Privacy Policy

PRIVACY POLICY FOR TRUSTED HRM

Last Updated: January 14, 2026

INTRODUCTION

This Privacy Policy explains how Trusted HRM ("we," "our," or "us") collects, uses, and protects your personal information when you use our mobile application.

Trusted HRM is a workforce management application designed for employee attendance tracking. Your employer or system administrator provides you with login credentials to access the app. There is no self-registration feature - all user accounts are created and managed by authorized administrators through our web-based admin panel.

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

We reserve the right to make changes to this Privacy Policy at any time. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy.

1. INFORMATION WE COLLECT

1.1 Personal Information:

Name and email address

Employee ID and user ID

Profile photo

Contact information (phone number, address)

Department, designation, role, and manager information

Date of birth, gender, blood group, religion, marital status

Joining date, employment status, payroll type

Authentication tokens and login credentials

1.2 Attendance Data:

Check-in/check-out times with UTC timestamps and timezone information

Break start and end times

Attendance status and remarks

Leave requests and history

Leave balances and quotas

Supporting documents attached to leave requests

1.3 Photographic Data:

Selfie photographs captured during check-in/check-out (if enabled by your employer)

Photos are used for identity verification and attendance fraud prevention

Selfie feature is optional and can be enabled/disabled by your employer

We do NOT perform facial recognition or biometric analysis on your device

Photos are stored on our servers and shared with your employer

Images are transmitted securely via HTTPS encryption

1.4 Location Data:

Precise GPS location (latitude and longitude coordinates) during check-in and check-out

Background location data may be collected to enable accurate attendance tracking

GPS accuracy data, altitude, speed, and movement patterns to prevent location spoofing

Location verification data to ensure attendance integrity

1.5 Technical Information:

Device information (time zone settings, network state, operating system version)

App usage data (features accessed, screens viewed, app settings and preferences)

IP address

Notification preferences and interaction data

Offline sync data (records stored locally when app is used without internet connection)

Background activity information

Log information, debug logs, error reports (in development/test modes only)

Performance data (app crashes, loading times, errors)

Network information (connection type, network availability)

1.6 Communication and Directory Data:

Employee directory access (names, email addresses, phone numbers, departments, designations of colleagues)

Search queries and filters used within the employee directory

Records of calls or messages initiated through the app

2. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

2.1 Provide App Functionality:

Authenticate your identity when you log in

Track and record your work attendance, including check-in, check-out, and break times

Verify your location during attendance marking to ensure accuracy

Capture and verify selfie images for identity confirmation (if enabled by employer)

Provide attendance history and reports

Enable leave request submissions and approvals

Send check-in, check-out, and break reminder notifications

Facilitate communication with colleagues through the employee directory

2.2 Improve and Develop the App:

Analyze usage patterns to improve user experience

Troubleshoot technical issues and fix bugs

Develop new features and functionality

Test and optimize app performance

2.3 Ensure Security and Prevent Fraud:

Detect and prevent GPS spoofing or location manipulation

Identify unauthorized access attempts

Verify user identity through selfie authentication

Monitor for suspicious attendance patterns

Protect against fraudulent or illegal activity

2.4 Communicate with You:

Send important notifications about your attendance status

Provide updates about app features or changes

Respond to your inquiries and support requests

Send administrative messages about your account

2.5 Comply with Legal Obligations:

Maintain records required by employment laws

Respond to legal requests and prevent harm

Enforce our terms and policies

3. DATA SHARING

We do not sell your personal information. We share data with:

3.1 Your Employer/Organization:

All information collected through the app is shared with your employer or the organization that provided you access to the app. This includes:

All attendance records (check-in/check-out times, GPS coordinates)

Selfie images captured during check-in/check-out

Leave requests and balances

Break time records

Profile information

All other data collected through the app

Your employer has access to this data for workforce management, payroll processing, compliance, and other legitimate business purposes.

3.2 Service Providers:

We share your information with third-party service providers who perform services on our behalf, including:

Cloud hosting providers (to store data on secure servers)

API infrastructure providers (to facilitate data transmission)

Technical support providers (to maintain and improve the app)

These service providers are contractually obligated to use your information only as necessary to provide services to us and are required to maintain the confidentiality and security of your information.

3.3 Legal Authorities:

We may disclose your information if required to do so by law or in response to:

Legal process (such as a court order or subpoena)

Government or regulatory requests

Enforcement of our terms and policies

Protection of our rights, property, or safety

Protection of the rights, property, or safety of others

Investigation of fraud or security issues

3.4 Business Transfers:

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction.

4. DATA RETENTION

4.1 Active Accounts:

Data is retained while your account is active and you are employed.

4.2 Selfie Photos:

Selfie images captured during attendance check-in/check-out are retained for a maximum of 2 years from the date of capture

This retention period is necessary to:

Comply with labor law and employment record requirements (most jurisdictions require 1-2 years of attendance record retention)

Support payroll dispute resolution and compliance audits

Enable legitimate business investigations during the statutory limitation period

After 2 years, selfie images are automatically deleted from our servers

Your employer may delete selfie data earlier based on their data retention policies

You may request earlier deletion by contacting your employer's HR department or our support team at [email protected]

Upon account termination or employment separation, selfie data is deleted within 30 days unless your employer's legal obligations require longer retention

4.3 Other Attendance Data:

Check-in/check-out records, GPS locations, and timestamps are retained according to your employer's data retention policies and applicable employment laws

Typically retained for the duration of employment plus the period required by local labor regulations

4.4 Offline Sync Records:

Attendance records stored offline on your device are maintained until successfully synced with our servers

After syncing, we retain the last 10 synced records on your device for reference

Maximum of 100 offline records are maintained on the device; older records are automatically deleted

4.5 Deleted Accounts:

When you log out or your account is deactivated:

Authentication tokens and session data are cleared from your device immediately

Personal data (including selfie photos) will be deleted within 30 days

Some data may be retained longer if required by your employer's legal or compliance obligations

Offline attendance records stored on your device may persist until you uninstall the app

5. DATA SECURITY

We implement industry-standard security measures to protect your data:

HTTPS encryption for all data transmission between the app and our servers

Bearer token authentication for secure API access

Secure storage of authentication credentials

GPS spoofing detection to ensure location data integrity

Network security configurations

Regular security updates and patches

Access controls limiting who can access your data

Please note that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

Your Responsibility:

Maintain the confidentiality of your login credentials provided by your employer

Do not share your account credentials with others

Log out after using the app

Protect your device with passwords or biometric locks

Report any unauthorized access to your account to your employer and our support team

Notify your employer immediately if you lose your device or credentials are compromised

6. YOUR RIGHTS

You have the right to:

6.1 Access and Update:

Access your personal data (including selfie photos)

Update certain information through the app's profile settings (name, phone number, address, profile picture, language preferences, notification settings)

Note: Your employer controls primary account information (email, employee ID, role, department). Contact your HR department to update this information.

6.2 Request Deletion:

Delete your account and data

Request deletion of specific data (including selfie photos)

6.3 Data Portability:

Export your data in a structured, commonly used format

6.4 Manage Permissions:

Opt-out of non-essential notifications

Control location and camera permissions through device settings (note: this may limit app functionality)

6.5 To Exercise These Rights:

Contact:

Your employer's HR department (for employment-related data)

Our support team at [email protected]

Please note that we may be required to retain certain information for legal or legitimate business purposes as determined by your employer.

7. APP PERMISSIONS

The app requires the following permissions to function properly:

7.1 Location Access:

Required for attendance tracking

Precise and background location collected during check-in/check-out

Used to verify your attendance at designated work locations

Background location may be used for accurate attendance verification

You can revoke location permissions in device settings

Disabling location services will prevent you from checking in or out through the app

7.2 Camera Access:

Required if your employer enables selfie-based attendance

Used only to capture selfies during check-in/check-out

You can control camera permissions through your device settings

Disabling camera access will prevent you from completing attendance verification if selfies are required

7.3 Other Permissions:

Internet access (to communicate with our servers)

Network state (to check if you are online or offline)

Storage/media access (to save and upload images)

Notifications (to send check-in, check-out, and break reminders)

Phone and SMS (to enable calling and messaging colleagues from the employee directory)

You can manage these permissions in your device settings, but disabling certain permissions may prevent the app from functioning properly.

8. FACIAL RECOGNITION AND BIOMETRIC DATA

Important: Trusted HRM does NOT use facial recognition technology.

We capture selfie photos only for visual identity verification

No facial biometric data, face templates, facial measurements, or face embeddings are extracted by the app

No Apple Vision framework, Google ML Kit, TensorFlow, or face detection algorithms are used on your device

Photos are processed as standard image files for upload purposes only

Your employer may manually review photos or use their own server-side verification methods

The selfie feature is completely optional and controlled by your employer

9. OFFLINE FUNCTIONALITY

The app includes offline functionality that allows you to check in, check out, and record breaks even without an internet connection.

9.1 Offline Data Storage:

When offline, attendance records are stored locally on your device in a secure file

These records include all information that would normally be sent to the server (location, timestamp, selfie, etc.)

