Privacy Policy

This Privacy Policy describes how Next Move Infotech Private Limited (“we”, “us”, or “our”) collects, uses, shares, and protects personal data when you use Next Move HRMS (the “Service”). We are an Indian private limited company with our registered office at Office No. 104, Centrum Plaza, Sector 53, Golf Course Road, Gurgaon 122002, Haryana, India.

We act as the data fiduciary under the Digital Personal Data Protection Act, 2023 (“DPDP Act”) for personal data we collect directly. When we process personal data on behalf of a client organisation (typically your employer), we act as a data processor and your employer is the data fiduciary. For users located in Thailand, we observe the relevant principles of the Thailand Personal Data Protection Act B.E. 2562 (2019) (“Thai PDPA”).

This policy applies to client administrators (HR and finance staff who log in to manage payroll, attendance, leave, and statutory compliance), employees of client companies using Employee Self-Service (ESS), and visitors to our marketing pages. The Service is intended exclusively for adults in a professional capacity; we do not knowingly target or collect personal data from individuals under 18.

Information you provide directly: account credentials (username, hashed password, email, mobile number); employment and identity information (name, date of birth, gender, address, PAN, Aadhaar number, passport details for expat employees, photograph); payroll and financial data (salary structure, bank account number, IFSC, UPI ID, tax declarations, PF/ESI numbers, TDS elections); attendance and leave data (clock-in/out times, biometric sync events, leave applications, supporting documents); documents you upload (ID proofs, certificates, signed letters); and free-text content (messages, requests, feedback).

Information collected automatically: session data (encrypted session cookies, login timestamps, IP address, browser or device type, application version), usage logs (pages visited, API requests, error reports, performance traces), and mobile device data (device model, operating system version, network connectivity status, push-notification tokens).

Information from third parties: attendance events from biometric devices integrated by your employer, and pre-populated employee records provided by your employer at the time of joining.

We use personal data to provide, operate, and maintain the Service; perform HR, payroll, attendance, leave, and statutory compliance functions on behalf of your employer (Indian Provident Fund, ESI, TDS, Professional Tax, Labour Welfare Fund; Thai Social Security and PIT for Thailand operations); authenticate you and prevent unauthorised access; send service-related communications (OTPs, password resets, payslip and leave notifications, reminders); diagnose and fix bugs; and comply with legal and regulatory obligations. Under the DPDP Act we rely on consent where required and on the legitimate uses set out in Section 7 of the Act.

We use the following sub-processors to operate the Service, each bound by data-protection commitments, each receiving only what is necessary for the function it provides: Supabase (database, file storage, authentication, edge functions; hosted in AWS Mumbai, India), Vercel (application hosting; our server code runs in Mumbai, India), PowerSync (offline synchronisation of the records your console works with; hosted in AWS Mumbai, India), Cloudflare (DNS, content delivery, denial-of-service protection), Resend (transactional email delivery), Twilio (OTP delivery and welcome SMS messages), Sentry (error monitoring and performance traces; no form contents or file uploads are transmitted), Anthropic (reading of documents you submit for extraction, such as invoices and challans), Amazon Web Services S3 (encrypted backups of the database and stored files; hosted in Hyderabad, India), Open-Meteo (the local weather on your dashboard; it receives a city or an approximate location, never your name), OpenStreetMap Nominatim and LocationIQ (looking up the address of a place: the position of a phone punch and the place names typed on a travel claim), Google Firebase App Distribution and Google Play (distribution of the Android app), and Apple TestFlight and the App Store (distribution of the iOS app). We do not sell personal data, share it with advertisers, or use it to train artificial intelligence models.

The Next Move HRMS Android and iOS apps request the following device permissions, each revocable at any time from your device's settings: camera (to scan documents and capture profile photos you choose to upload), location (only when you tap clock-in or clock-out, to record where the punch was made; if you have already allowed it, your dashboard may also show the local weather — the app never asks for location for the weather alone and never uses it in the background), internet access and network state (to communicate with our servers), push notifications (operational messages such as payslip availability and leave approvals), and vibration / haptics (tactile feedback). The mobile app does not access contacts, calendar, microphone, SMS messages, or photo library, and it does not run background tracking of any kind.

Your data is stored in India. Our database and file storage are in Mumbai (AWS ap-south-1). The offline synchronisation service that keeps your console working without a connection is in Mumbai. Encrypted backups of the database and of stored files are kept in Hyderabad (AWS ap-south-2), a second Indian city. Our application servers run in Mumbai.

