PRIVACY POLICY
At Quikchex Private Limited (“Quikchex”, “we”, “us”, or “the Company”), we understand that you are entrusting us with highly confidential employee and organizational information. As a provider of HRMS, payroll processing, and labour compliance services, we are committed to protecting the privacy and security of personal data processed through our platform.
This Privacy Policy explains how we collect, use, store, disclose, and protect personal information across our website, mobile applications, HRMS platform, payroll outsourcing services, and compliance support services (collectively, the “Services”).
A “Customer” is an organization that has entered into an agreement with Quikchex. “End Users” include employees, administrators, and individuals whose information is processed through the Quikchex platform. Collectively, Customers and End Users may be referred to as “users” or “you”.
This Privacy Policy does not apply to personal information processed strictly under the Customer’s instructions as part of payroll or HRMS operations. In such cases, the Customer acts as the data controller, and Quikchex acts as a processor/service provider. Users should refer to their employer’s privacy policy for details on how their employer manages personal information.
By accessing the Services, you acknowledge that you have read and understood this Privacy Policy.
- Personal Information We Collect
We collect and process the following categories of personal information:
- Information Provided by Customers (Employers)
Customers may upload or submit employee information, including:
• Name, date of birth, gender, marital status
• Contact details and residential address
• Employment information (designation, department, employee ID, joining date, exit date)
• Salary structure, compensation, allowances, bonuses, reimbursements, benefits
• PAN, Aadhaar, UAN, ESIC number, and other identifiers
• Bank account details for salary disbursement
• Attendance, leave records, shift schedules
• Tax declarations, proofs, and supporting documents
• Compliance-related records, statutory registers, challans, and returns
• Any other HR, payroll, or compliance information the Customer chooses to maintain on the platform - Information Provided by End Users
End Users may submit information through the HRMS or mobile app, such as:
• Profile updates
• Expense claims
• Investment declarations
• Uploaded documents
• Queries and support requests - Information Collected Automatically
When you use our website or HRMS/mobile app, we may collect:
• IP address
• Browser and operating system details
• Device identifiers
• Login timestamps
• Usage logs, clickstream data
• Cookies and similar tracking technologies - Attendance & Biometric Logs (If Enabled)
If a Customer enables biometric or location-based attendance integrations:
• Punch-in and punch-out timestamps
• Employee or device ID
• Location coordinates (only if explicitly enabled by Customer and permitted by the user/device)
Quikchex does not independently enable location tracking.
- Marketing and Website Data
If you submit a form for demo requests, pricing inquiries, or newsletters, we may collect:
• Name, company name
• Email, phone number
• Communication preferences
• Interactions with our marketing content - How We Use Personal Information
We use personal information solely for the following purposes:
- Delivering HRMS, Payroll, and Compliance Services
• Running payroll and generating payslips
• Calculating statutory deductions and contributions
• Preparing and filing statutory compliance documents (where applicable)
• Managing HR workflows, attendance, leave, shifts, and employee data
• Providing customer support and troubleshooting assistance - Operating and Improving the Platform
• Monitoring performance and usage
• Identifying and resolving issues
• Enhancing user experience
• Developing new features, modules, and integrations
• Conducting internal analytics (aggregated and de-identified) - Legal and Regulatory Compliance
• Responding to lawful requests by authorities
• Preventing fraud, unauthorized access, or misuse
• Maintaining audit logs and statutory records - Communication
• Responding to queries, support tickets, and requests
• Sending administrative and service-related notifications
• Sharing updates about features or system changes (only where relevant)
Quikchex does not sell personal information under any circumstances.
- How We Share Personal Information
We may share personal information in the following circumstances:
- With the Customer (Employer)
All employee data processed through the platform is accessible to the Customer’s authorized administrators. - With Third-Party Service Providers (Sub-Processors)
We may share information with trusted vendors who assist in delivering our services, such as:
• Cloud hosting providers
• Email/SMS and push notification providers
• Customer support tools
• Payment and banking partners
• System monitoring and analytics providers
All third-party providers operate under contractual confidentiality and security obligations.
- With Government Authorities
Where legally required, for example:
• PF, ESIC, Professional Tax portals
• Income Tax Department
• Labour departments and statutory authorities - Business Transfers
If Quikchex is involved in a merger, acquisition, restructuring, or asset transfer, personal information may be transferred as part of that transaction. - Data Retention
We retain personal information for as long as required to:
• Provide the Services to the Customer
• Comply with legal and statutory obligations
• Maintain audit requirements
• Resolve disputes or enforce agreements
After service termination:
• Customers may request data retrieval for 30 days
• Following this period, Quikchex may archive or delete data in accordance with internal retention policies and applicable laws
Non-identifiable, aggregated data may be retained for analytics and product improvement.
- Data Security
Quikchex employs appropriate administrative, technical, and organizational measures to safeguard personal information, including:
• Encryption of data in transit and at rest
• Access control and authentication mechanisms
• Firewalls, network security, and monitoring
• Regular vulnerability scans and assessments
• SOC 2–compliant data centres
• Employee confidentiality and data protection training
Despite these measures, no system is completely secure, and users acknowledge that data transmission over the internet carries inherent risks.
- Your Rights
Depending on applicable laws, End Users may have rights such as:
• Access to personal information
• Correction or updating
• Withdrawal of consent (where applicable)
• Request deletion (subject to Customer’s and legal obligations)
• Request a copy of certain data (portability)
Since Quikchex processes employee data on behalf of Employers, End Users must submit requests through their Employer unless the Employer authorizes direct handling by Quikchex.
- Cookies and Tracking Technologies
We use cookies to:
• Maintain session state
• Improve user experience
• Analyze website usage
• Enhance platform performance
Users may disable cookies through browser settings, though some features may not function correctly.
- Third-Party Links
Our website or platform may contain links to external websites. Quikchex is not responsible for the privacy practices or content of those sites.
- Children’s Data
Quikchex does not knowingly collect personal information from children under 18 except where submitted by Customers for payroll or compliance purposes in accordance with applicable labour laws.
- Data Breach Notification
In the event of a security incident affecting personal data, Quikchex will notify the Customer within a reasonable timeframe, along with:
• A description of the incident
• Potential risks and impacts
• Steps taken to mitigate the issue
Customers are responsible for notifying their employees where required by law.
- Contact Information
For privacy-related concerns or questions, please contact:
Data Protection Officer
Quikchex Private Limited
Email: support@quikchex.in
- Updates to This Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
Continued use of the Services after changes constitute acceptance of the updated policy