Privacy Policy

Vayasya Setu is workforce operations and labour compliance software published by Vayasya Seva. This policy covers the Setu web application and the data it processes. It is written for two different readers, and section 2 explains which one you are, because your rights differ.

If you hold an account, whether you signed up yourself or an organisation invited you, we are the data fiduciary for your account data: your name, email address, the organisations you belong to, your role in each, and your sign-in activity. You deal with us directly about it.

If you are a worker whose records an employer keeps here, the employer is the data fiduciary and we are its processor. We hold your records because that organisation instructed us to, we act on its instructions, and we do not decide what is collected or why. Requests about your records go to your employer first; we support them in answering you, and we will tell you who the employer is if you ask us and we can identify the record.

We do not sell personal data, and we do not use employee records to train models or to build any profile beyond what the employing organisation asked the software to compute.

For account holders:

• Name and email address, and whether that address has been verified.
• A password, stored only as a hash. We never hold the password itself.
• Organisation memberships and the role held in each.
• Session records, so you can stay signed in and sign out everywhere.

For workers, on the employing organisation’s instruction:

• Identity and employment details: name, the employment period, position, and the worksite a person is posted to.
• Statutory identifiers the employer is obliged to record and file, such as a Universal Account Number (UAN) and an ESIC insurance number.
• Bank account particulars, held so wages can be paid and used for nothing else.
• Attendance, including corrections and the reason recorded for each.
• Wages, deductions, statutory contributions, arrears, payslips and the returns generated from them.
• Where an employment ends, the exit date and the reason recorded, because a statutory return has to state one.

We do not collect Aadhaar numbers, biometric data, or government-issued identity documents, and there is no identity-verification (KYC) feature in this product.

To run the service an organisation has asked for: calculating payroll, recording attendance, producing statutory returns and payment files, issuing payslips and letters, and keeping the records that labour law requires an employer to keep. Statutory filings under schemes such as EPF, ESI, professional tax and labour welfare fund are a legal obligation of the employer, and the data needed to make them accurate is held for that reason.

We also process account data to authenticate you, to keep the service secure and working, and to send transactional email: address verification, password reset, and invitations to join an organisation.

We measure how the service is used, to find what is confusing or broken. Every visit is counted without cookies and without a persistent identifier: the page, the kind of device and browser, the country and region from the network address, and which features were used. Addresses in the app that name a record are reduced to the screen before they are sent, so no record’s identifier leaves your browser, and nothing you type into a form or a search is recorded.

When you sign in we ask whether your use of the service may be linked to your name and email. Only if you say yes is it recorded under your account, with your organisation and role, so we can see where you ran into trouble and follow up. Saying no changes nothing else about the service. You can change your answer at any time under Settings, Usage analytics. Worker records, pay figures and document contents are never sent to analytics either way.

• Other members of your organisation, according to the role each holds. Roles limit what a member may change; they are not a confidentiality barrier between colleagues in the same organisation.
• A principal employer and its contractor, where an engagement exists between them. Contract labour makes both parties accountable for the same workers, so a contract deliberately makes a defined set of records visible to both organisations. Accepting an engagement is what creates that visibility.
• Statutory authorities, in the filings and payment files the employer generates and submits. We produce those files; the employer submits them.
• Our sub-processors, listed in section 6, who process data only to provide infrastructure to us.

We use a small number of providers to run the service. They act on our instructions and may not use the data for their own purposes.

• A managed PostgreSQL database, which holds the application records described above.
• An object storage provider, which holds generated documents and uploaded organisation logos.
• A transactional email provider, which delivers verification, password-reset and invitation messages. Those messages carry single-use links, which we never log.
• Umami, a web analytics system we run on our own infrastructure, which records the usage described in section 4. It does not use cookies and shares nothing with advertisers.

This list changes when our infrastructure changes, and this page changes with it.

Account data is kept while the account exists. Worker records are kept while the employing organisation keeps them, and employment and payroll records generally have to be retained for a period fixed by labour and tax law rather than by preference. An employer cannot delete a payroll record simply because it would prefer to.

Where a record is no longer required either by the organisation or by law, it is deleted. Deleting an organisation deletes the records it owns.

Traffic to the service is encrypted in transit. Passwords are stored only as hashes. Access to an organisation’s records is checked on every request against the membership and role held at that moment, rather than against anything the browser claims. Sensitive documents (payslips, bank payment files, statutory return artifacts) are served only to a caller whose permission is checked at the moment of the request.

No system is perfectly secure. If a breach affects your data we will act on our obligations to notify, and we would rather tell you early than tidily.

Under India’s Digital Personal Data Protection Act, 2023 you have rights over your personal data, including to obtain a summary of what is held, to have inaccurate data corrected, to have data erased where it is no longer needed and no law requires it to be kept, and to complain.

If you hold an account, contact us and we will act on it. If you are a worker whose records an employer keeps here, the employer decides, so ask them first. We will help them respond, and we will not obstruct a request they accept.

This service is for employers and the people who operate their workforce records. It is not intended for use by children, and accounts are not offered to them.

When this policy changes we will update the effective date above. If a change materially affects how personal data is handled, account holders will be told rather than left to notice.

Write to us at privacy@vayasyaseva.com. If you are asking about a worker’s records, tell us which organisation holds them so we can route your request to the right fiduciary.