Privacy Notice

HRR CRM is the system you use to do your job. In the course of that, it collects a considerable amount of information about you — including where you are when you check in, recordings of your calls, and a score for your work. You are entitled to know exactly what is collected, why, who sees it, and what you can do about it.

This notice is written to be read by you, not by a regulator. Where something may surprise you, it is called out rather than buried.

Hanu Reddy Realty India Private Limited is the Data Fiduciary for this information — it decides what is collected and why, and carries the legal responsibility for handling it properly.

Registered office: 13, Bishop Wallers Avenue East, Mylapore, Chennai 600 004, Tamil Nadu, India · CIN U70101TN1995PTC030527

Covered: personal data about you, as a member of HRR staff using this system, on both web and mobile.

Not covered: client personal data that you handle — your obligations there are in the Acceptable Use Policy, and clients receive their own separate notice. Other HRR systems such as email, payroll or HR are also outside this notice, as are your personal devices beyond the app itself.

Your name, work email address, phone number, employee ID, designation, branch, joining date, role, and who you report to. This is what identifies you in the system and determines what you can see. If your account is deactivated, the date and reason are kept.

If your realtor profile is published, the following appears on hanureddyrealty.com, visible to anyone on the internet: your name, photograph, professional title, biography, public email and phone number, landline, languages, the areas and property types you deal in, hobbies, years of experience, and any social media handles you add.

You write and control this content, and it is published only when your profile is marked as published. If you do not want something public, do not put it here.

Unpublishing removes it from the HRR website. It cannot remove copies already made elsewhere, such as search-engine caches or archive sites. Please bear that in mind before adding personal contact details.

This is the most sensitive thing we collect. Please read this section.

When you mark your own attendance, the app records the GPS coordinates of your device at that moment. The same happens when you check in at an HRR event.

Your check-in coordinates are compared against the location of the branch you are checking in at. If you are more than 300 metres away, the check-in is refused. That check runs on our servers, not in the app, so it cannot be bypassed by modifying the app.

Location is not collected on days marked as out of office, or when your attendance is marked by someone else such as an administrator or branch head.

What we do not do: we do not track your location continuously, in the background, when the app is closed, or at any time other than a check-in. There is no location history beyond your check-in points.

The date, day type (full day, half day, out of office), check-in time, how it was marked, which branch you checked in at, your home branch, and any reason or note you enter — including the reason for an out-of-office day.

Calls made and received through the company telephone system are logged: the numbers involved, the date and time, the duration, and an audio recording of the call, along with which client, property or transaction it relates to.

This applies only to the company telephone system. Calls on your personal phone, outside that system, are not recorded by HRR CRM.

The system calculates an activity score and a rating band for you from your recorded work, with a breakdown showing which activities contributed. It is recalculated automatically each night, a monthly snapshot is kept as a historical record, and a manager may apply manual adjustments.

The score is calculated automatically, without a person reviewing each calculation. It is used for performance discussion, review and recognition. It is not the sole basis for any decision about your employment, pay or continued engagement — decisions of that kind involve human judgement.

You can see your own score and its breakdown. If you believe it is wrong, or that it does not reflect the work you actually did, raise it with your manager or use the contact in section 14. A score is a starting point for a conversation, not a verdict.

Every change you make to any record is logged — which record, which fields changed, your name, and the exact time. This log cannot be edited or deleted by anyone, including administrators.

It is not a surveillance mechanism aimed at you. It exists so that any record’s history can be reconstructed in a dispute, and so an error can be traced and corrected rather than argued about.

For clarity: this system does not hold your bank details, salary, government identifiers, date of birth, gender, home address, health information, or biometrics. Some of these may exist in HR or payroll systems, which this notice does not cover.

Attendance and location verify presence and support correct pay. Activity scores support performance review. Call recordings support quality and training, and resolve disputes about what was said. Your published profile markets HRR and its realtors. The audit trail supports security, accountability and dispute resolution.

