Privacy Policy

INTRODUCTION

Emgage HRMS (hereinafter referred to as “EMGAGE,” “we,” “us,” or “our”) operates a web and mobile-based Human Resource Management System. This privacy policy governs your use of the software application EMGAGE (“Application”) for web and mobile devices, created and operated by Oases Technovations Private Limited.

This Privacy Policy informs you about our policies regarding the access, collection, use, storage, sharing, and disclosure of personal information — including Health Data — when you use our Service.

EMGAGE does not collect any information from the mobile application before user login. User accounts are created exclusively by the employer’s authorised administrator (tenant admin or HR personnel) through the EMGAGE web portal. Users cannot register or sign up directly from the mobile application. Once an account is created by the employer, the user receives login credentials and can access the mobile application.

We will not use or share your information with anyone except as described in this Privacy Policy. By using the Service, you agree to the collection and use of information in accordance with this policy.

ACCOUNT CREATION & DATA COLLECTION PROCESS

EMGAGE follows a controlled, employer-managed account creation process:

No self-registration: The mobile application does not offer any sign-up or registration feature. Users cannot create their own accounts.
Employer-initiated setup: User accounts are created by the employer’s authorised administrator (HR manager or tenant admin) via the EMGAGE web portal. During this process, the employer provides employee information necessary for HR administration.
No pre-login data collection: The mobile application does not collect, access, or transmit any personal data, Health Data, location data, or device information before the user logs in with valid credentials.
Post-login access: Once logged in, the Application collects and processes data as described in this Privacy Policy, based on the features enabled by the employer organisation.

INFORMATION WE COLLECT

After a user account is created by the employer and the user logs into the Application, we may collect the following categories of information:

a) Personal Information (Provided by the Employer or User)

Full name, email address, phone number, date of birth, gender, and postal address
Employment-related information such as employee ID, designation, department, date of joining, and salary details
Identity documents such as PAN, Aadhaar, passport number, or other government-issued IDs (as required by the employer for statutory compliance)
Bank account details for payroll processing
Emergency contact information
Profile photographs

Most personal information is entered by the employer’s HR administrator during account creation. Users may view and, where permitted by the employer, update certain details through the mobile application after login.

b) Health Data

In the course of providing HR management services, EMGAGE may access, collect, and process health-related information (“Health Data”) on behalf of the employer organisation. Health Data may include, but is not limited to:

Medical leave applications and sick leave records, including the reason for medical leave
Medical certificates, fitness-to-work documents, or doctor’s notes uploaded by the user or their employer
Health insurance enrollment details, policy numbers, nominee information, and claims-related data
Information related to employee wellness programs, if offered by the employer
Maternity/paternity leave records
Records of workplace injury or disability, if applicable
Any other health-related information voluntarily provided by the user or entered by the employer’s HR administrators

Purpose of Health Data Collection: Health Data is collected and processed solely for the purposes of HR administration, leave management, attendance tracking, health insurance processing, employee benefits administration, and statutory compliance as required by the employer organisation and applicable Indian labour laws.

Health Data is NOT used for: advertising, marketing, data mining, profiling, or any purpose unrelated to HR administration and the employer-employee relationship.

c) Transaction & Usage Information

Transaction-related information such as subscriptions and responses to offers
Information entered into the system when using the Application, including expense claims, travel requests, and helpdesk tickets

d) Location Data

EMGAGE may collect precise, real-time location data from your mobile device only after login and for the following purposes:

Tracking field staff attendance and movement as part of the employer’s workforce management
Auto-generating expense claims based on role and location-based limits
Geo-fenced attendance marking

Real-time location tracking is performed only with the user’s explicit consent and only when the employer organisation has enabled this feature. Location data is never collected when the user is logged out or before login. You may disable location tracking at any time through your device settings, though this may affect the functionality of certain features.

e) Automatically Collected Information (Log Data)

After login, the Application may automatically collect:

Type of mobile device and its unique device ID
IP address of your mobile device
Mobile operating system and version
Type of mobile Internet browser
App usage patterns, crash logs, and performance data

None of the above information is collected before the user logs in.

