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Privacy Policy for STRIDE HRMS Mobile Application

Effective Date: 01-08-2025
Last Updated: 01-08-2025

1. Introduction

This Privacy Policy describes how [Your Company Name] ("we," "us," or "our") collects, uses, and protects your personal information when you use the STRIDE HRMS mobile application (the "App"). This App serves as a self-service portal for employees to access HR-related services and functionality.

By using the STRIDE HRMS App, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information
  • Employee identification details (employee ID, name, department)
  • Contact information (email, phone number)
  • Employment-related data (designation, reporting manager, work schedule)
  • Authentication credentials (username, encrypted passwords)
2.2 Location Information
  • GPS-based attendance data: Precise location coordinates when checking in/out
  • Client visit locations: GPS coordinates and location details for DSR (Daily Sales Report) updates
  • Live location tracking: For sales team members, real-time location data collected every minute during check-in hours as per company policy
  • Location history: Historical location data related to work activities
2.3 Attendance and Work Data
  • Clock-in and clock-out times
  • Daily, weekly, and monthly attendance records
  • Leave applications and approval status
  • DSR reports and client visit information
  • Work hour calculations and overtime data
2.4 Device Information
  • Device type, model, and operating system
  • App version and usage analytics
  • Device identifiers (for security and authentication purposes)
  • Network information and IP address
2.5 Usage Data
  • App interaction logs
  • Feature usage patterns
  • Error logs and crash reports

3. How We Use Your Information

3.1 Primary Business Purposes
  • Attendance Management: Process GPS-based check-ins/check-outs and maintain attendance records
  • Location Verification: Verify employee presence at designated work locations and client sites
  • Sales Team Monitoring: Track sales team locations during work hours for operational efficiency and safety
  • Leave Management: Process and track leave applications and approvals
  • Reporting: Generate DSR reports and location-based work summaries
  • Payroll Processing: Calculate work hours, overtime, and attendance-based compensation
3.2 Operational Purposes
  • Authenticate user identity and maintain account security
  • Provide customer support and technical assistance
  • Improve App functionality and user experience
  • Ensure compliance with company policies and legal requirements
  • Maintain system security and prevent unauthorized access

4. Legal Basis for Processing (GDPR/Data Protection)

We process your personal data based on:

  • Employment Contract: Processing necessary for employment relationship and workplace management
  • Legitimate Interest: Ensuring workplace security, operational efficiency, and compliance with labor laws
  • Legal Obligation: Compliance with employment laws, tax regulations, and record-keeping requirements
  • Consent: Where explicitly provided for specific features or data processing activities
  • Reporting: Generate DSR reports and location-based work summaries

5. Data Sharing and Disclosure

5.1 Internal Sharing
  • HR department for attendance and leave management
  • Payroll department for compensation calculations
  • Direct supervisors and managers for operational oversight
  • IT department for technical support and system maintenance
5.2 Third-Party Service Providers

We may share limited data with:

  • Cloud hosting providers (for secure data storage)
  • Analytics services (anonymized usage data only)
  • IT support vendors (for maintenance and troubleshooting)
5.3 Legal Requirements

We may disclose information when required by:

  • Legal process, court orders, or government requests
  • Labor law compliance and workplace safety regulations
  • Protection of company rights and property
  • Emergency situations involving employee safety
5.4 No Commercial Sale

We do not sell, rent, or commercially distribute your personal information to third parties for marketing purposes.

6. Location Data Specific Protections

6.1 Sales Team Live Tracking
  • Live location tracking is limited to official work hours only
  • Tracking automatically stops when employees check out
  • Location data is used solely for business operations and employee safety
  • Employees will receive clear notification when tracking is active
6.2 Location Data Retention
  • GPS attendance data: Retained for [X years] as per company policy
  • Client visit locations: Retained for business record-keeping requirements
  • Live tracking data: Automatically purged after [X days/months] unless required for specific business purposes
6.3 Location Opt-Out

While location services are essential for core App functionality, employees can:

  • Disable location services outside of work hours
  • Request location data deletion after employment termination (subject to legal retention requirements)

7. Data Security

7.1 Technical Safeguards
  • End-to-end encryption for data transmission
  • Encrypted storage of sensitive information
  • Multi-factor authentication for account access
  • Regular security updates and patches
  • Secure API communications with HRMS backend
7.2 Organizational Safeguards
  • Limited access to personal data on need-to-know basis
  • Regular security training for personnel
  • Data breach response procedures
  • Audit trails for data access and modifications

8. Data Retention

  • Attendance Records: Retained for [X years] after employment termination
  • Location Data: Purged within [X months] after collection unless required for legal compliance
  • Leave Records: Retained as per statutory requirements
  • Account Data: Account Data:

9. Your Rights

9.1 Access and Portability
  • Request copies of your personal data
  • Obtain data in a portable format upon request
9.2 Correction and Updates
  • Update personal information through the App
  • Request correction of inaccurate data
9.3 Deletion Rights
  • Request deletion of personal data (subject to employment and legal requirements)
  • Account deactivation upon employment termination
9.4 Objection Rights
  • Object to certain types of data processing (where legally permissible)
  • Withdraw consent for optional features

10. International Data Transfers

If applicable, we ensure international data transfers comply with relevant data protection laws through:

  • Adequacy decisions
  • Standard contractual clauses
  • Appropriate safeguards for cross-border data protection

11. Children's Privacy

This App is intended solely for employees and is not designed for use by individuals under 18 years of age. We do not knowingly collect personal information from minors.

12. Updates to Privacy Policy

We may update this Privacy Policy periodically. Significant changes will be communicated through:

  • In-app notifications
  • Email notifications to registered users
  • Company internal communications

Continued use of the App after policy updates constitutes acceptance of the revised terms.

13. Compliance

This Privacy Policy is designed to comply with applicable privacy laws including:

  • General Data Protection Regulation (GDPR)
  • California Consumer Privacy Act (CCPA)
  • Personal Data Protection Act (India)
  • Other applicable local privacy regulations

Note: This Privacy Policy should be reviewed by legal counsel before implementation to ensure compliance with specific jurisdictional requirements and company policies.