-in, session records, error logs | Security, keeping you signed in and fixing problems |
| Billing | Plan, payment status, invoices, billing name, address and GSTIN (if you give them) | To charge for paid plans and issue GST invoices |
Cookies: we use only the cookies needed to keep you signed in and to remember which company you are working in. We do not use advertising or analytics trackers, and no third party sets cookies through Ergon HR.
We do not collect or store card numbers or UPI IDs: payments are made on Razorpay's checkout, and Razorpay holds that information.
3. Where your data is kept
Our servers, database and file storage are in Mumbai, India (Hostinger). Emails such as invites, password resets and payslip notices are sent through Amazon Web Services' email service in its Mumbai region. Database backups are taken daily and kept on the same servers in India for 14 days.
4. Who we share it with
We never sell personal data and we do not show ads. We share data only with the service providers that run Ergon HR for us, under contracts that limit their use of it:
| Provider | What they do | Location |
|---|---|---|
| Hostinger International Ltd | Servers, database and file storage | Mumbai, India |
| Amazon Web Services (Amazon SES) | Sending emails from Ergon HR | Mumbai, India |
| Google LLC (Firebase Cloud Messaging) | Delivering push notifications to the mobile app | Global |
| Razorpay Software Pvt Ltd | Payments for paid plans | India |
Inside Ergon HR, what an employee can see is set by their role: employees see their own records, managers see their team's, and HR and finance users see what their company's settings allow. We may also disclose data when Indian law requires it.
5. How long we keep it
- Account, employee and payroll data: for as long as the company's Ergon HR account is active.
- When a company deletes its account, or 90 days after a paid plan ends without renewal and the company asks us to close it, we delete its data. Backups roll over within 14 days.
- Billing records: as long as Indian tax and accounting law requires (generally 8 years).
Your employer may need to keep payroll and statutory records for longer under labour and tax law; that is their decision as Data Fiduciary.
6. Your rights
Under the Digital Personal Data Protection Act, 2023 you can ask us to:
- tell you what personal data we hold about you and how it is used;
- correct, complete or update it;
- erase it, where we no longer need it to provide the service or meet a legal duty;
- withdraw consent you have given;
- nominate someone to act for you if you die or are unable to.
For employee data, we will pass your request to your employer and help them answer it. Write to our Grievance Officer (below). We reply within 30 days. If you are not satisfied, you may complain to the Data Protection Board of India.
7. How we protect it
All traffic uses HTTPS. Bank account and identity numbers are encrypted in our database. Passwords are stored only as one-way hashes. Access is checked on our server for every request, so people see only what their role allows. Documents and receipts are stored privately and are not publicly reachable.
8. Children
Ergon HR is for work and is not meant for anyone under 18. We do not knowingly collect data about children.
9. Changes
If we change this policy in a way that matters, we will tell account owners by email or in the app before it takes effect.
10. Grievance Officer and contact
Grievance Officer: Sonam Agarwal, support@ergonhr.com
Support: support@ergonhr.com, +91 81476 14116
Seecog Softwares Private Limited. Registered office: Flat No. 202, Bishwanath Enclave, Devi Nagar, Hesag, Hatia, Ranchi, Jharkhand 834003. Office: Site No. 26, Prestige Cube Building, Laskar, Hosur Rd, Adugodi, Koramangala, Bengaluru, Karnataka 560030. CIN: U72200JH2021PTC017350. GSTIN: 20ABHCS0288H1ZH.