HOW WE USE YOUR INFORMATION

We use the collected information, including Health Data, for the following purposes:

To provide, maintain, and improve the EMGAGE Application and its features
To process payroll, manage leave and attendance, and administer employee benefits including health insurance
To enable HR administrators to manage employee records and compliance requirements
To process medical leave requests and maintain health-related leave records
To facilitate health insurance enrollment, claims processing, and nominee management
To comply with applicable labour laws, tax regulations, and statutory requirements
To provide customer support and respond to user inquiries
To send service-related communications (not marketing)
To analyse usage patterns and improve application performance (using aggregated, anonymised data only)

HOW WE SHARE YOUR INFORMATION

EMGAGE does not sell, rent, or trade your personal information or Health Data to third parties. We may share information only in the following circumstances:

With Your Employer: Your information, including Health Data, is accessible to authorised personnel within your employer’s organisation (e.g., HR administrators, reporting managers) as necessary for HR administration. The employer is the data controller and determines what employee data is collected and processed.
With Trusted Service Providers: We may share information with third-party service providers who assist us in operating the Application (e.g., cloud hosting, payment processing). These providers are contractually bound to use the information only for the services they provide to us and to maintain appropriate security measures.
For Legal Compliance: As required by law, such as to comply with a subpoena, court order, or similar legal process, or to respond to a government request.
Business Transfers: If EMGAGE is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our website of any change in ownership or use of your information.

Health Data Sharing Restrictions: Health Data is shared only with your employer’s authorised HR personnel and, where required, with insurance providers for claims processing. Health Data is never shared with third parties for marketing, advertising, or any purpose unrelated to HR administration.

COOKIES

Our web portal uses cookies to collect information, maintain session states, and improve user experience. Cookies are files with a small amount of data, which may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our web-based Service. The mobile application does not use browser cookies.

DATA STORAGE & SECURITY

We are committed to safeguarding the confidentiality and security of your information, including Health Data. Our security measures include:

Encryption of data in transit (TLS/SSL) and at rest
Access controls restricting data access to authorised personnel only
Regular security audits and vulnerability assessments
Physical, electronic, and procedural safeguards to protect information we process and maintain

All data, including Health Data, is stored on secure servers located in India. Please be aware that, although we endeavour to provide reasonable security, no security system can prevent all potential breaches.

DATA RETENTION

We retain your data as follows:

User-Provided Data (including Health Data): Retained for as long as the user’s account remains active on the Application and for the duration of the employment relationship with the subscribing organisation, or as required by applicable Indian labour laws and regulations (such as the Employees’ Provident Fund Act, ESI Act, Payment of Wages Act, etc.), whichever is longer.
Automatically Collected Data: Retained for up to 24 months and thereafter may be stored in aggregate form.
Location Data: Retained for the duration required for attendance and expense processing, and deleted or anonymised thereafter.

If you would like us to delete your data, please contact your employer’s HR administrator or email us at info@emgage.work. Please note that some data may be required to be retained for statutory compliance even after a deletion request. Account deactivation and deletion is managed by the employer’s administrator through the web portal.

YOUR RIGHTS

As a user of EMGAGE, you have the following rights regarding your personal information and Health Data:

Access: You may request access to the personal data and Health Data we hold about you.
Correction: You may request correction of any inaccurate or incomplete data.
Deletion: You may request deletion of your data, subject to statutory retention requirements and employer policies.
Withdraw Consent: You may withdraw your consent for location tracking or other optional data collection at any time through your device settings.
Data Portability: You may request a copy of your data in a commonly used format.

To exercise any of these rights, please contact your employer’s HR administrator or email us directly at info@emgage.work. We will respond within a reasonable time.

CHILDREN’S PRIVACY

EMGAGE is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

THIRD-PARTY LINKS

Our Application may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read the privacy policies of any third-party services you access through our Application.

UPDATES TO THIS PRIVACY POLICY

EMGAGE may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated Privacy Policy on this page and, where appropriate, by email or in-app notification. You are advised to review this Privacy Policy periodically. Continued use of the Application after changes are posted constitutes your acceptance of the updated policy.

YOUR CONSENT

By using the EMGAGE Application, you consent to the collection, processing, storage, and use of your information — including Health Data — as described in this Privacy Policy. “Processing” means using cookies on a computer or handheld device, or using or accessing information in any way, including collecting, storing, deleting, using, combining, and disclosing information, all of which activities will take place in India.

GRIEVANCE OFFICER

In accordance with the Information Technology Act, 2000 and the rules made thereunder, the name and contact details of the Grievance Officer are as follows:

Name: Emgage Support
Email: support@emgage.work

CONTACT US

If you have any questions or concerns regarding this Privacy Policy, your Health Data, or our privacy practices, please contact us:

Email: support@emgage.work
Phone: 70691 11061
Website: https://emgage.work