Privacy Policy

Last Updated: September 2026

Welcome to HR Khata.

HR Khata respects your privacy and takes the protection of personal and business information seriously. This Privacy Policy explains how we collect, use, store, protect, and share information when you visit the HR Khata website, create an account, use our web platform, or use our mobile applications.

HR Khata is a cloud based Human Resource Management and Payroll Software designed for businesses and organizations in Nepal.

By using HR Khata, you acknowledge that you have read and understood this Privacy Policy.

1. About HR Khata

HR Khata helps organizations manage employee information, attendance, leave, payroll, tax, reports, and other HR related activities.

Because HR Khata is mainly a business service, most employee information is entered and managed by the organization that uses HR Khata. In these situations, the organization is responsible for deciding what employee information it collects and how that information is used. HR Khata processes the information to provide the services requested by the organization.

HR Khata may also collect and manage certain information directly, such as information provided when an organization contacts us, creates an account, makes a payment, requests support, or uses our website.

2. Who This Privacy Policy Applies To

This Privacy Policy applies to:

• Visitors to the HR Khata website

• Businesses and organizations using HR Khata

• Company administrators and authorized users

• Employees and staff members whose information is managed through HR Khata

• Users of HR Khata mobile applications

• People who contact HR Khata for sales, support, demonstrations, or other services

3. Information We Collect

The information we collect depends on how you use HR Khata.

3.1 Business Information

When a business creates or manages an HR Khata account, we may collect:

• Company or organization name
• Business registration information
• PAN or VAT information
• Registered or business address
• Contact details
• Administrator information
• Billing and subscription information
• Information provided during support or service requests

3.2 Employee Information

Organizations may enter employee information into HR Khata, including:

• Full name
• Employee ID or employee code
• Date of birth
• Citizenship or passport information
• PAN number
• Address and contact details
• Personal or work email address
• Emergency contact information
• Job title, department, branch, and designation
• Joining date and employment information
• Attendance records
• Leave and holiday records
• Shift and working hours
• Salary and payroll information
• Tax information
• Provident Fund information
• Social Security Fund information
• Citizen Investment Trust information
• Bank account information used for salary payments
• Performance or other employment related records
• Documents uploaded by the organization

The organization using HR Khata is responsible for ensuring that the information it enters into the system is collected and used lawfully.

3.3 Account and Login Information

When you use HR Khata, we may collect:

• Username
• Password information required to authenticate your account
• Login date and time
• IP address
• Device information
• Browser information
• Operating system information
• Security and system activity logs

3.4 Support and Communication Information

If you contact HR Khata, we may collect:

• Name
• Email address
• Phone number
• Company details
• Support requests
• Messages and other correspondence

This information helps us respond to questions, troubleshoot problems, and provide customer support.

4. Mobile App Permissions

The HR Khata mobile application may request access to certain device features when those features are needed for the service.

Depending on the features enabled by your organization, the application may request access to:

Camera

The camera may be used for attendance verification, profile photos, document capture, or other features provided by the application.

Location

If your organization uses GPS based attendance or field attendance, HR Khata may request access to your device location.

Location information is used to support attendance or field work features when enabled by your organization. HR Khata does not use location information for purposes unrelated to the enabled feature.

You can disable location permission through your device settings. If you do so, features that require location verification may not work.

Notifications

Notifications may be used to provide attendance reminders, leave updates, approval notifications, announcements, payslip notifications, and other service related messages.

Device Storage

The application may request access to storage when you choose to download or save payslips, documents, reports, or other files.

You can manage application permissions through your device settings.

5. Attendance and Biometric Information

HR Khata supports attendance management, including attendance through mobile devices and biometric attendance systems where supported by the organization.

When biometric attendance is used, biometric information may be processed by the attendance device or system configured by the organization.

Where HR Khata receives biometric related information from an attendance device, the information may include an employee identifier, attendance date, attendance time, device information, or attendance event.

The organization using HR Khata is responsible for obtaining any required employee permission or establishing an appropriate legal basis before collecting biometric information.

HR Khata does not use employee biometric information for advertising or unrelated purposes.

6. How We Use Information

We use information to provide and operate HR Khata and its related services.

