MyHRMS Attendance (“the App”) is a workforce-management application used by employees of organisations that have adopted MyHRMS. This policy explains what data the App collects, why it is collected, and how it is protected. The App is intended for organisational use only and is not available to the general public.
Who this applies to
The App is used by employees of the organisation that deploys it. Your employer is the data controller for your employment records; we process that data on their behalf to provide attendance, leave, and HR functionality.
Data we collect
| Data | Why we collect it |
|---|---|
| Account & identity Name, work email, phone number, employee ID, role |
To identify you within your organisation and control what you can access. |
| Precise location Collected at check-in and check-out, and in the background while you are checked in |
To count the work travel you can claim as reimbursement, to keep your recorded hours accurate if you leave your work site mid-shift, and to give you your own record of both inside the app. Background collection happens during an active work session — and, if you raise an emergency SOS alert, until that alert is closed so responders can reach you. It requires your permission and can be switched off at any time under Location & Privacy in the app. |
| Camera & photos A photo captured when you punch |
To provide visual evidence attached to each attendance record. |
| Face data (biometric) A facial image compared against your enrolled reference image |
To confirm the person punching is you. Treated as sensitive biometric data. Enrolment requires your explicit consent. |
| Device identifiers A device fingerprint |
To bind attendance to a device your HR team has approved, preventing attendance being marked from an unauthorised phone. |
| Attendance & HR records Punch times, work sessions, leave requests, salary statements |
To deliver the core functions of the App. |
| Travel distance Kilometres derived from your recorded shift positions, and any mileage claim you submit |
To pay you the per-kilometre allowance your employer sets, without you logging trips by hand. The distance is calculated on our servers from your own recorded positions — the app never sends a distance figure — and you see the day-by-day breakdown behind every number in My Travel. |
| Emergency alerts & safety check-ins SOS alerts you raise, your position while an alert is open, and a copy of your emergency contact |
To get help to you when you work alone. Raising an alert notifies your manager and HR and shares your live position with them until the alert is closed. The emergency contact is copied onto the alert so a later change to your profile cannot erase who to call. You can cancel a false alarm yourself. |
| Motion & activity sensors On-device motion data (iOS) |
To improve the accuracy of your recorded travel distance so your mileage is not under-counted. It is used on your device to refine location readings and is not stored as a separate record. |
How your data is used
Solely to operate the App's core functions: attendance capture and verification, work-site enforcement, fraud prevention (device, face, and location checks), and leave and HR management.
We do not use your data for advertising or marketing, we do not sell it, and we do not use it to track you across other apps or websites.
Storage and sharing
Data is transmitted over encrypted HTTPS connections to servers operated for your organisation. Photos and biometric images are held in private, access-controlled cloud storage. Access is restricted to authorised HR and administrator roles within your own organisation, and access to sensitive records is logged. Data from one organisation is never visible to another.
Data retention
Attendance and HR records are retained for the period required by your organisation's policy and by applicable law. Biometric and photo data is retained only as long as needed for verification and is subject to your organisation's retention settings.
Security
- All network traffic uses TLS/HTTPS.
- Passwords are stored hashed, never in plain text.
- Biometric images reside in private storage with role-gated, audited access.
- Attendance can only be marked from a device approved by your HR team.
Your rights
You may request access to, correction of, or deletion of your personal data, and you may withdraw biometric consent at any time. Contact your HR administrator, or email ankitlathwal19198@gmail.com and we will route your request to the right controller.
Withdrawing biometric consent may limit attendance features that rely on face verification.
Children
The App is intended for employed adults and is not directed at children.
Changes to this policy
If this policy changes materially, we will update the date at the top of this page.
Contact
MyHRMS
Email: ankitlathwal19198@gmail.com