Privacy Policy

Ziantrix AI Technologies Private Limited ("Ziantrix", "we", "us", or "our") provides an AI-native human resource management system for employee operations, payroll calculation support, compliance workflows, workforce automation, and HR service delivery. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal data when organizations and their authorized users use Ziantrix HRMS, visit our website, contact us, or otherwise interact with our services.

Ziantrix is designed for enterprise HR environments where employee, payroll, attendance, leave, onboarding, document, and workflow data must be handled carefully. We aim to describe our practices plainly and accurately, including the current limits of the platform.

This Privacy Policy applies to Ziantrix HRMS, related websites, demo environments, support communications, integrations, APIs, notification channels, and administrative tools. It applies to personal data processed by Ziantrix as a service provider or processor on behalf of customer organizations, and to limited data we process as a controller for our own website, sales, security, support, billing, and compliance operations.

Customer organizations are generally responsible for determining what employee data is submitted to Ziantrix, which users receive access, what retention periods apply to their records, and how employee notices and consents are handled within their workforce.

The data we collect depends on how a customer configures Ziantrix and which modules are enabled. We collect data provided directly by customers and authorized users, data imported through integrations, data generated by use of the platform, and limited website or communications data.

• Account and identity data, such as name, work email, phone number, employee ID, job title, department, location, manager, reporting line, role, permissions, and authentication metadata.
• Employment lifecycle data, such as candidate or employee onboarding records, joining details, employment type, policy acknowledgements, probation or role-change records, exits, and HR workflow status.
• Payroll calculation and compensation data, such as salary components, allowances, deductions, reimbursements, tax-related fields, payroll inputs, calculation outputs, exception flags, approvals, and payslip-related records where configured.
• Attendance, time, and leave data, such as shifts, punches, leave balances, holidays, approvals, absences, regularization requests, overtime inputs, work schedules, and related comments.
• Documents and uploads, such as employment documents, HR forms, policy files, payroll supporting documents, identity or tax documents, and files uploaded for OCR, review, storage, or workflow routing.
• Workflow and compliance data, such as approval histories, assignments, case notes, escalation state, compliance task status, statutory workflow references, audit records, and configuration history.
• AI interaction data, such as employee queries, administrator prompts, retrieved policy context, assistant responses, feedback, escalation outcomes, and metadata needed to operate and improve the customer-specific experience.
• Usage and technical data, such as login events, device and browser metadata, IP address, API usage, feature usage, diagnostics, error logs, security events, and performance telemetry.
• Website and sales data, such as form submissions, demo requests, company name, contact details, messages, cookie preferences, and analytics events.

Ziantrix processes organizational HR data and employee data so customers can operate HRMS workflows. Depending on configuration, this may include identifiers, employment records, reporting relationships, HR requests, payroll inputs, attendance and leave records, support conversations, documents, and audit trails.

We do not decide which employee records a customer uploads or syncs into the platform. Customers should ensure they have appropriate legal bases, notices, consents, contracts, employment policies, or other authorizations before submitting personal data to Ziantrix.

Ziantrix includes a payroll calculation and validation engine. The platform can process payroll inputs, salary structures, deductions, allowances, reimbursements, payroll exceptions, payroll readiness checks, and compliance workflow data. It may generate calculation outputs, flags, approvals, and audit records used by HR and finance teams.

• Ziantrix does not currently execute payroll, initiate salary disbursement, move funds, or automate bank transfers.
• Customers remain responsible for approving payroll, validating final outputs, making statutory determinations, submitting filings, and executing payments through their chosen banking, payroll, or ERP systems.
• Human review is expected for critical payroll, tax, reimbursement, compliance, and employment decisions.
• Tier-0 PII, including sensitive payroll or financial identifiers where processed, is protected using AES-256 encryption at rest and additional access controls.

Ziantrix includes an assistive AI chatbot for HR, payroll, onboarding, policy, leave, document, and workflow questions. The assistant uses retrieval-augmented generation, meaning it retrieves relevant customer-approved context from configured sources and generates a response based on that context.

• Groq is used for large-language-model inference.
• Qdrant is used for vector retrieval and similarity search.
• Customer data is not used to train public AI models.
• AI responses are assistive and may require review by HR, payroll, legal, finance, or compliance personnel.
• The AI assistant is not authorized to autonomously approve payroll, terminate employment, impose discipline, change compensation, make legal determinations, or make final employment decisions.
• Customer administrators can configure access, policies, knowledge sources, escalation paths, and review workflows.

