Privacy Policy

1. Introduction

KivoDesk ("we", "our", or "us") is committed to protecting your personal information. This Privacy Policy explains what data we collect, how we use it, and your rights regarding that data when you use KivoDesk at kivodesk.com and its associated services.

2. Information We Collect

• Account information: name, email address, and password (stored as a bcrypt hash).
• Business information: company name, GST/tax number, logo, address, and bank details that you enter for use on invoices and documents.
• Member data: names, member codes, salary structures, attendance records, and leave details that you add for payroll purposes.
• Financial records: invoices, quotations, expenses, and payroll runs created within the platform.
• Usage data: pages visited, actions taken, and error logs — collected to improve the product.
• Device data: IP address, browser type, and operating system for security and fraud prevention.

3. How We Use Your Data

• Provide, operate, and improve the KivoDesk platform.
• Generate invoices, salary slips, and other documents on your behalf.
• Calculate statutory deductions (EPF, ESI, TDS, Professional Tax, etc.) for payroll.
• Send transactional emails (password resets, invoice delivery).
• Detect and prevent fraud, abuse, or unauthorised access.
• Comply with applicable laws and regulations.

4. Data Sharing

We do not sell or rent your personal data to third parties. We may share data only with:

• Service providers: cloud hosting (database, email) that process data on our behalf under confidentiality agreements.
• Payment processors: Razorpay for subscription payments — they handle card data directly and we never store payment credentials.
• Legal requirements: when required by law, court order, or government authority.

5. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will remove your personal data within 30 days, except where retention is required by law (e.g., financial records may need to be kept for statutory periods).

6. Security

We use industry-standard security practices including TLS encryption in transit, bcrypt password hashing, JWT-based authentication with expiry, and rate limiting on sensitive endpoints. No method of transmission over the internet is 100% secure, but we take every reasonable measure to protect your data.

7. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data via your account settings.
• Delete your account and associated personal data.
• Export your business data (invoices, payroll records) as PDF or CSV.
• Object to processing of your data in certain circumstances.

To exercise any of these rights, contact us at hello@kivodesk.com.

8. Cookies

KivoDesk uses only essential cookies required to maintain your authenticated session. We do not use tracking or advertising cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or via a notice in the dashboard. Continued use of KivoDesk after changes constitutes acceptance of the updated policy.

10. Contact

For privacy-related questions or requests, contact us at: hello@kivodesk.com