Privacy policy

1. Who we are

ZivoHR is operated by Weird Labs Private Limited, 3/6 Soni Bunglow, Mathuradas Road, Kandivali West, Mumbai, Maharashtra 400067, India. You can reach us at hello@weirdlabs.in or +91 9930 225287.

This policy covers the website at zivohr.com, the ZivoHR web app and the ZivoHR mobile app for iOS and Android. “We” and “us” mean Weird Labs.

2. Two roles

The Digital Personal Data Protection Act, 2023 separates the party who decides why personal data is processed (the data fiduciary) from the party who processes it on that party's behalf (the data processor). We are in each role for different data.

• We are the data fiduciary for people who visit this website, and for the people who sign up for, buy or administer a ZivoHR workspace, in respect of their contact, account and billing details.
• The customer is the data fiduciary for the employee and job candidate data it puts into ZivoHR. The customer is the employer. We process that data only on the customer's instructions, under the DPDP Act and the customer's agreement with us.

If you are an employee whose employer uses ZivoHR, your employer decides what is recorded about you and why. Questions about that belong with your employer first.

3. What we collect

On this website

• What you send us. The contact and demo forms open your own email app, so we receive whatever you choose to email: usually your name, work email, company and message.
• The server that delivers the site handles your IP address and browser details to answer each request. We run no analytics on the site.
• Fonts are loaded from Google Fonts, so Google receives your IP address when a page loads.

Accounts

For each person with a ZivoHR login: name, work email, the roles they hold, a hashed password (never the password itself), and sign-in events with the time and IP address. Consequential actions in the app are recorded in an audit log with the person who took them, their IP address and browser. For the people who buy a workspace, we also hold billing details: the company's name, address and GSTIN, and its invoices.

Workspace data

Whatever the customer's HR team records about its employees. Depending on the modules in use, that can include employee records, reporting lines, attendance and punch history, leave, payroll and salary, bank account details, tax identifiers (PAN, UAN, the last four digits of an Aadhaar number, a Social Security number for US payroll, and a MoHRE person ID for UAE payroll), expense claims and receipts, performance reviews, helpdesk tickets, survey answers and uploaded documents. The customer enters and controls this data.

Job candidates

If a customer recruits through ZivoHR, it records the people who apply: name, email address, phone number, CV, LinkedIn profile and expected salary, and the interviews and offers that follow. A candidate does not get an account. They see and answer an offer through a signed link sent to them. The customer is the data fiduciary for this data, as for employee data.

The mobile app and location

The app reads your location when you check in or out, and, if your office has a fence, when the check-in screen opens, to show your distance. It does so only if you have allowed it to, and never in the background. If you refuse, the punch still goes through, without coordinates. The distance shown on the check-in screen is worked out on your phone and is not sent.

With each punch we record the coordinates, how accurate the phone says they are, and whether the phone reported a simulated location, along with the IP address. Where the office has a fence, we also record how far the punch was from it and whether it was outside. Whether a punch is checked against an office fence is a setting your employer controls.

Error reports

When something fails, an error report goes to an error tracker we run on our own servers. A report can include the account that hit the error and the request it sent. Fields that hold bank account numbers, IFSC codes, PAN, Aadhaar and UAN numbers, US Social Security numbers and passwords are removed from the report before it leaves the application.

4. Why we use it

• To provide the service: run the workspace, send its emails, calculate its payroll.
• To keep it secure: authenticate people, limit abuse, investigate incidents.
• To bill for it and keep the tax records the law requires.
• To support customers when they ask for help.
• To meet our legal obligations.

We do not sell personal data. We do not use it for advertising. We never use workspace data to train AI models.

5. Ziva, the assistant

Ziva answers an employee's questions about their own HR record. To produce an answer, the question, the conversation so far and the records Ziva looks up are sent to a third-party model provider, listed in section 6: Fireworks AI in the web app, OpenAI in Slack. Ziva looks up records as the person asking, with that person's permissions, so it can only reach what they could already see in the app. Ziva can also prepare a leave request or an expense claim for you; nothing is filed until you confirm it.

Before anyone uses Ziva, in the web app, in Slack or in another AI tool connected through our MCP endpoint, they must accept how it uses their data. Until they have, Ziva reads none of their records. In Slack, a question asked before then may still reach OpenAI, which can only reply with how to accept. We record the acceptance on the person's account, with the date. If you connect another AI tool through our MCP endpoint, that tool's own provider receives what Ziva looks up for you, under your terms with them. Ziva's messages are stored in ZivoHR encrypted.

