Privacy Policy

Vetana (“we”, “us”, or “our”) provides payroll, attendance, and workforce management software for employers and their teams. This Privacy Policy explains what personal information we collect when you use the Vetana website, web app, and mobile applications (collectively, the “Service”), how we use it, and the choices available to you.

When your employer uses Vetana, they act as the data controller for employee information processed in their workspace. Vetana acts as a data processor on their behalf, except where we determine the purposes and means of processing (for example, account security, billing, and product analytics).

We collect information needed to create and manage user accounts within an employer’s Vetana workspace, including:

• check_circleName, employee ID, work email, and mobile number
• check_circleJob title, department, designation, branch or work location, and reporting structure
• check_circleProfile photo and HR documents uploaded by you or your employer (such as ID proofs or offer letters)
• check_circleLogin credentials, OTP or passcode authentication records, and session metadata
• check_circleRole and permission settings assigned by your employer (HR, manager, employee, and similar roles)

Vetana records attendance events to help employers track presence, hours worked, and compliance with shift policies. Depending on your organization’s configuration, this may include:

• check_circleClock-in and clock-out timestamps, break start/end times, and calculated worked hours
• check_circleShift assignments, roster data, late arrival, early leave, and absence markers
• check_circleManual attendance corrections, manager approvals, and employee correction requests
• check_circleOptional selfie or photo capture at punch time when enabled by your employer
• check_circleKiosk or shared-device punch records tied to your employee profile
• check_circleAI-generated attendance summaries and anomaly flags used for HR review

Vetana supports GPS-verified attendance and field tracking. Location data is collected only when you use features that require it and when your device grants permission.

• check_circleLatitude, longitude, and accuracy readings at the time of a punch or field check-in
• check_circleGeofence validation against branch or site boundaries configured by your employer
• check_circleLive map pins and field-tracking views for distributed teams when your organization enables them
• check_circleAlerts when a punch occurs outside an allowed geofence radius
• check_circleApproximate location derived from IP address for web-based access (where GPS is unavailable)

You can control location permissions through your device settings. If location access is denied, GPS-dependent features may not work, and your employer may apply alternative attendance rules.

When your employer uses Vetana payroll features, we process compensation-related data necessary to calculate pay and generate statutory records, including:

• check_circleSalary structure components (basic pay, HRA, allowances, and deductions)
• check_circleBank account details for salary disbursement when provided by your employer
• check_circlePayslips, payroll runs, bonuses, incentives, arrears, loans, advances, and reimbursements
• check_circleStatutory identifiers and calculations such as PF, ESI, TDS, and professional tax where applicable
• check_circleTimesheets, expense claims, and early-wage or on-demand pay requests

To secure the Service, prevent fraud, and improve reliability, we may collect technical information from devices used to access Vetana:

• check_circleDevice type, operating system, app version, and browser type
• check_circleIP address, network connection type, and general device identifiers
• check_circlePush notification tokens when you enable alerts
• check_circleCrash logs, performance diagnostics, and error reports
• check_circleBiometric unlock preferences stored locally on your device when you opt in to app-level biometric login

We use the information described above to:

• check_circleProvide attendance, leave, shift, payroll, and workforce management features requested by your employer
• check_circleAuthenticate users, enforce role-based access, and maintain audit trails
• check_circleValidate punches against geofences and generate attendance reports
• check_circleProcess payroll calculations, payslips, and compliance-related outputs
• check_circleSend transactional notifications (such as leave approvals or payroll alerts) when enabled
• check_circleImprove product performance, troubleshoot issues, and protect against misuse
• check_circleComply with applicable law and respond to lawful requests

We do not sell your personal information. We may share data in the following circumstances:

• check_circleWith your employer and authorized users in the same Vetana workspace (HR, managers, and colleagues as permitted by role)
• check_circleWith infrastructure and service providers that help us host, secure, email, or operate the Service, under contractual confidentiality obligations
• check_circleWhen required by law, regulation, court order, or government request
• check_circleTo protect the rights, safety, and security of Vetana, our customers, and users
• check_circleIn connection with a merger, acquisition, or sale of assets, with notice where required by law

We retain personal information for as long as your employer’s Vetana workspace is active and as needed to provide the Service, meet legal obligations, resolve disputes, and enforce agreements.

Retention periods may vary by data type and your employer’s policies. For example, attendance and payroll records may be kept for statutory or audit periods required under Indian labour and tax law.

When an employer closes a workspace or requests deletion, we delete or anonymize data within a reasonable period unless retention is required by law. Individual employees should contact their employer to exercise deletion or correction requests; employers may submit workspace-level requests to us at the contact details below.

We implement administrative, technical, and organizational measures designed to protect personal information, including:

• check_circleEncryption in transit (TLS) for data sent between your device and our servers
• check_circleAccess controls and role-based permissions within each employer workspace
• check_circleAuthentication safeguards such as OTP, passcodes, and optional biometric unlock on supported devices
• check_circleAudit logging for sensitive HR and payroll actions where enabled
• check_circleRegular monitoring, patching, and restricted access to production systems

No method of transmission or storage is completely secure. If you believe your account has been compromised, contact your employer’s HR team and notify us promptly.

Depending on applicable law and your relationship with your employer, you may have rights to access, correct, update, restrict, or delete certain personal information, or to object to specific processing.

Because Vetana processes much employee data on behalf of employers, we recommend directing requests to your employer first. We will assist employers in responding to valid requests where we act as their processor.

You may also withdraw device permissions (such as location or camera access) at any time through your device settings, though this may limit feature availability.

Vetana is a business workforce platform and is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a minor’s data has been submitted, contact us so we can take appropriate action.

We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy on this page and revise the effective date. Continued use of the Service after changes become effective constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or Vetana’s data practices, contact us at:

• check_circleEmail: hello@vetana.app
• check_circleWebsite: https://vetana.org