Privacy Policy

1. Introduction

Welcome to AttendancePay. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and web services.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us, including:

• Name and contact information (email address, phone number)
• Employment information (employee ID, department, designation)
• Account credentials (username and password)
• Profile photos for attendance verification

2.2 Location Data

Our application collects location data to enable attendance verification and geofencing features. This includes:

• Foreground Location (Precise & Approximate): When you punch in/out, we collect your precise GPS location (latitude, longitude, accuracy) and approximate network-based location to verify you are at an authorized work location. This uses the ACCESS_FINE_LOCATION and ACCESS_COARSE_LOCATION permissions on Android.
• Background Location: For field employees only, with your explicit consent granted through an in-app disclosure screen, we collect location data in the background during your scheduled shift hours — even when the app is closed or not in use. This is used to track work routes and verify field attendance. Background collection stops automatically when your shift ends. This uses the ACCESS_BACKGROUND_LOCATION permission on Android and "Always" location permission on iOS.
• Additional Sensor Data: Along with location, we may collect movement speed, heading/direction, altitude, and activity type (walking, driving, stationary) to optimize tracking accuracy and battery usage.

You can revoke background location consent at any time from the app's Privacy Settings screen, or by disabling location permissions in your device's system settings. Revoking consent will immediately stop background location collection but will not affect your ability to use other app features.

2.3 Camera and Photos

We access your device camera to capture photos during attendance punch-in/punch-out for identity verification. These photos are securely transmitted and stored on our servers. This uses the CAMERA permission on Android and the Camera usage permission on iOS.

2.4 Push Notifications

We send push notifications to keep you informed about attendance reminders, leave application updates, payslip availability, company announcements, and live tracking alerts. You can manage notification preferences in the app settings or disable them through your device's system settings.

2.5 Device Information

We automatically collect certain device information, including:

• Device type and model
• Operating system version
• Unique device identifiers
• Push notification tokens
• Network information
• Battery status (for background service optimization)

3. How We Use Your Information

We use the collected information for the following purposes:

• Attendance Management: To record and verify your attendance, including time, location, and photo verification.
• Geofencing: To ensure you are within authorized work locations when punching in/out.
• Employee Tracking: For field employees, to provide real-time location updates to supervisors (with your consent).
• Notifications: To send you important updates about your attendance, leave applications, and announcements.
• Analytics: To improve our services and provide insights to your organization.
• Security: To protect against unauthorized access and ensure the integrity of attendance records.

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

• With Your Employer: Your attendance data, location information, and photos are shared with your organization's administrators and HR personnel.
• Service Providers: We may share data with third-party service providers who assist us in operating our platform (e.g., cloud hosting, push notification services).
• Legal Requirements: We may disclose information if required by law or in response to valid legal processes.

We do not sell your personal information to third parties.

5. Data Retention and Deletion

We retain your personal information for as long as your account is active or as needed to provide services. Specific retention periods:

• Attendance Records: Retained according to your organization's policies and applicable labor laws (typically 3-7 years).
• Location Tracking Data: Retained for the period configured by your employer (default varies by organization), or as set in your personal privacy preferences. Location data is automatically purged after the retention period expires.
• Selfie/Photo Data: Retained for the same period as the associated attendance record.
• Device Tokens: Automatically removed after 90 days of inactivity.

5.1 Your Right to Delete Data

You can delete your location tracking data at any time through the app's Privacy Settings > "Delete My Data" option. This will permanently remove all GPS location points and tracking gap records collected from your device. Deletion of attendance records (punch in/out times) must be requested through your organization's administrator, as these may be subject to labor law retention requirements.

5.2 Data Export

You can export a copy of all location data collected about you through the app's Privacy Settings > "Download My Data" option. The export includes all GPS coordinates, timestamps, battery levels, and movement data associated with your account.

6. Data Security

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

• Encryption of data in transit and at rest
• Secure authentication mechanisms
• Regular security assessments and updates
• Access controls and audit logging

7. Your Rights and Choices

You have the following rights regarding your data:

• Access & Export: Download a copy of all location data collected about you directly from the app (Privacy Settings > Download My Data).
• Correction: Request correction of inaccurate data through your HR administrator.
• Deletion: Delete your location tracking data directly from the app, or request full account data deletion through your HR administrator (subject to legal retention requirements).
• Consent Withdrawal: Revoke background location tracking consent at any time from the app's Privacy Settings. This immediately stops all background data collection.
• Device Permissions: Disable location, camera, or notification permissions at any time through your device's system settings.
• Notifications: Manage push notification preferences in the app settings.
• Data Retention: Set your preferred data retention period in the app's Privacy Settings.

Exercising any of these rights will not affect your employment status or result in any adverse action. Disabling background location tracking may limit field employee tracking features but will not prevent you from recording attendance via manual punch in/out.

8. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

9. Changes to This Policy

We may update this 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. You are advised to review this privacy policy periodically for any changes.

10. Contact Us

If you have questions or concerns about this privacy policy or our data practices, please contact us at: