Privacy Policy - HRMS

1. Information We Collect

We collect only the information necessary for HR operations and attendance management.

a) Personal Information

• Employee Name
• Employee ID
• Email Address
• Phone Number
• Profile Photo
• User Role (Employee / Intern / HR / Super Admin)

b) Employment & HR Information

• Attendance records (check-in and check-out time)
• Leave and permission details
• Salary and stipend information
• Bank details for salary processing
• Uploaded employee documents (if applicable)

c) Location Information

• GPS location is collected only at the time of attendance check-in and check-out
• Location data is used solely to verify physical office presence

2. Purpose of Data Collection

The collected information is used exclusively for the following purposes:

• Secure user authentication and login
• Attendance monitoring using GPS verification
• Leave and permission management
• Salary calculation and payroll processing
• HR and administrative reporting
• Sending system notifications related to attendance, leave, and salary
• Improving system accuracy and operational efficiency

3. Data Access & Visibility

• All employee data is treated as strictly confidential
• Only authorized HR personnel and Super Admin users can access employee records
• Employees can view only their own profile, attendance, leave, and salary information
• Employees cannot access other employees' personal or salary data
• No employee data is visible to the public or external users

4. Data Storage & Security

• All data is securely stored using MongoDB Cloud (Atlas)
• Authentication is protected through JWT (JSON Web Tokens)
• User passwords are encrypted and not stored in plain text
• Access control is role-based (Employee, Intern, HR, Super Admin)
• Validation checks are applied for QR code and location verification
• We implement appropriate technical and organizational security measures to protect data against unauthorized access, loss, misuse, or disclosure.

5. Data Sharing

We do not sell, rent, or share employee data with third parties.

Data is shared internally only:

• Between employees and authorized HR / Super Admin users
• For official organizational and HR-related purposes only

6. Camera & File Access

• File access is used only for uploading employee documents when required
• Profile photos are uploaded voluntarily by employees
• Images and documents are used strictly for internal identification and HR records

7. Location Permissions

• Location access is required only during attendance verification
• The application does not track location in the background
• Location data is not used for marketing or analytics purposes

8. Notifications

The application may send notifications related to:

• Attendance check-in and check-out
• Leave approval or rejection
• Salary and payroll updates
• System reminders and announcements

9. Data Retention

• Employee data is retained for as long as the employee remains associated with the organization
• Data may be retained for legal, audit, or payroll requirements
• Upon employee exit, access to data is restricted and handled in accordance with company policy

10. Children's Privacy

HRMS FDM is intended only for company employees and interns.

It is designed for users aged 13 years and above. We do not knowingly collect personal data from minors.

11. User Rights

Employees have the right to:

• View their personal data
• Request corrections to inaccurate information through HR
• Reset their password securely

All data-related requests must be handled through authorized HR or Super Admin users.

12. Changes to This Privacy Policy

This Privacy Policy may be updated periodically. Any changes will be communicated through the application or by the organization.

Last Updated : Feb 2026