Privacy Policy

About this policy and what KaryaYogi is

KaryaYogi is a private planning and productivity app run by the KaryaYogi team. It gives officers of the Government of India a tool library to plan, draft and organise their own work. This Privacy Policy explains what data the app handles, what it deliberately does not handle, and the rights you have over your information.

Please read this alongside one plain fact: KaryaYogi is not an official government application and is not a system of record. It does not connect to, replace, or feed into eOffice, HRMS, APAR, pay systems, sanction files, GeM, GFR, CGHS, DoPT portals, or any other authorised government system. Every tool produces private drafts, notes and estimates for your own use. Nothing you do in the app is submitted or filed officially anywhere.

In the language of India's Digital Personal Data Protection Act, 2023 (DPDP Act), KaryaYogi acts as the Data Fiduciary for any personal data it processes, and you are the Data Principal. This policy describes how we meet the obligations that role carries.

Our core approach: your data stays on your device

KaryaYogi is offline-first by design. The tools are built to run entirely on your phone. You can remove your SIM, switch off mobile data, and keep using every tool. The notes, tasks, drafts, plans and estimates you create are stored locally on your device, inside an encrypted vault.

Because the work happens on-device, we do not need to see your content to make the app work. In the default state, with optional cloud sync switched off, your KaryaYogi data does not leave your phone and is not sent to us or to anyone else. The one exception is KaryaYogi AI: when you choose to use it, the parts of your data that your request needs are sent as described below.

You do not need an account to use the app. You can install KaryaYogi and use all tools without registering, without giving us an email address, and without signing in. The only exception is the optional KaryaYogi AI assistant, which needs a signed-in KaryaYogi account.

What data we process, and only when

We keep the personal data we handle to the minimum needed for the feature you choose to switch on:

• Nothing required to use the app. Using the tools locally involves no account and no data sent to us.
• Your account email — only if you choose optional sync or the web portal. To sync your data across devices or use the web workspace at my.karyayogi.in, you create an account. For that we process the email address you register with, so we can identify your account and sign you in.
• An encrypted sync blob — only if sync is on. When sync is enabled, your KaryaYogi data is packaged as an encrypted blob and stored on our servers, keyed to your account. It travels and rests encrypted. Sync, the web portal, the app and all tools are permanently free.
• Your KaryaYogi AI requests — only when you use KaryaYogi AI. Your question or voice recording and the parts of your KaryaYogi data it needs are processed to answer you, and are not stored by KaryaYogi. See KaryaYogi AI below.

That is the whole list of personal data we may hold: your account email, and an encrypted copy of your own data if you asked us to sync it. If you never turn on sync or create an account, we hold neither. If you use KaryaYogi AI, we also hold a daily usage count, a minimal technical log and any reports you choose to send, as described in the KaryaYogi AI section.

KaryaYogi AI

KaryaYogi AI is an optional assistant in the KaryaYogi app (version 1.62.0 and later) and on the web at karyayogi.in/ai. It is the one part of KaryaYogi that sends some of your own data off your device, and it does so only when you use it. It needs a signed-in KaryaYogi account, and we process this data on the basis of the consent you give in the KaryaYogi AI consent sheet.

What is sent when you use it. Only what your request needs:

• your question, typed or spoken — if you ask by voice, the voice recording;
• the relevant parts of your KaryaYogi data — for example your leave balances and plans, upcoming holidays, tasks and today's agenda, LTC details, profile details you have entered (such as designation, station, retirement date and pay level), your pay settings, and the pay, GPF, PPF, NPS or retirement figures that the app's own calculators produced;
• text you choose to translate or summarise, such as a note or an order you paste in;
• a health summary, only if you allow it — today's steps, your 7-day average and your step goal, sent only after you agree in the KaryaYogi AI consent sheet. You can switch the health summary off at any time in KaryaYogi AI settings. No other health data is sent.

Who processes it. Your request travels over an encrypted connection to KaryaYogi's server, which passes it to a third-party AI service that processes it on KaryaYogi's behalf to produce the answer, and the answer is returned to you. We do not sell this data or share it for advertising.

What we keep. KaryaYogi does not store your questions, voice recordings or answers beyond the transient processing needed to produce the answer, and KaryaYogi does not use them to train AI models. Voice recordings are converted to text and then discarded. Apart from any reports you choose to send (see below), we keep only a per-account daily usage count and a minimal technical log — your account identifier, which feature was used, whether it worked and how long it took — with none of the content of your request.

Daily limits. Each account has a daily KaryaYogi AI allowance that resets at midnight. When the allowance is used up, or when the service is busy, KaryaYogi AI tells you so and the rest of the app carries on as normal.

Accuracy. Pay, GPF, PPF, NPS and retirement figures are calculated by KaryaYogi's own calculators, not by the AI; KaryaYogi AI explains them, and when it explains those figures the app withholds any explanation that adds a number not in the figures it sent. LTC ideas come from KaryaYogi AI's general knowledge, without live web search. KaryaYogi AI's answers are guidance for your own planning, not official advice.

Reporting an answer. Every KaryaYogi AI answer has a Report button. A report sends us the feature, the reason you choose and any note you type, and we keep it to review and improve KaryaYogi AI.

How to stop. KaryaYogi AI is entirely optional: if you do not use it, nothing is sent. You can also withdraw your consent, or switch off just the health summary, in KaryaYogi AI settings. Every other tool keeps working on your device either way.

What we never collect

Some categories of data KaryaYogi simply does not gather. We do not:

• show advertising or embed advertising trackers;
• use third-party analytics or behaviour-tracking SDKs to profile how you use the app;
• sell, rent or trade your personal data to anyone, ever;
• read your on-device content when sync is off — your notes and drafts stay on your phone (KaryaYogi AI sends only what a request you make needs, and only when you use it);
• require access to your contacts, call logs, messages or location to run the tools.

We also do not collect data from any official government system on your behalf. KaryaYogi has no access to your service records, and it does not pull from or write to any authorised system of record.

Cookies and analytics

The Android app does not use advertising cookies or third-party analytics trackers. There is no ad network and no behavioural profiling inside the app.

The web workspace at my.karyayogi.in uses only the strictly necessary cookies required to keep you signed in and keep your session secure. These are not used to track you across other websites and are not shared with advertisers.

Children

KaryaYogi is built for serving officers of the Government of India and is not directed at children. We do not knowingly create accounts for, or knowingly process the personal data of, children.

If you believe an account has been created in a way that involves a child's data, please write to us at support@karyayogi.in and we will look into it and take appropriate action.

How long we keep your data (retention)

On-device data stays on your device for as long as you keep it there. You control it: you can edit or delete individual items, and the app's Emergency Reset wipes all local KaryaYogi data from the device.

If you use sync, we retain your encrypted sync blob and your account email for as long as your account is active. If you turn sync off, delete your account, or ask us to erase your synced data, we delete the encrypted blob from our systems, subject only to any short technical retention needed for secure backups and any records the law requires us to keep. You can delete your account yourself, instantly, from the self-service account deletion page.

Because you hold the keys to your own copy, a one-tap encrypted local backup lets you produce a backup file that you keep and control, independent of us.

How we protect your data (security)

Security is built into how the app stores and moves data:

• AES-256 encrypted local vault — your on-device data is stored encrypted on the phone.
• App lock — you can lock KaryaYogi behind your device biometric or a PIN.
• Encrypted sync — if you enable sync, your data is encrypted and the synced copy is hosted in India, keyed to your account.
• Encrypted local backup — the backup file you export is encrypted and stays in your control.
• Emergency Reset — a single action wipes all local KaryaYogi data from the device.

No system can promise perfect security, but we design KaryaYogi so that the sensitive work stays on your device by default and anything synced is encrypted. If you ever suspect a security problem, write to support@karyayogi.in.

Your rights under the DPDP Act

As a Data Principal under the DPDP Act, 2023, you have clear rights over the personal data we hold about you. In plain terms, you may:

• Access — ask what personal data of yours we process and get a summary of it;
• Correct and update — ask us to correct or complete inaccurate or incomplete data, such as your account email;
• Erase — ask us to delete your personal data, including your synced blob, where we are no longer required to keep it — or do it yourself, instantly, on the account deletion page;
• Withdraw consent — turn off sync, withdraw your KaryaYogi AI consent in KaryaYogi AI settings, or close your account at any time, as easily as you switched it on;
• Grievance redressal — raise a complaint about how your data is handled and have it addressed;
• Nominate — nominate another person to exercise your rights in the event of your death or incapacity, as the Act allows.

To exercise any of these, write to us using the contacts below. We will verify your request and respond within the timelines expected under Indian law. If you are not satisfied with how we handle your grievance, the DPDP framework allows you to escalate to the Data Protection Board of India.

Changes to this policy

We may update this Privacy Policy as the app develops or as the law changes. When we make a material change, we will update the policy on this page and, where appropriate, notify you in the app or via your registered email.

We encourage you to review this page from time to time so you always know how your data is handled.

How to contact us

You can reach us at:

• Privacy questions and data-rights requests: support@karyayogi.in
• Grievances and complaints: support@karyayogi.in
• Security concerns: support@karyayogi.in

KaryaYogi is published by KaryaYogi. If you need a postal address or the name of the officer responsible for handling your request, that is available on request via the email addresses above.