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.

On days you mark as out of office, the app also tries to record your location, but it is not checked against any branch and the day is still recorded if you refuse location access or no location can be found. Location is not collected when your attendance is marked by someone else, such as an administrator or branch head.

Location is also recorded when you choose to take one of these actions:

• Tagging a property or lead with its location— when you use “Capture Location”, or add a property directly from the field, your device’s position at that moment is saved as the property’s location. It is stored against the property, not as a record of where you were, but because it is taken from your device it does show where you were when you saved it.
• Checking in to a site visit — the coordinates are saved with the check-in. If location is unavailable or refused, the check-in goes ahead without it.

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 the actions listed above. The app only asks for location permission while it is open and in use; it never asks for “all the time” access. There is no location history beyond these individual 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 16. 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.

Your phone asks you before the HRR CRM app can use any of the following. Each one is requested only when you first use the feature that needs it, and you can refuse it or turn it off later in your phone’s settings. Refusing affects only that feature — the rest of the app keeps working, except that an office check-in cannot be completed without location (section 5).

The app does not access your contacts, call log, text messages, calendar, or other apps on your phone.

To keep the mobile app working and to fix problems, it uses Google Firebase, which collects:

• Usage information — which screens of the app you open and when, together with your device type, operating system and app version.
• Crash and error reports — when the app crashes or hits an error: what went wrong, the screen you were on, and your device type, operating system and app version.
• A notification token — an identifier for your phone that lets us send it notifications, stored with your account and the type of phone (Android or iPhone). It is deleted when you sign out.

Usage information and crash reports are linked to your account’s internal user ID, so a problem can be traced and fixed. They are used only to understand how the app is used and to fix faults — not to assess your performance, and not for advertising.

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 15 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, and its Firebase service provides app usage statistics, crash reports and notification delivery for the mobile app; 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.

Google Calendar invites. When a meeting’s owner turns on Google Calendar invites, the meeting is created on the owner’s own Google Calendar and Google emails the invites from the owner’s account. Google receives the meeting’s subject, time, location and meeting type, “Organised by” with the owner’s name, the owner’s note to invitees if one was written, the names and email addresses of the colleagues, the client and any other guests invited, and the Google Meet link if one was asked for. Each person invited sees the same meeting details in their invite, including the names and email addresses of the other invitees. Internal notes and the meeting’s description are never sent. For the invite the CRM keeps the Google event reference, the Meet link, the other guests’ addresses (see below), and hashes (one-way codes) of the client’s address and of the addresses last sent to Google — also kept, briefly, for a cancellation still to be sent. If a client’s details are erased, their address is removed from upcoming invites without a further email and is never invited again; copies of invites already sent stay with Google and with the people who received them. Only erased addresses are left out this way — there is no separate do-not-contact list for invites.

Other guests on an invite. The owner may also invite other people by email address. The CRM stores those addresses as typed (not as a one-way code) with the meeting, and never makes them CRM contacts. In the CRM only the owner, the owner’s manager, and admins and directors can see them; others see only how many there are. In Google, everyone invited can see them. If an address is erased, it is deleted from every meeting, past and future, and dropped from upcoming invites without a further email. Otherwise the addresses are deleted about 90 days after the meeting ends, or when the meeting changes owner. Copies of invites already sent stay with Google and with the people who received them, including on past events. The mobile app does not keep these addresses, or a meeting’s Google Calendar status, in its on-device cache; they are read again each time.

Changes and replies from Google Calendar. While a meeting owner has CRM invites in Google, Google notifies the CRM when the owner’s primary calendar changes, and the CRM then reads the changed events. Events the CRM did not create are discarded straight away and never stored. For the CRM’s own events it takes only the new time, location and title, and each invitee’s reply (accepted, declined, maybe or no reply) for the colleagues, the client and the other guests it invited. Replies are stored to show on the meeting and are deleted when the invite is re-sent or the meeting changes owner, when the person is removed from the meeting, when the client’s email address changes or is erased, when the meeting is deleted, and in any case about 90 days after the meeting ends.

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.