Customers and authorized users may upload documents for onboarding, HR administration, payroll support, compliance workflows, policy management, employee self-service, or case resolution. Where OCR or document extraction is enabled, Ziantrix may process file contents to extract text, classify documents, route workflows, identify missing fields, or make documents searchable for authorized users.

• Uploaded documents may contain sensitive personal data, including Tier-0 PII, depending on customer use.
• Access to documents is governed by tenant isolation, RBAC, and customer-configured permissions.
• Document text may be indexed or embedded for customer-specific search and retrieval where the feature is enabled.
• Customers should avoid uploading unnecessary sensitive data and should configure retention and access rules according to their policies.

Ziantrix may process attendance, shift, time, leave, and related workforce data. If a customer enables location-aware attendance or imports location metadata from another system, we may process approximate or precise location data associated with attendance events, device check-ins, office assignments, geo-fencing, or audit requirements.

Location and attendance data should be configured by customers in accordance with applicable employment laws, employee notices, workplace policies, proportionality requirements, and consent requirements where applicable.

• Provide, operate, secure, monitor, and maintain Ziantrix HRMS.
• Calculate payroll-related outputs, validate payroll readiness, detect anomalies, support approvals, and maintain payroll auditability.
• Process onboarding, leave, attendance, document, compliance, and workflow automation tasks.
• Operate the AI assistant, retrieve customer-specific context, generate assistive responses, and escalate cases when needed.
• Authenticate users, enforce RBAC, support SAML, OAuth, and SCIM workflows, and maintain tenant isolation.
• Send product, workflow, security, operational, WhatsApp, and email notifications according to customer configuration.
• Provide support, troubleshoot issues, investigate security events, prevent abuse, and improve reliability.
• Comply with legal, contractual, accounting, tax, regulatory, and dispute-resolution obligations.

Ziantrix uses technical and organizational controls intended to protect HR and payroll data against unauthorized access, disclosure, alteration, or loss. No system can be guaranteed to be completely secure, but we design our platform for enterprise HR risk and maintain layered controls.

• AES-256 encryption for data at rest, including Tier-0 PII where processed.
• TLS encryption for data in transit.
• Logical tenant isolation in a multi-tenant SaaS architecture.
• Role-based access control and least-privilege access patterns.
• Support for SAML/OAuth SSO and SCIM provisioning on eligible plans.
• Administrative access controls, security monitoring, and operational review processes.
• Immutable audit logging for key access, workflow, configuration, and data-change events.
• Data protection and compliance workflows aligned with enterprise review needs, including GDPR and India DPDP-oriented request handling.

Tier-0 PII is encrypted using AES-256 at rest. Access to sensitive records is controlled by customer tenant, user role, permission scope, workflow assignment, and administrative configuration. Customers are responsible for assigning appropriate roles to their users and periodically reviewing access.

Ziantrix personnel access customer data only where needed to provide support, maintain the service, investigate security or reliability issues, satisfy legal obligations, or perform customer-authorized activities. Access is limited according to role and operational need.

Ziantrix maintains audit logs for important platform events, which may include logins, permission changes, workflow actions, payroll validation activity, document events, AI-assisted interactions, configuration updates, approvals, escalations, and administrative actions.

Audit logs help customers investigate incidents, support compliance workflows, review approvals, and maintain evidence of HR and payroll process history. Audit logs may be retained for longer periods where required for security, legal, contractual, or compliance purposes.

Our website may use essential cookies, preference cookies, and analytics technologies to operate the site, remember cookie choices, measure traffic, understand performance, and improve content. Analytics data may include page views, browser type, device information, approximate location derived from IP address, referring pages, and interaction events.

You can manage cookies through your browser settings and, where available, through our cookie consent banner. Disabling some cookies may affect site functionality or analytics accuracy.

We retain personal data for as long as needed to provide the service, satisfy customer configuration, meet contractual or legal obligations, support security and audit requirements, resolve disputes, and enforce agreements. Retention periods vary depending on the data type, customer instructions, enabled modules, legal requirements, and operational need.