Maximum of 100 offline records are stored on your device

9.2 Automatic Synchronization:

When your device regains internet connectivity, offline records are automatically synced to our servers

After successful sync, records are marked as synced

The app maintains the last 10 synced records for your reference

10. GPS SPOOFING DETECTION

To ensure the integrity of attendance data, the app implements GPS spoofing detection that:

Detects if mock location services are enabled on your device

Validates GPS accuracy and signal quality

Identifies unrealistic movement patterns or speeds

Monitors altitude changes and stationary patterns

Flags suspicious location data

If GPS spoofing is detected, your attendance may be flagged for review by your employer.

11. ACCOUNT DELETION

iOS Users:

Use the "Delete Account" option in Settings within the app

All personal data will be permanently deleted within 30 days

Attendance records may be retained for legal/compliance purposes as required by your employer

To Request Account Deletion:

Email: [email protected]

Subject: "Account Deletion Request"

Include: Your registered email address

12. EMPLOYER RESPONSIBILITIES

Your employer is responsible for:

Creating and managing user accounts through the web-based admin panel

Providing you with login credentials to access the app

Determining what data is collected through the app

Setting attendance policies and requirements (including selfie requirements, location verification, etc.)

Determining what features are enabled (including selfie-based attendance)

Managing access to your data

Determining data retention periods

Responding to employee data requests

Deactivating or deleting user accounts when employment ends

Ensuring compliance with local employment and data protection laws

For questions about how your employer uses your data, or to request changes to your account information, please contact your HR department or system administrator directly.

13. CHILDREN'S PRIVACY

Trusted HRM is not intended for users under 18 years of age. We do not knowingly collect personal information from children under 18.

User accounts are created by employers/administrators only for authorized employees. If you believe an account has been created for someone under 18, please contact the organization's administrator or our support team immediately.

14. INTERNATIONAL DATA TRANSFERS

Your information may be transferred to and maintained on servers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ from those in your jurisdiction.

By using the app, you consent to the transfer of your information to countries where we or our service providers operate.

15. NOTIFICATIONS

We send notifications for:

Attendance reminders (check-in/check-out)

Work schedule updates

Break reminders

Important account or security alerts

Managing Notifications:

You can manage notification preferences in app settings

You can manage notification preferences through device notification settings

Critical notifications (security alerts) cannot be disabled

Please note that disabling notifications may result in missed check-in, check-out, or break reminders.

16. CALIFORNIA PRIVACY RIGHTS (CCPA)

If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA):

Right to know what personal information we collect

Right to know whether we sell or share your personal information

Right to delete your personal information

Right to correct inaccurate personal information

Right to opt-out of the sale of your personal information (we do not sell your personal information)

Right to non-discrimination for exercising your CCPA rights

To exercise your CCPA rights, please contact us at [email protected] or contact your employer's HR department.

17. EUROPEAN UNION PRIVACY RIGHTS (GDPR)

If you are located in the European Economic Area (EEA), you have certain rights under the General Data Protection Regulation (GDPR):

Legal Basis for Processing:

Contractual necessity (to fulfill our contractual obligations to your employer)

Legitimate interests (to improve the app and ensure security)

Legal obligations (to comply with applicable laws)

Consent (where you have provided explicit consent)

Your GDPR Rights:

Access your personal data

Rectify inaccurate personal data

Erase your personal data ("right to be forgotten")

Restrict processing of your personal data

Data portability

Object to processing of your personal data

Withdraw consent at any time

Lodge a complaint with a supervisory authority

To exercise your GDPR rights, please contact:

Your employer's Data Protection Officer (if applicable)

Our support team at [email protected]

18. DO NOT TRACK SIGNALS

Some web browsers have a "Do Not Track" feature. The app does not respond to Do Not Track signals as it is primarily used for employment purposes where tracking (attendance, location, work hours) is essential functionality.

19. CHANGES TO PRIVACY POLICY

We may update this Privacy Policy periodically. Changes will be posted in the app and on this page. We will notify you of any changes by:

Posting the new Privacy Policy in the app

Updating the "Last Updated" date at the top of this Privacy Policy

Sending you a notification through the app (for material changes)

Continued use of the app constitutes acceptance of changes.

20. CONSENT

By using the Trusted HRM app, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, disclosure, and processing of your information as described herein.

If you do not agree with this Privacy Policy, please do not use the app. Continued use of the app following the posting of changes to this Privacy Policy will be deemed your acceptance of those changes.

21. CONTACT US

For privacy concerns or questions: