Last updated: 26 September 2026
This policy explains what personal data IT Brothers Consulting Solutions Private Limited (“HivePayroll”, “we”, “us”) collects, why, how we protect it, and the choices you have. It covers our website www.hivepayroll.co.in, the HivePayroll app at setup.hivepayroll.in and hivepayroll.in, and the HivePayroll mobile app.
We process personal data in line with the Information Technology Act, 2000 and its rules, and the Digital Personal Data Protection Act, 2023 and the rules made under it.
Two different roles
When you visit our website, contact us or sign up for an account, we decide what data is collected and why. For that data we are the data fiduciary, and this policy applies in full.
When a company uses HivePayroll to run payroll for its employees, the company (your employer) decides what employee data goes into HivePayroll and why. The employer is the data fiduciary, and we process that data on its behalf and only on its instructions, as a data processor. If you are an employee and have a question about your payroll data, please contact your employer first; we will help your employer respond.
What we collect
From website visitors
- Details you send us through the contact, demo and newsletter forms: name, work email, phone number if you give it, company name, company size and your message.
- Usage data, only if you accept analytics cookies: pages visited, device and browser type, approximate location from your IP address, and how you reached the site. See our Cookie Policy.
- Free tools: the payslip generator, salary calculators and income tax calculator run in your browser. We do not receive or store the salary figures you enter.
From account holders (employers and their administrators)
- Name, email, phone number and role of the people who manage the account
- Company details: name, address, GSTIN, PAN/TAN, and PF, ESI, Professional Tax and other registration numbers
- Billing details and invoices. We do not store card numbers.
- Records of sign-ins and actions taken in the account, for security and support
Employee data processed for employers
Depending on what the employer uses, this can include: name, contact details, date of birth, gender, address, employee ID, PAN, Aadhaar number, UAN, ESI number, bank account details, salary, deductions, tax declarations and proofs, attendance, leave, shift and overtime records, expense claims, documents such as letters and payslips, and:
- Location and a selfie when an employee checks in from the mobile app, if the employer turns this on
- Biometric attendance records from the employer’s biometric machines, if connected. We receive the attendance punch (employee ID and time), not fingerprint or face templates.
Why we use it
- To provide the service: calculate salaries and statutory deductions, generate payslips, statutory reports and returns, and run attendance, leave and expense workflows
- To create and secure accounts, and to prevent fraud and misuse
- To answer enquiries, give demos and provide support
- To send service messages such as payslip notifications, attendance reminders and billing notices
- To send product news and newsletters, only if you opted in. You can unsubscribe at any time.
- To improve the website and product, using analytics that you have agreed to
- To meet legal obligations, such as tax and accounting record-keeping
We do not sell personal data, and we do not use employee payroll data for advertising.
Who we share it with
We share data only with service providers that help us run HivePayroll, under contracts that require them to protect it and use it only for us:
| Provider | What they do for us |
|---|---|
| Amazon Web Services (Mumbai region, India) | Hosting and storage for the HivePayroll app and its data |
| Email delivery, maps and location lookup for mobile check-in, mobile app notifications, and website analytics (only with your consent) | |
| Meta (WhatsApp Business) | WhatsApp reminders and notifications, only if the employer turns them on |
| Sentry | Error monitoring, so we can find and fix faults |
| Our website host | Hosting for www.hivepayroll.co.in and its forms |
We also share data where the law requires it, for example with tax or regulatory authorities or under a court order. Statutory filings such as PF, ESI and TDS returns are prepared in HivePayroll and submitted by the employer.
Where it is stored
The HivePayroll app and its data are hosted on Amazon Web Services in Mumbai, India. Some service providers listed above may process limited data, such as email delivery or error reports, outside India, with safeguards in place.
How we protect it
- Encryption in transit (HTTPS) for the website and app
- Access to customer data limited to staff who need it for support or operations
- Role-based access inside each HivePayroll account, so employers control who sees salary data
- Regular backups
If a personal data breach affects you, we will inform you and the authorities as the law requires.
How long we keep it
- Account and employee data: for as long as the employer’s account is active. After an account is closed, the employer can export its data; we then delete it within 90 days, except records we must keep by law.
- Enquiries and demo requests: up to 2 years after our last contact with you.
- Invoices and billing records: for the period required by tax law, currently 8 years.
- Analytics data: up to 14 months.
Your rights
You can ask us to:
- tell you what personal data we hold about you and how it is used
- correct, complete or update it
- delete it, where we are not required to keep it
- withdraw your consent, for example to marketing emails or analytics cookies
- name a person to exercise these rights on your behalf if you die or become incapable
Email support@hivepayroll.co.in. We will respond within 30 days. Employees should normally contact their employer, which controls their payroll data; if you contact us, we will pass your request to your employer.
How to delete your data
- Account holders: email support@hivepayroll.co.in from the account’s registered email, asking us to close the account and delete its data. Export anything you need first. We confirm when deletion is complete.
- Website enquiries or newsletter: email support@hivepayroll.co.in, or use the unsubscribe link in any newsletter.
- Data connected through Facebook or Instagram: HivePayroll uses Meta’s tools only to publish posts to our own Facebook Page and Instagram account. We do not collect data about people who view or interact with those posts. To ask about any data you believe we hold, email support@hivepayroll.co.in.
Children
HivePayroll is a business service and is not meant for children. We do not knowingly collect data about children, except as payroll data an employer enters for employees where the law allows it.
Changes to this policy
We will update this page when our practices change and change the date at the top. For significant changes, we will notify account holders by email.
Grievance Officer and contact
If you have a question or complaint about how we handle personal data, contact our Grievance Officer:
Chetan Sharma
Grievance Officer, IT Brothers Consulting Solutions Private Limited
Site No. 677, 1st Floor, 27th Main, 13th Cross Road, HSR Layout, Sector 1, Bengaluru, Karnataka 560102
Email: support@hivepayroll.co.in
We will acknowledge your complaint within 48 hours and aim to resolve it within 30 days. If you are not satisfied with our response, you may complain to the Data Protection Board of India.
