PRIVACY POLICY
Last Updated: February 2, 2026
1. INTRODUCTION
Welcome to the IHC Budget Monitoring and Control App ("we," "our," or "the App"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application.
2. INFORMATION WE COLLECT
2.1 Personal Information
We collect the following personal information that you provide when using the App:
- Account Information: Username, email address, full name, role, and department
- Authentication Data: Password (encrypted), login tokens, and session information
- Budget Request Data: Request descriptions, amounts, categories, dates, and approval comments
- Profile Information: Department assignments and role-based access information
2.2 Automatically Collected Information
- Device Information: Device type, operating system version, unique device identifiers
- Usage Data: App features accessed, actions performed, and timestamps
- Network Information: Internet connection status and network type
2.3 Media and Files
- Images: Receipt images and supporting documents you choose to attach to budget requests
- Storage Access: Access to device storage to save and retrieve attachments
3. HOW WE USE YOUR INFORMATION
We use the collected information for the following purposes:
- Account Management: Create and manage user accounts, authenticate users, and maintain session security
- Budget Request Processing: Enable submission, tracking, and approval of budget requests
- Workflow Management: Route requests through appropriate approval chains based on roles and departments
- Analytics and Reporting: Generate dashboard statistics and financial reports
- Communication: Send notifications about request status changes and approval actions
- Security: Protect against unauthorized access and maintain data integrity
- App Improvement: Analyze usage patterns to improve functionality and user experience
4. PERMISSIONS EXPLAINED
4.1 Internet Access
Required to connect to the server, synchronize data, and enable real-time budget request management.
4.2 Network State
Used to check internet connectivity and ensure proper data synchronization.
4.3 Camera
Allows users to capture photos of receipts and supporting documents directly within the app for budget request attachments.
4.4 Read Media Images
Enables users to select and attach existing images from their device gallery as supporting documentation for budget requests.
4.5 Storage Access
Required to save and retrieve attachment files associated with budget requests.
5. DATA SHARING AND DISCLOSURE
We do not sell, trade, or rent your personal information to third parties. Your data is shared only within your organization as follows:
- Internal Sharing: Budget request information is shared with relevant approvers (Department Heads, Auditors, Accounting CA, Executives) based on the approval workflow
- Department Access: Users can only view requests relevant to their assigned departments and roles
- Administrative Access: System administrators can access data for system management and support purposes
Legal Requirements:
We may disclose your information if required by law or in response to valid legal processes.
6. DATA SECURITY
We implement enterprise-grade security measures to protect your data:
- Encryption: All communications between the app and server are encrypted using HTTPS/SSL
- Authentication: Secure token-based authentication with session management
- Password Protection: Passwords are encrypted using industry-standard hashing algorithms
- Access Control: Role-based permissions ensure users can only access authorized data
- Server Security: Data stored on secure servers with regular security updates
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
7. DATA RETENTION
We retain your personal information for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required by law or organizational policy. Budget request data is maintained for audit and compliance purposes according to your organization's financial record-keeping requirements.
8. YOUR RIGHTS
You have the following rights regarding your personal information:
- Access: Request access to your personal data stored in the system
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your account (subject to organizational policy and legal requirements)
- Data Portability: Request export of your budget request data
- Opt-Out: Disable non-essential data collection features
To exercise these rights, please contact your organization's IT administrator.
9. CHILDREN'S PRIVACY
This App is designed for business use by employees and is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.
10. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.
11. THIRD-PARTY SERVICES
The App connects to your organization's budget management server. Your organization's server and data practices are governed by their own policies. This app does not integrate with any third-party analytics, advertising, or tracking services.
12. INTERNATIONAL DATA TRANSFERS
Your data is processed and stored on servers located within your organization's infrastructure. If your organization operates internationally, your data may be transferred to and maintained on servers located outside of your country of residence.
13. CONTACT INFORMATION
If you have questions or concerns about this Privacy Policy or our data practices, please contact your organization's IT administrator.
14. CONSENT
By using the IHC Budget Monitoring and Control App, you consent to this Privacy Policy and agree to its terms.