This may include:

• Managing employee records
• Managing attendance, shifts, and working hours
• Managing leave and holidays
• Calculating payroll and generating payslips
• Supporting tax, PF, SSF, CIT, and other payroll related calculations
• Preparing reports and analytics
• Providing employee self service features
• Processing subscriptions and payments
• Providing customer and technical support
• Sending important service notifications
• Maintaining account and platform security
• Detecting and preventing unauthorized access, fraud, or misuse
• Improving the performance and reliability of HR Khata
• Understanding how our website and platform are used
• Meeting legal, tax, accounting, and regulatory requirements
• Enforcing our Terms and Conditions

We do not sell customer or employee personal information.

7. HR Khata and Employer Responsibilities

For employee information entered into HR Khata by a company or organization, the organization generally decides what information is collected, why it is collected, and how it is used.

HR Khata processes this information to provide the services requested by the organization.

For example, an employer may use HR Khata to manage employee attendance, calculate salary, prepare payslips, or maintain statutory payroll records.

Employees who have questions about information maintained by their employer should normally contact their HR department or authorized administrator first.

HR Khata may assist the organization with requests relating to employee information where appropriate.

8. Legal and Regulatory Requirements

HR Khata is designed to support businesses operating in Nepal and may process information to help customers meet applicable legal and regulatory requirements.

These may include requirements relating to:

• Income tax
• Payroll records
• Provident Fund
• Social Security Fund
• Citizen Investment Trust
• Labour and employment records
• Accounting and business records

HR Khata provides software tools and calculations to help organizations manage these processes. HR Khata is not a government organization and is not affiliated with or endorsed by the Government of Nepal, Inland Revenue Department, Social Security Fund, Citizen Investment Trust, Karmachari Sanchaya Kosh, or any other government or statutory organization.

Organizations remain responsible for reviewing and submitting their legal and statutory information correctly.

9. Sharing of Information

We do not sell, rent, or trade personal information.

Information may be shared only when necessary to operate HR Khata, provide requested services, or meet legal requirements.

Service Providers

We may use trusted third party service providers for services such as:

• Cloud hosting
• Data storage
• Payment processing
• Email and SMS delivery
• Technical services
• Security services
• System monitoring and analytics

These providers receive only the information needed to provide their services.

Government and Legal Requests

We may disclose information when required by applicable law or when we receive a valid request from a government authority, court, regulator, or law enforcement agency.

Where legally permitted, we will try to limit disclosure to the information that is reasonably required for the request.

Business Transactions

If HR Khata or its business is involved in a merger, acquisition, restructuring, sale, or transfer of assets, relevant information may be transferred as part of that transaction. Any such transfer will remain subject to appropriate privacy and security protections.

10. Statutory and Payment Information

If an organization chooses to use HR Khata to prepare information for salary payments or statutory reporting, relevant employee information may be provided to the organization, its authorized service providers, banks, or applicable government and statutory bodies.

For example, payroll information may be used by an organization when preparing information related to income tax, SSF, CIT, Provident Fund, or salary payments.

HR Khata processes such information to provide the requested functionality. The organization remains responsible for reviewing and authorizing any statutory filing or payment.

11. Data Storage and International Processing

HR Khata uses cloud infrastructure and service providers to operate its platform.

Depending on the infrastructure and service providers used at the time, information may be stored or processed in Nepal or other countries where our service providers operate.

We take reasonable steps to ensure that personal information is protected when it is stored or processed through third party infrastructure.

We may update our infrastructure or service providers when required to improve security, performance, reliability, or availability.

12. Data Security

We take reasonable technical and organizational measures to protect information from unauthorized access, loss, misuse, alteration, or disclosure.

Our security measures may include:

• Encryption of information during transmission
• Encryption of stored information where supported by our infrastructure
• Secure authentication and access controls
• Role based access to employee and company information
• System monitoring and security logging
• Regular backups
• Backup and disaster recovery procedures
• Security updates and system maintenance

Access to employee information is limited according to the permissions and roles configured by the organization.

Although we take reasonable steps to protect information, no online system can guarantee complete security.

13. Data Retention

We retain information only for as long as it is needed to provide our services, meet contractual requirements, comply with legal obligations, resolve disputes, maintain security records, or protect our legitimate business interests.

For company and employee information stored in an HR Khata account, the organization controls the data during the active subscription.

When an organization terminates its HR Khata account, the organization may request an export of its information.

