Privacy Policy

1. Introduction

Welcome to IndiHRM Attendance ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our IndiHRM Attendance mobile application (the "App").

Please read this Privacy Policy carefully. By accessing or using the App, you acknowledge that you have read, understood, and agree to be bound by all the terms outlined in this Privacy Policy. If you do not agree with our policies and practices, please do not use our App.

2. Information We Collect

We collect several types of information from and about users of our App, including:

2.1 Personal Information

When you register for and use the App, we may collect the following personal information:

• Name, employee ID, and contact information (email address, phone number)
• Login credentials (username and encrypted password)
• Profile information (designation, department, reporting manager)
• Device information (device ID, model, operating system)
• Biometric authentication data (used only for local device authentication and not stored on our servers)

2.2 Attendance Data

The primary purpose of our App is to track attendance. We collect:

• Check-in and check-out times
• Attendance status (present, absent, late, etc.)
• Work hours and overtime information
• Photographs taken during check-in and check-out
• Location data at the time of attendance marking
• IP address and network information

2.3 Usage Data

We may also collect information about how the App is accessed and used, including:

• App features you use
• Time spent on the App
• App performance data
• Error logs and crash reports

3. Location Data

Our App requires access to your device's location services to verify attendance at designated work locations. Here's how we handle location data:

3.1 Collection of Location Data

We collect location data:

• When you mark attendance (check-in and check-out)
• Periodically during work hours (if enabled by your organization)
• For geofencing purposes to verify presence at designated work locations

3.2 Use of Location Data

Your location data is used to:

• Verify that you are at an approved work location when marking attendance
• Create location logs for compliance and audit purposes
• Generate reports for your organization's management
• Improve the accuracy of our geofencing features

3.3 Control Over Location Data

You can control location permissions through your device settings. However, disabling location services will affect the functionality of the App, as location verification is essential for attendance marking.

4. Camera Usage

Our App requires access to your device's camera for attendance verification purposes:

4.1 Photo Verification

We collect photographs:

• During check-in and check-out processes
• To verify your identity and prevent attendance fraud
• As a record of attendance for your organization

4.2 Storage and Processing of Images

Photographs taken through the App are:

• Compressed to minimize data usage
• Encrypted during transmission
• Stored securely on our servers
• Accessible only to authorized personnel within your organization

4.3 Retention of Images

Photographs are retained in accordance with your organization's data retention policies and applicable laws. Typically, this period ranges from 3 months to 1 year.

5. Data Storage and Security

5.1 Local Storage

The App stores certain data locally on your device:

• Authentication tokens
• User profile information
• Offline attendance records (until they can be synchronized)
• App settings and preferences

5.2 Server Storage

Most data is synchronized with our secure servers, including:

• Complete attendance history
• Location logs
• Photographs taken for attendance verification
• User account information

5.3 Data Security Measures

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure authentication mechanisms
• Regular security audits and vulnerability assessments
• Access controls and authorization protocols
• Secure data centers with physical security measures

5.4 Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law or your organization's policies.

6. Data Sharing

6.1 Sharing with Your Organization

As an employee attendance management tool, information collected through the App is primarily shared with your employer or organization. This includes:

• Attendance records and history
• Location data related to attendance
• Photographs taken for attendance verification
• Usage statistics and reports

6.2 Service Providers

We may share your information with third-party service providers who perform services on our behalf, such as:

• Cloud storage and hosting providers
• Analytics services
• Customer support services
• IT and system administration services

These service providers are contractually obligated to use your information only for the purposes of providing services to us and in accordance with this Privacy Policy.

6.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

6.4 Business Transfers

If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our App of any change in ownership or uses of your personal information.

7. Your Rights

Depending on your location and applicable laws, you may have certain rights regarding your personal information:

7.1 Access and Correction

You have the right to access, review, and update your personal information within the App. Most of this can be done through your profile settings.

7.2 Data Portability

You may request a copy of your personal information in a structured, commonly used, and machine-readable format.

7.3 Deletion

You may request the deletion of your personal information, subject to legal obligations and your organization's policies.

7.4 Objection and Restriction

You may object to or request restriction of the processing of your personal information under certain circumstances.

7.5 Exercising Your Rights

To exercise these rights, please contact your organization's HR department or administrator, as they control the data processing purposes. You may also contact us directly using the information provided in the "Contact Us" section.

8. Children's Privacy

Our App is not intended for children under 16 years of age, and we do not knowingly collect personal information from children under 16. If we learn we have collected or received personal information from a child under 16 without verification of parental consent, we will delete that information.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: