Privacy Policy

Last Updated: November 2025
OpticalHR (a product of L4E Technologies, operated by LINKS4ENGG India Pvt. Ltd) values your privacy and is committed to protecting your personal and organizational information. This Privacy Policy explains how we handle information when you use our services, including the OpticalHR web platform, self-service portal, and mobile application (collectively referred to as “Services”). By accessing or using OpticalHR, you agree to the terms described in this Privacy Policy.

1. About OpticalHR

OpticalHR is a cloud-based Human Resource Management System (HRMS) provided by L4E Technologies, designed to help organizations manage HR and employee-related activities. OpticalHR acts as a data processor, processing information only on behalf of its subscribing customers (the “Organizations”) who are the data controllers.

2. Information We Collect

L4E Technologies does not collect or access the personal data of employees managed by the subscribing organizations. All employee or HR-related information is collected, stored, and managed solely by the subscribing organizations through their own accounts. However, OpticalHR may collect limited information from the subscribing organizations for account creation and billing purposes, including: Organization name and contact details Authorized contact person name, email address, and phone number Billing and subscription details Login credentials for administrative access No employee data is collected directly by L4E Technologies.

3. Use of Information

We use the limited customer information we collect solely to: Provide, operate, and maintain the OpticalHR platform Communicate with authorized representatives about account and technical support Process billing and manage subscription renewals Ensure platform security and service reliability We do not sell, rent, or use any customer or employee data for marketing or analytics purposes.

4. Data Ownership and Responsibility

All employee and HR data entered into the OpticalHR platform belongs exclusively to the subscribing organization. L4E Technologies only processes such data in accordance with the organization’s instructions and the terms of the service agreement. Organizations are solely responsible for the accuracy, legality, and maintenance of their own employee data.

5. Data Storage and Security

Data is securely hosted on Amazon Web Services (AWS) servers located primarily in India, with additional backup availability in select other regions. We use industry-standard security measures to protect data against unauthorized access, loss, or misuse. However, L4E Technologies shall not be liable for any data loss or damage caused by: Failures or outages of third-party infrastructure (e.g., AWS) Events beyond our reasonable control, including natural disasters or force majeure incidents Customers are advised to maintain regular data backups for their own business continuity and disaster recovery needs.

6. Data Retention and Deletion

Data associated with an active subscription is retained for as long as the subscription remains valid. After a subscription expires, the associated organization’s data is retained for up to six (6) months, after which it is permanently deleted from our systems. Organizations may request earlier deletion by contacting sales@opticalhr.com.

7. Access and Control

As OpticalHR does not directly collect employee data, any requests for access, correction, or deletion of personal data must be directed to the subscribing organization (employer) using the OpticalHR platform.

8. Third-Party Services

OpticalHR may use third-party service providers (such as AWS for hosting or email gateways for communication) solely to support platform functionality. These providers are bound by confidentiality and data protection obligations consistent with this Privacy Policy.

9. Data Transfers

Data may be processed or backed up in multiple AWS regions to ensure availability and reliability. Such transfers are carried out with appropriate safeguards in compliance with applicable data protection laws.

10. Children’s Privacy

OpticalHR is intended for use by organizations and their employees. It is not designed for, nor directed to, individuals under the age of 18.

11. Policy Updates

L4E Technologies may update this Privacy Policy from time to time to reflect changes in technology, legal requirements, or our services. Updates will be posted on the OpticalHR website, and continued use of the platform constitutes acceptance of the revised policy.

12. Contact Information

If you have any questions or concerns about this Privacy Policy, please contact us at:
L4E Technologies (LINKS4ENGG India Pvt. Ltd)
PR Complex, Pullukad Road, Kulathoor Post,
Trivandrum, Kerala - 695583, India
e-mail: sales@opticalhr.com