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Privacy Policy for HRJee HRMS

At HRJee, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines how the HRJee HRMS (Human Resource Management System) software collects, uses, and safeguards data from employees during its use. This includes access to mobile location, camera, gallery, and live GPS tracking during working hours. By using our HRMS software, you agree to the terms outlined in this policy.

1. Information We Collect

Our HRMS software may request access to the following data types to enhance service quality and improve employee management functionalities:

  • Mobile Location
    Purpose: Track your location during working hours for attendance monitoring, compliance, and field staff management.
  • Camera
    Purpose: Facilitate profile picture updates, document verification, and other authorized tasks.
  • Gallery
    Purpose: Enable image uploads for work-related activities, such as receipts, official documents, or other visual content.
  • Live GPS Tracking
    Purpose: Monitor field employees during working hours to manage tasks, verify visits, and optimize routes.

Location Tracking
Why: To track task progress and ensure accountability.
When: Data is collected when the app is running in the foreground or background during working hours. Tracking stops when you log out or disable location services.
How: Used internally for task allocation, monitoring, and reporting. We do not share location data with third parties for marketing or unrelated purposes.

2. Use of Face Data (Facial Recognition for Attendance)
Purpose of Face Data Collection

Facial recognition is used only for employee attendance verification. This ensures accurate and secure attendance tracking within our HRMS (Facenex).

What Data We Collect
  • Facial Images: Captured at the time of attendance punch-in.
  • Facial Templates: Unique mathematical representation generated from the image using AWS Rekognition.

Note: We do not collect raw video, continuous monitoring, or other biometric information.

How Face Data is Processed & Stored
  • Facial images are processed to generate templates for one-time matching.
  • Both images and templates are encrypted and stored securely in AWS S3 buckets.
  • Data is not shared with third parties except AWS, which provides cloud infrastructure under strict compliance standards.
Retention & Deletion Policy
  • Face data is retained for up to 365/366 days to fulfill HR reporting requirements.
  • Data is automatically deleted after this period.
  • Employees may request immediate deletion of their face data by contacting HR.
  • If employees wish to continue after deletion, they must re-register their face data.
Consent & Control
  • Explicit employee consent is required before enabling facial recognition.
  • Employees may opt out at any time and use alternative attendance methods (e.g., web panel or other company-approved systems).
Security Measures
  • All data is encrypted in transit and at rest.
  • Access is restricted to authorized HR administrators only.
  • AWS infrastructure meets global privacy and security standards (ISO, SOC, GDPR-ready).
  • Regular security audits and monitoring are performed.
How Face Data is Not Used
  • Not used for marketing, profiling, surveillance, or tracking outside of attendance.
  • Not shared or sold to third parties.
  • Not used for advertising or behavioral analysis.
3. Push Notifications

Purpose: Notify employees about task assignments, updates, and other work-related alerts.
Usage: Notifications are work-related and may appear even when the app is in the background. Notification preferences can be managed through device settings.

4. Purpose of Data Collection

We collect data for the following purposes:

  • Attendance and Compliance: Accurate attendance tracking, especially for field employees.
  • Task Management and Verification: Ensure task efficiency and location verification.
  • Safety and Security: Enhance employee safety during work hours.
  • Document and Media Uploads: Facilitate the upload of work-related files.
5. How We Use Your Data

Data collected through HRJee is used exclusively for:

  • Monitoring employee performance, attendance, and location during working hours.
  • Verifying employee activities and providing management reports.
  • Enhancing workplace safety and ensuring task completion in designated areas.
  • Facilitating necessary document and image uploads.
6. Data Security

We employ robust security measures to protect your personal data, including:

  • Encryption and secure storage of information.
  • Prevention of unauthorized access.
  • Regular security audits and updates.
7. Data Sharing

Data collected by HRJee is:

  • Used strictly within the company.
  • Not shared with third parties unless legally required.
8. User Rights

As an HRMS user, you have the following rights:

  • Access: Request access to your personal data.
  • Correction: Request corrections to inaccuracies.
  • Deletion: Request data deletion (subject to legal or business requirements).
9. Consent

By using HRJee, you consent to the collection, use, and storage of your information as described. Denying access to certain features (e.g., camera, gallery, location) may limit the app’s functionality.

10. Updates to This Policy

This Privacy Policy may be updated periodically to reflect changes in data practices or legal requirements. Continued use of HRJee after updates constitutes acceptance of the revised policy.

11. Face Data Collection and Use

Purpose: Our HRJee app uses face recognition technology solely for attendance verification to ensure secure and accurate tracking. This eliminates the need for manual or traditional biometric systems.

Data Collection: Facial images are collected during attendance check-ins to generate encrypted biometric templates. The data is processed using AWS Rekognition, which complies with global security standards.

Data Storage and Security: All facial data is securely stored in AWS S3 buckets with encryption at rest and in transit. Data is retained only as long as necessary to meet legal and organizational requirements.

Consent: Explicit user consent is obtained before enabling face recognition. Users can opt-out by contacting HR and use alternate attendance methods as permitted by company policies.

Third-Party Involvement: Facial data is processed by AWS Rekognition under its privacy and security guidelines. AWS does not retain or share this data for unrelated purposes.

Alternatives: Users who opt out of face recognition can log attendance through a web-based interface as an alternative.

12. Contact Us

If you have questions or concerns about this Privacy Policy or data handling practices, please contact us at hello@hrjee.com.

Last updated: [Insert Date]