Privacy Policy for NeosHRM App

Effective Date: [Insert Date]
Last Updated: [Insert Date]

1. Introduction

NeosHRM ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use the NeosHRM mobile application and its integration with our web-based Human Resource Information System (HRIS).

By using NeosHRM, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal data necessary for HR management:

• Identity Information: Full name, employee ID, date of birth, gender, photograph

• Contact Information: Email address, phone number, residential address

• Employment Information: Job title, department, supervisor details, employment status, work location, salary information

• Attendance Data: Clock-in/clock-out times, work hours, location data (for attendance tracking)

• Leave Records: Leave applications, leave balances, leave history, medical certificates (when applicable)

• Financial Information: Bank account details (for salary payments), TA/DA claims, reimbursement requests

• Meal Preferences: Regular/irregular meal planning data

• Movement Records: Movement requests, gate pass applications

• Requisition Data: Purchase requisitions and approval records

2.2 Technical Information

• Device information (device type, operating system, unique device identifiers)

• IP address

• App usage data and analytics

• Log files and error reports

2.3 Information from Supervisors and HR/Admin

Supervisors and HR/Admin users may access and process employee data for approval workflows, attendance monitoring, and administrative purposes as part of their job responsibilities.

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Core HR Functions

• Managing employment relationships and contractual obligations

• Processing leave, movement, and gate pass requests

• Recording and monitoring attendance

• Processing TA/DA claims and requisitions

• Managing meal planning and cafeteria services

• Facilitating approval workflows for supervisors

• Payroll processing and financial administration

3.2 System Operations

• Providing and maintaining the NeosHRM app functionality

• Authenticating user access and ensuring system security

• Troubleshooting technical issues

• Improving app features and user experience

• Sending important notifications related to your requests and approvals

3.3 Legal Compliance

• Complying with labor laws and employment regulations

• Maintaining records required by law

• Responding to legal proceedings or government requests

4. Legal Basis for Processing (GDPR)

We process your personal data based on:

• Contractual Necessity: Processing is necessary to fulfill our employment contract with you

• Legal Obligation: Processing is required to comply with employment laws and regulations

• Legitimate Interest: Processing is necessary for our legitimate business interests (e.g., managing workforce, ensuring security) while respecting your privacy rights

5. Data Sharing and Disclosure

5.1 Internal Sharing

Your data is shared within the organization on a need-to-know basis:

• Your direct supervisor can view and approve your requests

• HR and Admin teams can access relevant employee data for management purposes

• Finance department receives information for payroll and reimbursement processing

5.2 Third-Party Service Providers

We may share your data with trusted third-party service providers who assist us in:

• Cloud hosting and data storage

• Payment processing

• Analytics and app performance monitoring

• Technical support services

All third-party providers are contractually bound to protect your data and use it only for specified purposes.

5.3 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or to protect our legal rights and safety.

We do not sell or rent your personal information to third parties for marketing purposes.

6. Data Security

We implement industry-standard security measures to protect your personal information:

• Data encryption in transit and at rest

• Secure authentication and access controls

• Regular security audits and vulnerability assessments

• Secure servers with firewall protection

• Employee training on data protection and confidentiality

• Limited access based on role and necessity

Despite our security measures, no system is completely secure. We encourage you to maintain the confidentiality of your login credentials.

7. Data Retention

We retain your personal information for as long as:

• You remain an active employee of the organization

• Required by applicable labor laws and regulations (typically 3-7 years after employment termination, depending on jurisdiction)

• Necessary for legal, accounting, or reporting purposes

Once data is no longer required, it will be securely deleted or anonymized.

8. Your Privacy Rights

You have the following rights regarding your personal data:

8.1 Right to Access

You can request a copy of the personal data we hold about you.

8.2 Right to Rectification

You can request correction of inaccurate or incomplete personal information.

8.3 Right to Erasure

You can request deletion of your data in certain circumstances, subject to legal retention requirements.

8.4 Right to Object

You can object to processing of your data based on legitimate interests.

8.5 Right to Data Portability

You can request your data in a structured, machine-readable format.

8.6 Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time (though this may affect your ability to use certain features).

To exercise any of these rights, please contact us using the details provided in Section 13.

9. Integration with HRIS

NeosHRM is integrated with our web-based Human Resource Information System (HRIS). Data entered in the mobile app is synchronized with the HRIS platform, and vice versa. Both systems operate under this unified privacy policy. All security and privacy standards apply equally to both platforms.

10. Location Data

NeosHRM may collect location data when you check in/out for attendance purposes. This data is used solely for verifying your work location and is not tracked continuously. You can disable location services in your device settings, though this may limit certain app functionalities.

11. Children's Privacy

NeosHRM is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or app features. We will notify you of any material changes through:

• In-app notifications

• Email notifications

• Posting the updated policy with a revised "Last Updated" date

Your continued use of NeosHRM after changes indicates your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

NeosCoder Ltd. 
198, Akij House, Bir Uttam Mir Showkat Sarak, Tegaon Sarak, Tejgaon, Dhaka – 1208 
neosapp@neoscoder.com 
+8801334762500, +1(945)2848808 

14. Supervisory Authority

If you are located in the European Union or European Economic Area, you have the right to lodge a complaint with your local data protection supervisory authority if you believe we have violated your privacy rights.

Your privacy matters to us. We are committed to protecting your personal information and handling it with transparency and care.