We never use workspace data to train AI models. The provider, Fireworks AI, says in its privacy policy: “We do not use your prompts, training data, or API inputs to train or improve our AI models without your explicit opt-in.”

Withdrawing consent

Anyone can withdraw that acceptance at any time with Stop using Ziva in the Ziva panel. That also deletes their Ziva conversation history. They can accept again later.

6. Service providers

These companies process personal data for us, each only for the job listed. Each is bound by its terms with us.

Error reports (section 3) go to an error tracker we host ourselves, not to a third party.

7. Where data is stored

Workspace data is stored in the region agreed in the customer's order. Some providers above may process data outside India, including email delivery, the models behind Ziva (Fireworks AI and OpenAI), Slack and the map providers. Where they do, the transfer follows the DPDP Act, and we do not transfer data to any country the Government of India restricts.

8. Retention and deletion

• We keep workspace data for as long as the customer's subscription is active.
• A customer can export its data as CSV reports: the employee directory, attendance, leave, expense claims, assets, helpdesk tickets, survey results and the payroll bank transfer file. Exports stay available while the workspace is read-only. For a complete export, write to hello@zivohr.com.
• When the paid period ends, the workspace becomes read-only for 90 days. It is not locked. Everyone in it can still sign in and read what is there. Owners can run every export and see the subscription and its invoices. Employees can view and download their own payslips. The final invoice can still be paid, and anyone can withdraw their Ziva consent. Every other change is refused.
• When the workspace closes, we email its billing contacts the date it will be erased, what stays available until then and how to reactivate it. We email them again 7 days before erasure.
• To reactivate the workspace before it is erased, write to hello@zivohr.com. A reactivated workspace works as it did before.
• Ninety days after the workspace closes, and never sooner than 7 days after that reminder, it is erased. If the owner asks us in writing, we erase it sooner. Erasure removes every record belonging to the workspace and every file it uploaded. It cannot be undone and an erased workspace cannot be restored.
• When a trial ends without a paid plan, its modules stop working and its data is kept. We email its billing contacts 7 days before erasure. Ninety days after the trial ended, the workspace is erased, unless it has moved to a paid plan.
• We may hold a workspace's data for longer than 90 days where the law or a legal dispute requires it.
• Issued tax invoices are kept after erasure, detached from the workspace, until 31 March of the eighth financial year after the one they were issued in, as Indian tax and company law requires. Then they are deleted.
• We keep database backups so the service can be recovered after a failure. They are protected, and we never use them to restore an erased workspace.

9. Security

Every row of workspace data carries the workspace it belongs to, and the data layer refuses a query that does not name one, so one customer's data cannot be read from another's workspace. All traffic is encrypted in transit over HTTPS. Third-party secrets, Ziva's messages and US Social Security numbers are encrypted in the database with a dedicated encryption key. Passwords are hashed with Argon2id. Consequential actions are written to an audit log.

The security page describes each of these in more detail.

10. Your rights

Under the DPDP Act you have the right to:

• get a summary of the personal data held about you and how it is processed;
• have it corrected, completed or updated;
• have it erased once it is no longer needed for the purpose it was collected for;
• have a grievance about it heard and resolved;
• nominate someone to exercise these rights if you die or become unable to.

For data where we are the fiduciary, write to the Grievance Officer in section 13.

If you are an employee, your employer is the fiduciary for your HR data, so make the request to your employer. We help the employer respond. If you write to us instead, we will pass the request to your employer and tell you we have done so.

If you are not satisfied with how a grievance was handled, you can complain to the Data Protection Board of India.

11. Cookies and local storage

This website sets no cookies. It remembers the skin and colour palette you pick in your browser's local storage, and nothing else.

The web app keeps your sign-in token and a few display preferences, such as theme and sidebar layout, in your browser's local storage. The mobile app keeps your sign-in token in the phone's secure storage. Neither uses advertising or cross-site tracking cookies.

12. Children

This website and ZivoHR accounts are not for anyone under 18. We do not knowingly collect personal data from children in our own role as data fiduciary.

If a customer records an employee or job candidate who is under 18, the customer, as data fiduciary, obtains verifiable consent from that person's parent or lawful guardian, as section 9 of the DPDP Act requires.

13. Grievance Officer

Grievance Officer, Weird Labs Private Limited
Email: privacy@weirdlabs.in
Post: 3/6 Soni Bunglow, Mathuradas Road, Kandivali West, Mumbai, Maharashtra 400067, India

We acknowledge every grievance within 48 hours and resolve it within 30 days.

14. Changes to this policy

The date at the top of this page is the date it last changed. If we make a material change, we email the owners of every workspace before it takes effect.