Under the Digital Personal Data Protection Act, 2023, processing personal data for employment purposes — and to protect the employer from loss or liability — is a recognised legitimate use. It does not require your separate consent, and everything described here is processed on that basis, including location capture, call recording and activity scoring.

This means we are not asking you to consent to something you could not meaningfully refuse. It would be misleading to present it that way. You keep all the rights in section 13 regardless.

We do not use your data for any purpose unrelated to your employment, and we do not sell it.

Access is enforced at the database level, not merely hidden in the interface. You can see your own records. Your supervisor, branch head and Vice President can see your attendance, performance and work records. Administrators and directors can see all records. Colleagues see your name, role and branch. The public sees only your published profile.

How long

The GPS coordinate has done its job once your check-in is validated, which is why it is deleted well before the attendance record itself.

When you leave, your account is deactivated, not deleted, so historical records stay correctly attributed. Your name continues to appear against work you did, and you may appear to colleagues as “Former” rather than by name.

Where it lives

Your data is stored in India. The database and all stored files are hosted in Supabase’s South Asia (Mumbai) region, and the web application runs on Vercel infrastructure in Mumbai.

Some supporting services operate globally, so data reaching them may be processed outside India: Google handles sign-in and Maps; Knowlarity provides telephony and call recordings; Zoho holds historical records during migration. Supabase and Vercel are US-incorporated, so their staff may access systems from outside India for support under contract. We do not transfer your data to any country the Government of India has restricted.

We do not sell your data, and we do not share it for anyone else’s marketing.

You may access the personal data we hold about you, ask us to correct anything inaccurate or incomplete, ask us to erase data we no longer need, raise a grievance about how it has been handled, and nominate another person to exercise these rights on your behalf if you die or become unable to act. To make a nomination, write to the Grievance Officer with your nominee’s name, contact details and relationship to you.

Exercising any of these costs nothing and will not disadvantage you. Much of your profile you can correct yourself.

Two honest limits on erasure. We cannot delete data we are legally required to keep — transaction records, commission history, and the audit trail. In practice we redact rather than delete: identifying information is replaced and the surrounding record preserved.

The audit trail is not erased. The record of changes made in the system retains the historical values of what was changed, including personal details as they were at the time. It is kept as a legal and accounting record and is not altered in response to an erasure request — an audit trail that could be rewritten on request would not serve its purpose. It is retained for 8 years and then purged in full.

Free-text fields are not covered by automated redaction. Information typed into meeting notes, descriptions or comments is not reached by our automated process; removing it requires a manual search and we cannot guarantee completeness. Please put personal detail in the proper field rather than in prose wherever you can.

Grievance Officer: Chirla Ram Reddy

Email: admin@hanureddyrealty.com · Phone: +91 99627 55823

We will acknowledge your request within 7 days and respond substantively within 30 days. If a request is complex and we need longer, we will tell you before the 30 days are up, explain why, and give you a date.

If you are not satisfied with our response, you may complain to the Data Protection Board of India. You are expected to raise the matter with us first, but you are not required to accept our answer. You may also use HRR’s normal HR channels — this notice does not replace them.

Permissions are enforced on every database query rather than in the interface, data is encrypted in transit and at rest, authentication runs through your HRR Google account, sensitive operations are validated server-side so client software cannot override them, the audit trail is immutable, and administrative access is limited to named administrators and directors.

No system is perfectly secure. If a breach affects your personal data, we will notify the Data Protection Board of India and you, as the Act requires — telling you what happened, what data was involved, what we are doing, and what you should do. We would rather tell you about something that turns out to be minor than stay quiet about something that turns out not to be.

If we change what we collect or why, we will update this notice and tell you — we will not rely on you noticing. Material changes affecting location, recording or monitoring will be communicated directly, not by a silent edit. The version and date at the top always reflect the current notice.

If anything here is unclear, ask. A privacy notice you cannot understand has not done its job. Contact the Grievance Officer above, or your branch head.