• Customer HRMS data is generally retained according to the customer agreement and customer-configured retention settings.
• Audit logs may be retained for security, compliance, and evidentiary purposes.
• Support and sales records are retained for business administration and legal compliance.
• Backups are retained for disaster recovery and deleted or overwritten according to backup lifecycle schedules.

Customers may request deletion or export of customer data according to their agreement, applicable law, and platform capabilities. When a customer terminates service, we delete or return customer data according to contractual commitments, legal requirements, backup lifecycle constraints, and security obligations.

Some information may be retained where required for audit logs, legal claims, financial records, security investigations, fraud prevention, regulatory obligations, or backup integrity. Where deletion is not immediately possible, data is protected and isolated until it can be deleted according to lifecycle controls.

Depending on applicable law and your relationship with Ziantrix or a customer, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal data. You may also have rights to withdraw consent or complain to a data protection authority.

If you are an employee or workforce member of a Ziantrix customer, please first contact your employer or the organization that controls your HR records. We will support customers in responding to valid data subject requests where Ziantrix acts as a processor.

For requests relating to data Ziantrix controls directly, contact us at privacy@ziantrix.com. We may need to verify your identity and authority before fulfilling a request.

Ziantrix supports privacy workflows intended to help customers address obligations under privacy and data protection laws, including the EU/UK General Data Protection Regulation and India Digital Personal Data Protection Act, 2023. The exact obligations that apply depend on the customer, employee location, processing purpose, contractual relationship, and configured workflows.

• Where GDPR applies, Ziantrix generally acts as a processor for customer HRMS data and processes that data under customer instructions and applicable data processing terms.
• Where India DPDP applies, customers are generally responsible for determining notice, consent, lawful processing, grievance handling, and retention requirements for their workforce data.
• Ziantrix provides request-handling, access-control, deletion, export, retention, and audit-support capabilities to help customers operationalize privacy workflows.
• This policy does not replace a customer-specific data processing agreement, employment notice, consent form, or legal assessment.

Ziantrix is headquartered in India and may process personal data in India and other locations where we, our infrastructure providers, or subprocessors operate. Data may be transferred across borders to provide hosting, support, security, AI inference, vector retrieval, communications, analytics, and operational services.

Where required, we rely on appropriate contractual, technical, and organizational safeguards for international transfers, such as customer agreements, data processing terms, transfer clauses, access controls, encryption, and subprocessor due diligence.

We use third-party services to operate Ziantrix HRMS and our website. The exact subprocessors used for a customer may depend on region, plan, integrations, and enabled modules.

We require subprocessors to use appropriate safeguards for the data they process on our behalf. Customers may request additional subprocessor information through their Ziantrix contact or by emailing our privacy team.

• AI features are used to assist with retrieval, summarization, classification, drafting, routing, and employee self-service.
• AI features may process prompts, retrieved context, file-derived text, HR policy content, workflow metadata, and conversation history to generate responses.
• Customer data is not used to train public AI models.
• AI output may be incomplete, outdated, or incorrect if source data is incomplete, permissions are misconfigured, or the question requires human judgment.
• Customers should configure AI knowledge sources, review escalation rules, and human approval requirements before relying on AI-assisted workflows in production.

Ziantrix is assistive infrastructure for HR and payroll operations. It can help reduce repetitive work, improve visibility, maintain audit trails, and surface anomalies, but customers remain responsible for reviewing and approving critical decisions.

Human review is expected for payroll approval, statutory compliance determinations, disciplinary actions, terminations, compensation changes, workplace investigations, legal interpretations, and any decision that materially affects an employee.

Ziantrix HRMS is intended for use by organizations and authorized workforce users. Our services are not directed to children. We do not knowingly collect personal data from children through our website or services except where a customer submits dependent, beneficiary, family, or emergency contact information as part of lawful HR administration. Customers are responsible for ensuring that such data is collected and processed lawfully.

For privacy questions, data subject requests, or subprocessor inquiries, contact privacy@ziantrix.com. For legal notices, contact legal@ziantrix.com. General inquiries may be sent to contact@ziantrix.com.

Ziantrix AI Technologies Private Limited, Plot No. 68, E/Part, Sri Ram Nagar Colony, Pasmamala, Rangareddy, Hyderabad, Telangana 501505, IN.

We may update this Privacy Policy from time to time to reflect changes in our services, subprocessors, legal requirements, or operational practices. When we make material changes, we will update the date above and provide notice where required by law or contract.