EmpsyncAI Privacy Policy
Effective Date: May 14, 2025

At EmpsyncAI ("we," "our," or "us"), we prioritize your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, protect, and share your data when you use the EmpsyncAI mobile application (the “App”) for virtual attendance and punch-in services. By using the App, you agree to the practices described in this policy.

1. Information We Collect

To deliver our services effectively, we collect the following categories of information:

1.1 Personal Information

• Photographic Data: Profile images uploaded or captured by your organization’s administrator to verify identity during virtual punch-ins.
  
  

• Contact Information: Email address and phone number, provided by you or your employer, used for account linking and communication (e.g., SMS/WhatsApp notifications).
  
  

• Employee Identifiers: Username, employee ID, and biometric ID (a unique, organization-assigned identifier, not related to fingerprints) used for authentication and attendance tracking.
  
  

1.2 Location Data

• Geolocation: Precise location is captured only at the time of virtual punch-in or punch-out to confirm presence within authorized premises.
  
  

1.3 Device Information

• Device Identifiers: Information such as device ID, model, and OS version is collected to generate a unique virtual device ID, which helps prevent fraudulent activity.
  
  

• Technical Data: IP address, crash logs, and app usage data are collected for diagnostics and performance enhancement.
  
  

1.4 Usage Data

• Punch Records: Includes timestamps (e.g., in yyyy-MM-dd HH:mm:ss format), punch duration, and associated metadata.
  
  

• User Preferences: Includes notification settings (SMS, WhatsApp) and work-from-home (WFH) status managed through the app.
  
  

Note: We do not collect fingerprint data or sensitive personal data such as health or financial information, unless explicitly required by your organization and with prior notice.

2. How We Use Your Information

Your information is used solely for the purposes of providing and improving EmpsyncAI services, including:

• Identity Verification
  
  

• Attendance Tracking
  
  

• Fraud Prevention
  
  

• Communication via SMS/WhatsApp
  
  

• App Performance Improvements
  
  

• Legal and Contractual Compliance
  
  

3. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share data under the following limited circumstances:

• With Your Organization: Authorized administrators can access relevant data for managing employee attendance.
  
  

• Service Providers: Anonymized or aggregated data may be shared under strict confidentiality.
  
  

• Legal Requirements: To comply with applicable laws and legal obligations.
  
  

• Business Transfers: In the event of mergers or acquisitions, your data may be transferred under this policy.
  
  

4. Data Security

We implement strong security measures to protect your data:

• Encryption (in transit and at rest)
  
  

• Access Controls (role-based, MFA)
  
  

• Device Validation
  
  

• Security Audits
  
  

No system is completely secure; users are advised to maintain secure access and report any suspicious activity.

5. Data Retention

We retain personal data only as long as necessary to:

• Provide services,
  
  

• Comply with laws,
  
  

• Follow your organization’s policies.
  
  

Data is deleted or anonymized once it is no longer required.

6. Your Privacy Rights

Depending on your location and laws, you may have rights such as:

• Access
  
  

• Correction
  
  

• Deletion
  
  

• Restriction
  
  

• Portability
  
  

• Objection
  
  

Contact your organization’s administrator or us directly to exercise these rights.

7. International Data Transfers

Your data may be stored or processed outside your country. Safeguards include:

• Standard Contractual Clauses (SCCs)
  
  

• Adequacy decisions
  
  

• Data processing agreements
  
  

8. Updates to This Policy

This policy may be updated periodically due to:

• Legal or regulatory changes
  
  

• App updates
  
  

• User feedback
  
  

You will be notified via in-app alerts, SMS/WhatsApp/email, or website updates.

9. Contact Us

If you have questions or privacy concerns:

EmpsyncAI
Email: info@kochi.digital
Address: Kochi Digital, Door No. 24/422,
Cochin University P.O, Kalamassery,
Ernakulam, Kerala - 682022
Phone: +91 85906 86885

For technical issues, contact your organization’s administrator or email us.

10. Additional Information

10.1 Third-Party Services
Some functionalities rely on third-party services (e.g., SMS, cloud), each with their own privacy policies.

10.2 Children’s Privacy
This App is not intended for individuals under 16. If data from minors is detected, we will delete it upon request.

10.3 Cookies and Tracking
We don’t use cookies, but device identifiers may be used for authentication and analytics.

10.4 Legal Compliance
We comply with:

• India’s DPDP Act, 2023
  
  

• GDPR
  
  

• CCPA
  
  

Your organization ensures alignment with local data laws.

Thank you for using EmpsyncAI. We are committed to protecting your privacy while delivering reliable virtual attendance services.