Your Data and the DPDP Act
Last Updated: 13 November 2026
This page explains, in plain words, how AiroHR Technologies Private Limited handles personal data under the Digital Personal Data Protection Act, 2023 (the “DPDP Act”) and the Digital Personal Data Protection Rules, 2025. It adds to our Privacy Policy, which remains the full statement of what we collect and why.
1. Your Data Stays in India
Your data is stored in India.
Employee records, attendance, payroll files and documents in AiroHR are stored on servers in data centres in India, encrypted, with every access logged.
A few optional features use a service provider outside India to process, not store, a request: the AI assistants (when your employer turns them on) send the question and the HR details needed to answer it to our AI provider, Anthropic; bank details, PAN and Aadhaar are never sent. This is described in the Privacy Policy and done only as Indian law allows.
Identity numbers such as PAN, Aadhaar and bank account numbers are encrypted field by field; screens and exports show only their last 4 digits.
2. Who Is Responsible
- If you work for a company that uses AiroHR, your employer is the Data Fiduciary: it decides why and how your employment data is used (for example to run payroll and meet labour and tax laws). AiroHR is its Data Processor and handles the data only on your employer’s instructions.
- If you visit airohr.com, ask for a demo, apply for a job with us or manage your company’s AiroHR account, AiroHR is the Data Fiduciary for that data.
Under the DPDP Act an employer may use personal data for the purposes of employment without asking for consent each time; where something is optional (see section 6), we ask for your consent and you can withdraw it.
3. Your Rights
As a Data Principal you have the right to:
- Information about your data (section 11): a summary of the personal data held about you, how it is used, and who it has been shared with. In AiroHR you can download a copy.
- Correction, completion and updating (section 12): have wrong or incomplete data corrected.
- Erasure (section 12): have data erased once it is no longer needed, unless the law requires it to be kept (for example payroll, tax and provident fund records).
- Grievance redressal (section 13): a quick answer to a complaint about how your data is handled.
- Nominate someone (section 14): name a person who may use these rights for you if you die or become unable to.
- Withdraw your consent (section 6): as easily as you gave it, for anything that relies on your consent. Processing already done stays lawful.
4. How to Ask
Employees of AiroHR customers: sign in to the AiroHR employee app and open My data and privacy. Choose what you want (a copy of your data, a correction, erasure, a complaint, a nominee, or withdrawing a consent) and send it. It goes to your employer’s HR team, which answers it; you can follow it in the app, and download your copy there when it is ready. Only you can download it. You can also ask your HR team directly.
Everyone else, or if you cannot use the app: write to the Grievance Officer (section 7) with your name, how to reach you, your company (and employee ID, if you are an employee of a customer) and what you are asking for.
We may ask you to confirm who you are before we act. Please do not send us identity numbers or passwords.
5. Timelines
| Request | Answered within |
|---|---|
| A copy of your data, correction, erasure, nomination, withdrawing a consent | 30 days of receiving it; if more time is needed you are told why, and it is never more than 90 days |
| A grievance | Acknowledged within 24 hours and resolved within 15 days, as on our Grievance Officer page |
A copy of your data stays available to download in the app for 30 days after it is ready.
6. Consent Notice
Where the AiroHR apps or this website rely on your consent, we ask for it with a clear notice before collecting the data. Each consent is optional, can be withdrawn at any time, and withdrawing it does not affect your salary or employment.
| What we ask | Data used | Purpose | How to withdraw |
|---|---|---|---|
| WhatsApp messages | Your mobile number | HR messages, payslip and leave updates on WhatsApp | In the app: Preferences, or My data and privacy → Withdraw a consent |
| Face attendance at the kiosk (Airo Lens) | A face template made from your photo | Marking attendance at your employer’s face kiosk | My data and privacy → Withdraw a consent; the face data is erased |
| Selfie face check in the app | A face template made from your registered photo | Checking that a selfie punch is yours | In the app: My face photo, or My data and privacy → Withdraw a consent; the face data is erased |
| Compliance alerts and newsletters | Your e-mail address | Payroll and labour law updates | The unsubscribe link in every e-mail |
| Job applications to AiroHR | Your name, contact details and CV | Considering you for the job | Write to the Grievance Officer |
Answers to an anonymous pulse survey in the AiroHR app are stored without your name; your employer sees only totals, and only once enough people have answered.
7. Grievance Officer
[Grievance Officer: name to be filled in]
Grievance Officer (Digital Personal Data Protection Act, 2023)
AiroHR Technologies Private Limited
[e-mail address to be filled in]
[phone number to be filled in]
[postal address to be filled in]
Employees of our customers can also contact their employer’s HR team, which answers for the employment data it controls.
8. Data Protection Board of India
If you are not satisfied with the answer to your grievance, you may complain to the Data Protection Board of India under the DPDP Act, after first using the grievance process above.