# Privacy Policy for Employee Tracking Attendance
**Effective date: 28 September 2026**
Vertex Software Solution ("we", "us", or "our") provides the Employee Tracking Attendance mobile application (the "App"). This Privacy Policy explains how the App collects, uses, stores, and shares information when employees and organization administrators use it.
## Information we collect
The App may collect and process:
- **Account and profile information:** name, email address, phone number, role, organization or company identifier, account status, and authentication information.
- **Attendance information:** check-in and check-out dates and times, attendance status, workplace configuration, QR attendance tokens, and related records.
- **Location information:** precise or approximate latitude, longitude, and accuracy at the time an employee attempts to check in or check out. The App does not request background location access.
- **Camera information:** camera access is used to scan an attendance QR code and capture a selfie submitted with an attendance record.
- **Locally stored information:** an authentication token and basic signed-in user information are stored on the device to maintain the signed-in session.
- **Technical information:** standard server and network information necessary to operate and secure the service, such as request timestamps, IP addresses, and error or security logs, may be processed by our backend hosting provider.
## How we use information
We use the information to:
- authenticate users and maintain accounts;
- verify that an attendance action occurs at an authorized workplace;
- create, display, and administer attendance records;
- allow organization administrators to manage employees and workplace settings;
- maintain, troubleshoot, protect, and improve the App and its backend service; and
- comply with applicable law and enforce our agreements.
Location, QR, and selfie data are used only for attendance verification and related organizational records. We do not use them for advertising.
## How information is shared
Information may be shared with:
- **The user's organization and its authorized administrators,** who can manage employee profiles and view attendance records associated with their organization.
- **Service providers,** including cloud and backend hosting providers such as Render, that process information on our behalf to operate and secure the App.
- **Authorities or other parties when legally required,** when necessary to comply with law, protect rights and safety, investigate fraud or abuse, or respond to valid legal requests.
- **A successor organization,** if the service is involved in a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate notice and legal safeguards.
We do not sell personal or sensitive user data. The App does not contain third-party advertising and does not share information with advertising networks.
## Data retention
Information is retained for as long as needed to provide the App, maintain attendance and employment-related records for the user's organization, comply with legal obligations, resolve disputes, and protect the service. Specific retention periods may be determined by the user's organization and applicable law. Information is deleted or anonymized when it is no longer required, unless continued retention is legally permitted or required.
## Security
The App sends production data to its backend using HTTPS. We use reasonable administrative, technical, and organizational safeguards designed to protect information. No storage or transmission method can be guaranteed to be completely secure.
## User choices and rights
Users may:
- deny camera or location permission in device settings, although attendance verification will not work without the required permission;
- review and update profile information within the App where available; and
- request access, correction, or deletion of their account and associated data, subject to applicable legal and organizational record-retention requirements.
Employee accounts are created and managed by the user's organization. An employee may request deletion through their organization administrator. Authorized administrators can delete employee accounts in the App. Users may also submit an external deletion or privacy request using the contact information below.
## Children's privacy
The App is a workplace attendance service and is not directed to children. We do not knowingly collect personal information from children through the App.
## International processing
Information may be processed in countries other than the user's country. Where required, we use appropriate safeguards for such processing.
## Changes to this policy
We may update this Privacy Policy when the App or legal requirements change. We will update the effective date and provide any notice required by law.
## Contact us
For privacy questions, requests, or complaints, contact:
Vertex Software Solution
**Email:** softwaresolutionvertex@gmail.com