When you use the Service from outside India — for example from Thailand — your personal data is transferred to India, in line with the DPDP Act and the Thai PDPA. The other service providers named in Section 5 receive only the limited information their own function needs (for example, an email address and the message, to deliver an email); your database, files and backups are not kept with any of them.

We retain personal data only for as long as needed for the purposes for which it was collected, or as required by law. Active employee records are retained while you are employed by the client and for the period your employer instructs us to keep records after you leave. Payroll, statutory returns, and tax records are retained for a minimum of eight (8) years in line with Section 44AA of the Income-tax Act, the Companies Act 2013, and ESI/EPF regulations. Logs and audit trails are retained for up to 12 months. Encrypted backups are retained for up to 90 days on a rolling basis. On valid request, and where no overriding legal obligation requires retention, we will delete or anonymise the data.

Subject to the DPDP Act (for users in India) and the Thai PDPA (for users in Thailand), you have the right to access a summary of personal data we hold about you, correct inaccurate or incomplete data and request erasure, withdraw consent at any time, nominate another person to exercise your rights in the event of your death or incapacity, lodge a grievance with our Grievance Officer (Section 12), and approach the relevant data protection authority — the Data Protection Board of India or the Personal Data Protection Committee for Thailand — if your grievance is not resolved to your satisfaction. To exercise any of these rights, email privacy@nextmove-group.com. We will respond within the timeframes required by law (currently 30 days under both the DPDP Act and the Thai PDPA). Where we process your data on behalf of your employer, certain requests (such as correction of your salary record) should be directed to your employer.

We use commercially reasonable technical and organisational measures to protect personal data, including encryption in transit (TLS 1.2 or higher) and at rest, row-level security in the database, encrypted backups, role-based access control, and audit logging. No system is perfectly secure; we will notify you and the relevant authorities of any personal data breach in line with our legal obligations.

The Service uses essential cookies and local storage to keep you signed in, remember your language and country preference, and store your session tokens. We do not use third-party advertising or behavioural-tracking cookies. The mobile app uses the platform-equivalent secure storage on your device for the same purposes.

In line with Section 10(4) of the DPDP Act and Rule 5(9) of the Indian IT Rules, 2011, we have appointed a Grievance Officer to handle user complaints regarding personal data: Syed Faizan, complaints@nextmove-group.com, Office No. 104, Centrum Plaza, Sector 53, Golf Course Road, Gurgaon 122002, Haryana, India. The Grievance Officer will acknowledge complaints within seven (7) working days and resolve them within thirty (30) days of receipt.

The Next Move Tax Helper is an optional Chrome extension that fills government tax forms from figures already held in your Next Move account, so nobody retypes them, and checks the status of your own TDS challans on the TDS Reconciliation Analysis and Correction Enabling System (TRACES). It is not required to use our services, and removing it changes nothing else.

Where it runs. It is active only on the pages it is built for: the Income Tax Department portal (eportal.incometax.gov.in and www.incometax.gov.in), the Income Tax Department's TRACES portal (traces.tdscpc.gov.in and www.tdscpc.gov.in), the ICAI UDIN portal (udin.icai.org), the Ministry of Road Transport and Highways' Parivahan checkpost pages (parivahan.gov.in, checkpost.parivahan.gov.in, services.parivahan.gov.in and the payment-gateway page on vahan.parivahan.gov.in), the Municipal Corporation of Delhi's toll-tag site (ecctagsdmc.com), and our own application (app.nextmove-group.com and software.nextmove-group.com). It does nothing on any other site, and reads nothing from any other site.

What it handles. The details of the filing you asked it to prepare — challan amounts, TAN, PAN, assessment year and the like — and your government-portal user id and password, which are retrieved from our encrypted vault to fill the sign-in form. You type the CAPTCHA and press sign in yourself; the extension never submits a login. It sends back to your Next Move account only the results of the task: the challan number and BSR code, the challan PDF, the CSI file, the filing acknowledgement and the UDIN. It sends nothing else from the portal to us or to anyone.

On TRACES. When you ask it to check a challan, it fills your TRACES user id and password from your company profile — you type the verification code and press sign in yourself — and then only reads: for the challans of your own company and the deposit dates you chose, whether each challan is claimed or unclaimed, the balance still available on it, and which statements have used it. It sends exactly those figures back to your Next Move account, to be shown beside your own records. It does not raise any request, correction or statement on TRACES, and it changes nothing there.

Checking a PAN. When you ask it to check an employee's PAN, it opens the Income Tax Department's public “Verify PAN Status” page and fills that employee's PAN, full name and date of birth from their record, and your own mobile number for the portal's one-time password — which you type yourself. It then reads the portal's answer (whether the PAN is active and whether the details match) and records that answer, and nothing else, beside the employee's record in your Next Move account. It saves the answer only when the portal checked exactly the details it was given.

