Data Retention Policy

Runtime HRMS, being a cloud-based application, stores your data on cloud servers. The data is stored and retained as long as you use our services.

Once you stop using the services, we are required to follow certain legal norms which need us to delete your data after some time.

Below you will find more information on the time limits till which we retain and delete your data.

Free Subscriptions

Free subscription are automatically renewed as long as you continue to use them.

Here's how your data is retained in Free subscriptions:

• If you do not access your free subscription for more than 45 days, your subscription enters into a grace period.
• The grace period is 90 days. All your data is retained by us during this grace period.
• If you login and access your subscription at anytime during the 90-day grace period, your subscription will automatically renew and grace period will end.
• Failing to login for 90-days will mark your subscription for deletion.
• Once your subscription is marked for deletion, we'll wait for 14 more days before we go ahead and delete your subscription along-with all associated data.
• To stop deletion, you need to send us an email at connect@runtime.one

Paid Subscriptions

Paid subscriptions are renewed when you make a renewal payment. Renewal can be made for 1-month, 3-months, 6-months, 12-months, 24-months and 36-months. Learn more about long-term renewal discounts.

Here's how your data is retained in Paid subscriptions:

• We retain your data as long as your subscription has a validity date in future.
• We start sending renewal reminders over Email, SMS and/or WhatsApp 7-days before your subscription validity ends.
• Once your subscription validity is passed and you fail to renew it, your subscription enters into a grace period of 90-days.
• Your data is retained by us during this 90-day grace period. However, some application functions may not be available to you.
• We will keep sending you periodic reminders during the 90-day grace period.
• Failing to renew after 90-days will mark your subscription for deletion.
• Once your subscription is marked for deletion, we'll wait for 15 more days before we go ahead and delete your subscription along-with all associated data.
• To stop deletion, you can simply renew your subscription for a duration that brings your validity date in future.

Consider an example

Let's say your subscription expired on April 30. You didn't renew till Jun 15, and your subscription entered into grace period. If you renew your account on Jun 15 for 1 month, your subscription will renew only till May 31st (1 month from April 30). This will not bring your account out of grace period. Therefore, you need to renew for at least 3-months to bring your validity date into future.

Data Deletion & Restore

This clause is applicable when you knowingly or unknowingly delete some data from the software and wish to restore the same.

Once a data is deleted, it cannot be restored directly from the software.

Data restore is possible depending on the type of data deleted as follows:

• Time Punches and Employee Records - Data can be restored within 7 days of deletion
• Documents - Cannot be restored once deleted

Here is the process to request for data restore:

• Send an email to connect@runtime.one specifying the details of data deleted and estimated time of deletion
• Our support team will check the feasibility of data restore and provide you with a quote for the same
• Once you approve the quote, we will issue an invoice for data restore charges
• Once the payment is made, we will restore the data as per your request
• It may take upto 48 hours to restore the data
• Our team will update you once the restore is completed

Other Information

Please note that if you make any payment other than renewal (for e.g. increase in employee limit, purchase addon etc.), your account will still be liable to deactivation and deletion. Therefore, it's important to renew the account before deletion date.

Once your account is deleted, we remove all employee data including attendance, salary, requests, approvals etc. from HRMS portal. We, however, do not delete your user account(s) from our account portal (https://account.runtime.one) immediately. Your user account can still be used to login on account portal, even after deletion of your subscription. You can then add new business subscription and start fresh. Inactive and unused user accounts on account portal are deleted as part of our annual data clean-up exercice, that is usually carried out from October to December each year.