Last updated: 11 September 2026
ActiveDesk is an employee attendance and HR application published by Sparrow Softtech, Ahmedabad, Gujarat, India. The app is provided to employees by their employer and requires a company-issued account to sign in. It is not available for individual public sign-up.
This policy explains what data the app collects, why, and how it is handled.
WHO CONTROLS YOUR DATA
Your employer is the controller of the employee data processed through ActiveDesk. Sparrow Softtech operates the platform on your employer's behalf as a processor. Requests about your personal data should be directed to your employer's HR team in the first instance.
WHAT WE COLLECT AND WHY
Profile information - name, work email address, phone number. Provided by your employer when your account is created, and used to identify you in the app, authenticate you, and display your records. Required for the app to function.
Photos (face images and check-in selfies). Where your employer enables face-based attendance: during face enrollment, the photo you capture is sent to our server, a mathematical face descriptor is extracted from it in memory, and the photo itself is discarded - the original image is never written to storage. At check-in or check-out, the selfie you capture is stored with your attendance record so your employer can verify the punch. The face descriptor is a numeric representation used only to confirm that the person checking in is you. It is not used to identify you in any other context, and is never sold, shared, or used for advertising.
Precise location (GPS). Collected only at the moment you check in or out, and only where your employer has enabled location-restricted attendance. The coordinates are stored with the attendance record so a disputed or mis-configured punch can be audited later. The app does not track your location in the background or at any other time.
Device identifier (push notification token). Used to deliver notifications about your requests - for example, when a leave request is approved or rejected. Delivered via Google Firebase Cloud Messaging.
Files you submit. Receipts, supporting documents, and attachments you choose to add to reimbursement claims or leave requests.
Reimbursement amounts and expense details you enter.
WHAT WE DO NOT DO
We do not collect bank account numbers, card details, PAN, or Aadhaar through the app. We do not use analytics, advertising, or tracking SDKs. We do not sell your personal data. We do not share your data with third parties for advertising or marketing. We do not track your location in the background.
PERMISSIONS THE APP REQUESTS
Camera - to capture attendance selfies and face enrollment photos.
Location - to record where an attendance punch was made, when your employer requires it.
Notifications - to alert you about request approvals and updates.
Biometric / fingerprint - for optional local unlock of the app on your device. Your fingerprint never leaves your device and is never sent to us.
You can decline or later revoke any of these in your device settings. Declining camera or location may prevent you from checking in where your employer requires those features.
HOW YOUR DATA IS PROTECTED
All data is transmitted over encrypted HTTPS connections. Access is restricted to your employer's authorised administrators and to our personnel where needed to operate and support the service. Sensitive stored configuration secrets are encrypted at rest using AES-256-GCM.
HOW LONG WE KEEP DATA
Employee records, attendance history, and related requests are retained for as long as your employer maintains its account, in line with their record-keeping and statutory obligations. When your employer deletes a record or closes its account, the associated data is removed from our active systems.
YOUR RIGHTS
Depending on where you live, you may have the right to access, correct, or request deletion of your personal data, to withdraw consent for biometric processing, and to object to certain processing. Because your employer controls this data, please raise such requests with your HR team, who can action them directly or ask us to do so.
Face enrollment is optional and can be removed on request - ask your HR administrator to delete your enrolled face data, after which face-based check-in will no longer be available to you.
CHILDREN
ActiveDesk is intended for use by employed adults. It is not directed at children and we do not knowingly collect data from anyone under 18.
CHANGES TO THIS POLICY
We may update this policy from time to time. Material changes will be reflected by the last updated date at the top of this page.
CONTACT
For questions about this policy or about how your data is handled, contact:
Sparrow Softtech
Ahmedabad, Gujarat, India
Email: support@sparrowsofttech.com