Outfinex

Privacy Policy

Outfinex

Last updated: 6 October 2026

This Privacy Policy explains what personal data Outfinex ("Outfinex", "we") collects through the Outfinex website, apps and services (the "Service"), why, who it is shared with, how long it is kept, and the rights you have. It applies to people who visit the website, create an account, use Outfinex for their company, are added by a company (employees, contractors, accountants, users), apply for jobs, or use Outfinex Network.

1. Two roles

  • For your own account (your sign-in, profile, plan and use of the Service) Outfinex decides why and how your data is used — we are the data fiduciary (controller).
  • For data a company puts into Outfinex (its books, customers, suppliers, employees, payroll, candidates) that company is the data fiduciary and Outfinex processes the data on its behalf and on its instructions. If you are an employee or a customer of a company that uses Outfinex, please contact that company first about your data; we will help it respond.

2. What we collect, and why

  • Account details — name, email, mobile number, password (stored only as a secure hash), photo, country, two-step sign-in settings. Purpose: to create and secure your account, sign you in, recover access, and contact you about the Service.
  • Company details — company name, legal form, address, tax and registration numbers (for example GSTIN, PAN, business number), logo, plan and billing details. Purpose: to set up the company, apply the right tax and country rules, invoice and support you.
  • Business records a company enters — invoices, bills, bank statements and transactions, journal entries, inventory, assets, documents and receipts. Purpose: to provide the accounting, banking and reporting features.
  • Employee and payroll data a company enters — employee name, contact details, date of birth, job, pay, bank account, identity and tax numbers (for example PAN, Aadhaar where the employer records it, SIN, SSN, NI, TFN, IRD), attendance, leave, timesheets, payslips, letters and documents. Purpose: to run HR, payroll, statutory deductions, payslips and the employee portal for that employer. Sensitive numbers and bank details are encrypted in our database.
  • Job seekers and candidates — profile, CV, work history, education, skills, applications, test answers and results, interview notes, and records of window switches during an online test. Purpose: to let you apply and to let the employer you apply to assess your application.
  • Network — profile, posts, comments, connections, messages. Purpose: to provide the professional network.
  • Team chat, meetings and mail — messages, files, meeting details, and — only if you connect a mailbox — the emails needed to show and send mail from Outfinex. Purpose: to provide these features.
  • Help questions — what you ask the in-app assistant. Purpose: to answer and to improve answers; reviewed by authorised Outfinex staff only.
  • Technical data — IP address, device and browser type, sign-in times, security events and logs. Purpose: to keep the Service secure, prevent fraud and abuse, and fix problems.

We do not sell personal data, and we do not use it for advertising. We use only storage that the Service needs to work (for example keeping you signed in and remembering settings) — no advertising or tracking cookies.

3. Legal basis

We process personal data on the basis of your consent (given when you sign up and agree), for **legitimate uses** allowed by law (for example where a company you work for uses Outfinex for employment and payroll, or to meet a legal obligation), and to perform our agreement with you.

4. Who we share it with

  • The company you belong to or apply to — your employer, its authorised users, and its accountant, according to the permissions that company sets.
  • Service providers who help us run Outfinex, under contract and only for that purpose — hosting (our servers are in India), email delivery, off-site encrypted backups, and, when you choose to use them, sign-in with Google, mailbox connection (Google, Microsoft), bank-feed and payment providers.
  • Authorities when the law requires it, or to protect the rights, safety and security of users and Outfinex.
  • A buyer or successor if our business is merged or sold, under the same protections.

Some providers may process data outside India. Where they do, it is done as permitted by Indian law and with safeguards in the contract.

5. How long we keep it

  • Account and company data — while the account is active, and up to 90 days after it closes, unless a law requires longer.
  • Accounting, tax and payroll records — as long as the company needs them and as the law requires (often 8 years in India); the company decides, as the data fiduciary.
  • Help questions — 12 months. Security logs — 12 months.
  • Backups — overwritten on a rolling basis (about 30 days).

6. Security

Data travels encrypted (HTTPS). Sensitive fields (bank, identity and tax numbers, connected-mailbox access) are encrypted in the database. Each company's data is kept separate from every other company's. Access is limited by role and permission, two-step sign-in is available, staff access is logged, and backups are encrypted. No system is completely secure; if a personal data breach affects you we will inform you and the Data Protection Board of India as the law requires.

7. Your rights

You can:

  • access a summary of your personal data and how it is used;
  • correct, complete or update it;
  • erase it (subject to records the law requires to be kept);
  • withdraw consent at any time — as easily as you gave it — which stops future processing based on consent (it does not affect what was done before);
  • nominate another person to exercise your rights if you die or become unable to;
  • raise a grievance with us, and then complain to the Data Protection Board of India if you are not satisfied.

To use these rights, write to support@outfinex.com or use My profile in the app. If your data was put into Outfinex by a company (for example your employer), we will pass your request to that company.

8. Children

The Service is not meant for anyone under 18. We do not knowingly collect children's data. If you believe a child has given us data, contact us and we will delete it.

9. Grievance officer

The Grievance Officer, Grievance Officer, Outfinex Email: support@outfinex.com · Address: India

We acknowledge complaints within 24 hours and aim to resolve them within 15 days.

10. Changes

We may update this policy. We will post the new version here and tell you by email or in the app before material changes take effect.

11. Contact

Outfinex · India · support@outfinex.com