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. Face Recognition for Attendance

Purpose
Streamline attendance tracking using secure and accurate face recognition technology.
Eliminate manual or traditional biometric systems.

Use of AWS Services
Service Provider: Amazon Web Services (AWS) for face recognition and data storage.
Compliance: AWS complies with global security and privacy standards, ensuring secure data processing and storage.

Data Collection and Processing
Collected Data:

• Facial images captured during attendance check-ins.
• Facial templates generated using AWS Rekognition.

Data Storage and Retention
Storage: Encrypted facial images and templates stored in AWS S3 buckets.
Retention: Retained only as necessary to fulfill organizational or legal requirements.

Data Usage

• Verify employee identity for attendance.
• Generate attendance records and reports for HR purposes.

Note: Data is not used for advertising, profiling, or unauthorized third-party sharing.

Security Measures

• Use of AWS’s secure infrastructure.
• Encryption for data in transit and at rest.
• Access limited to authorized personnel.
• Regular monitoring, audits, and updates.

Employee Consent
Explicit consent is required to enable the face recognition feature. Employees can opt out by contacting HR, subject to company policies.

Alternative Attendance Methods
Employees can punch in via the web panel based on company policies if they opt out of face recognition.

Third-Party Services
Powered by AWS Rekognition, with data stored in AWS S3 buckets. By using this feature, you agree to AWS’s privacy and security practices.

Duration of Face Data Storage
Specify the exact length of time face data will be stored. Example: "Face data is stored for 365/366 days to fulfill the stated purpose and is automatically deleted after this period.or user can delete data when ever he want tp do that. Reason for Duration: Provide a justification for the chosen storage duration, after 356/366 days, user wish to continue then he need he/she need to register gain for facial recognition.

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 info@hrjee.com.

Last updated: [Insert Date]