Paying a vehicle's border tax. When you ask it to pay a commercial vehicle's checkpost (border) tax, it opens Parivahan's Checkpost Tax page and the state's checkpost form, and fills the choices you made in our Pay State Tax popup — the state, the service, the vehicle number, the permit type, the entry district and check post (or the distance travelled) and the tax dates. You type every CAPTCHA yourself. Only when the portal's own summary matches what you asked for, it confirms the details on the portal's declaration; once you have pressed Pay Online, it answers the portal's “Are you sure?” and, on Parivahan's payment-gateway page (vahan.parivahan.gov.in), chooses the gateway and accepts its terms for you; the bank's own page, where you choose how to pay and pay, is always yours. When the portal then shows its Checkpost Tax e-Receipt for that payment, it copies that receipt — its figures (receipt number, vehicle, check post, tax period, amount, payment time, bank reference) and the receipt page itself — and sends it to your Next Move account, where it is kept as a PDF under the car. Beyond that receipt and its own progress messages it sends nothing from those pages back to us.

Topping up a vehicle's Delhi toll tag. When you ask it to top up a commercial vehicle's toll tag, it opens the Municipal Corporation of Delhi's toll-tag site (ecctagsdmc.com) and types the mobile number you entered in our Pay SDMC popup. You type the image text and the one-time password and press both sign-in buttons yourself. It then finds that vehicle on the site's My Vehicles page, opens its top-up, types the amount you chose and — only when the site's own confirmation page shows that vehicle and that amount — moves on to the bank's page, where you choose how to pay and pay. From My Vehicles it reads each vehicle's number, its tag balance and whether the tag is active, and sends those to your Next Move account, where the balance is shown beside the car. Beyond that and its own progress messages it sends nothing from that site back to us. The mobile number is remembered only in your own browser.

What it never does. It never handles or stores a bank password, never authorises or makes a payment, never signs with a digital signature and never e-verifies a return. It stops at the bank login and at the signature, every time — those steps are yours.

What it stores. Only what the task in progress needs, held in your own browser's session storage and discarded when the browser session ends. Portal credentials are held only in that session memory while a task is in progress — so the sign-in form can be filled again if the portal times out part-way through — and are cleared the moment the task ends, however it ends, and in any case within two hours of the task starting or as soon as the portal tab leaves the portal. It uses no advertising or analytics trackers, and sells nothing to anyone.

The Next Move DSC Signer is a separate optional Chrome extension that lets you sign your own invoices and letters with the Digital Signature Certificate on your USB token, without leaving Next Move. It is not required to use our services, and removing it changes nothing else. It is a different extension from the Next Move Tax Helper described above, and neither needs the other.

Where it runs. Only on our own application (app.nextmove-group.com and software.nextmove-group.com). It does nothing on any other website, and it never visits a government portal.

Why it needs a helper program. A web browser cannot talk to a USB token, so signing needs a small companion program on your computer — the Next Move DSC Signer helper, which you install once. The extension's only job is to pass a request to that program and bring the answer back. Chrome starts the program for the few seconds a signature takes and it closes itself afterwards; it runs no background service and opens no network port.

What it can ask your token to do — and nothing else. It can read the list of signing certificates available on your computer, and it can ask your token to sign a 32-byte fingerprint of the one invoice or letter you pressed Sign on. It cannot hand your token a document, a file, or anything else to sign. The extension checks the size of that fingerprint before passing it on, so a web page cannot use it to have something else signed.

Your PIN. Your token's own driver asks for your PIN, in its own window, on your desktop. The PIN is never typed into a Next Move page, never passes through the extension or the helper program, and is never sent to us or to anyone else. If a Next Move page ever asks you to type your DSC PIN into it, that is not us — stop and tell us.

What reaches our servers. The invoice or letter being signed, your signing certificate and the signature your token produced — the same certificate that is embedded in the signed document and sent to whoever receives it, and which is public by design. Your private key never leaves the token; it cannot, by the design of the token itself.

What it stores. Nothing. It keeps no data between signatures, has no storage permission, and uses no advertising or analytics trackers.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will revise the effective date at the top of this page and, where appropriate, notify you through the Service or by email.

For any privacy-related question, write to Next Move Infotech Private Limited, Office No. 104, Centrum Plaza, Sector 53, Golf Course Road, Gurgaon 122002, Haryana, India, email privacy@nextmove-group.com.