Privacy Policy

This policy explains what personal data PayAuto Contractors (run by RK Computer Needs) handles, why, and your choices. It is written with the Digital Personal Data Protection Act, 2023 and its rules in mind.

1. Who is responsible

For the data of a company’s employees, the company that registered (the employer or contractor) decides what is collected and why. We process it for them to run payroll; in the language of the law, they are the data fiduciary and we are their processor. For the registration and sign-in details of our customers and partners, we decide the purpose and are responsible.

2. What we handle

• Registration and sign-in: name, email, mobile, company or firm name, state, GSTIN, city, optional message, a salted password hash (never the password), sign-in times and the network address and browser type of sessions.
• Employee records entered by a company: code, name, date of birth, gender, contact details, address, date of joining and leaving, designation, department, category, bank name and IFSC, UAN, ESI and PF numbers, nominee and family details, custom fields the company adds, attendance, pay and payslips.
• Sensitive identifiers: bank account number, PAN and Aadhaar are encrypted before they are stored, a separate key per company, and are shown only as the last four characters.
• Service records: an audit log of who changed what, error logs without personal content, and messages we send (such as a payslip-ready notice).

3. Why we use it

To create and approve accounts, run payroll and billing, produce payslips and statutory files, let employees see their own payslips and leave, keep the service secure, prevent misuse, support customers, and meet legal obligations. We do not sell personal data and do not use employee data for advertising.

4. Who can see it

• Inside a company, only the people it gives access to, limited by role and by unit. Employees see only their own records.
• A partner who referred a company sees what its role allows for onboarding and billing, not employee pay records.
• RKCN support and operations staff see company set-up and account data as needed to run the service. Our AI-assisted set-up tools are built so they never read employee or pay data.
• Service providers that host and run the service for us (servers, database, email and messaging). They act on our instructions under confidentiality and security terms.
• Authorities, when the law requires it.

5. Where it is kept and for how long

Data is stored on servers we or our hosting providers operate. We keep a company’s records while its account is active and for the period the law requires payroll, statutory and tax records to be kept. Registration data of declined applicants is deleted after a reasonable period. When the retention need ends we delete or anonymise the data.

6. Security

Each company’s records are separated in the database; access is by role; passwords are hashed; sensitive identifiers are encrypted; sessions expire; changes are logged. No system is perfectly secure. If a breach affecting personal data happens we will tell the affected companies and the authorities as the law requires.

7. Your rights

You may ask to see, correct, update or erase your personal data, to withdraw consent where we rely on it, and to nominate someone to exercise these rights for you. For employee records, ask your employer first, as they control that data; we will help them respond. For our own records of customers and partners, write to us below. You may also complain to the Data Protection Board of India after raising it with us.

8. Cookies

We use only the cookies needed to keep you signed in and secure. We do not use advertising or tracking cookies.

9. Children

The service is for businesses and their employees. It is not directed at children, and companies must not enter data of a person under 18 except as the law on employment allows.

10. Changes and contact

If we change this policy we will update the date above and, where it matters, tell you. Questions, requests and complaints: info@rkcn.in.