Unless a longer period is required by law or agreed with the customer, customer data will normally remain available for a limited period after account termination to allow the organization to complete its data export or account closure process.

For HR Khata accounts, our standard account closure period is 30 days. After this period, customer data may be permanently deleted from active systems.

Encrypted backups may continue to exist for a limited period until they are replaced through the normal backup cycle.

Certain information may be retained for a longer period where required for tax, accounting, legal, security, dispute resolution, or other lawful purposes.

14. Account Deletion

HR Khata is a business HR and payroll platform, employee records are normally managed by the organization that created the account.

Employees cannot always delete employment records directly from the system because these records may be required by their employer for payroll, attendance, accounting, or legal purposes.

Employees who want to correct or remove information should first contact their employer or HR administrator.

Company administrators can contact HR Khata to request account closure or deletion of company data.

Account deletion requests can be sent to:

Email: support@hrkhata.com

We may verify the identity and authority of the person making the request before processing an account deletion request.

15. Your Privacy Rights

Depending on applicable law, you may have rights regarding your personal information.

These may include:

• Asking what personal information is held about you
• Requesting correction of incorrect information
• Requesting deletion where legally permitted
• Requesting a copy or export of information where technically possible
• Objecting to or restricting certain processing activities where applicable
• Withdrawing consent where processing is based on consent

For employee information managed by an employer, the request may need to be handled by the employer because the employer controls the employee record.

You may contact HR Khata if you believe your privacy rights have not been properly addressed.

16. Cookies and Analytics

HR Khata may use cookies and similar technologies on its website and platform.

Cookies may be used to:

• Keep users logged in
• Maintain secure sessions
• Remember preferences
• Improve website and platform performance
• Understand how visitors use our website
• Improve user experience

You can control or disable cookies through your browser settings. Some parts of the website or platform may not work properly if certain cookies are disabled.

17. Marketing Communications

We may contact businesses or users about HR Khata services, product updates, offers, events, or other information that may be relevant to them.

Where required, marketing communications will be sent based on applicable consent or communication requirements.

You may ask us to stop receiving marketing communications at any time.

Important service messages, security notifications, billing notices, and other communications necessary to operate an account may still be sent.

18. Third Party Websites and Services

The HR Khata website, platform, or mobile applications may contain links or integrations to third party websites and services.

Those services may have their own privacy policies and terms.

HR Khata is not responsible for the privacy practices of third party websites or services that we do not control.

We recommend reviewing the privacy policy of any third party service before providing personal information.

19. Children and Minors

HR Khata is designed for businesses and employment related use and is not intended for children.

We do not knowingly collect personal information directly from children through our public website.

If an organization legally employs a person under the age of 18 and stores their employment information in HR Khata, the organization is responsible for complying with applicable laws and obtaining any permissions or approvals required by law.

20. Data Breach and Security Incidents

We take reasonable steps to prevent unauthorized access and protect information stored in HR Khata.

If we become aware of a security incident that may significantly affect customer or employee information, we will investigate the incident and take reasonable steps to contain and address it.

Where appropriate and legally required, we will notify the affected organization or users about the incident and provide information about the steps taken to address it.

21. Privacy and Nepalese Law

HR Khata operates in Nepal and aims to handle personal information in accordance with applicable laws of Nepal, including the Individual Privacy Act 2075 (2018), Electronic Transactions Act 2063 (2008), and other applicable laws and regulations.

Where applicable, HR Khata may also follow privacy and data protection requirements of other jurisdictions when providing services to customers who are subject to those requirements.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Changes may be made when we introduce new features, change our services, update our technology, or when applicable legal requirements change.

When we make changes, we will update the “Last Updated” date at the top of this page.

For significant changes, we may also provide notice through the HR Khata platform, website, or registered contact information where appropriate.

23. Contact Us

If you have questions about this Privacy Policy, want to raise a privacy concern, or want to request account or data related assistance, please contact us.

HR Khata

Email: support@hrkhata.com

Website: hrkhata.com

Address: Thirbum Marg, Gyaneshwor, Kathmandu, Nepal

For employee information maintained by an employer, employees should normally contact their organization’s HR or authorized administrator first.

We will review privacy requests and respond within a reasonable period based on the nature of the request and applicable legal requirements.