Effective Date: April 8, 2026
1. Introduction This Privacy Policy describes how Shaoni (we) collects, uses, and protects your information when you use our mobile application. Shaoni is an Employee Self-Service (ESS) & HR Management Platform designed to streamline internal workplace operations, manage professional data, track requests, and access company resources.
2. Information We Collect Personal Identifiable Information (PII):
Account Information: Full name, email address, phone number, city, and authentication credentials (username/password).
Employment Data: Employee ID, User Role (e.g., Admin, Employee), Department, Office Location (e.g., GHR Building), and Manager Name for approval hierarchies.
Account Status: Tracking of active/inactive employment status.
Usage and Device Information:
App Analytics: How you interact with the Shaoni app features and service catalogs.
Device Information: Device type, operating system version (e.g., iOS 15+, Android API 24+), and app version.
Notification Data: Push notification tokens, permissions, and delivery status.
Employment & Request Data (Including Sensitive Data):
Service Requests: Data concerning exit permissions (departure date, hours, type of permission such as Medical or Personal), HR letters, and IT equipment requests.
Document Attachments: Files uploaded to support requests (PDF, Word, Images, Excel), which may contain sensitive personal or medical justifications.
Calendar Data: Birth dates and request dates processed using both Gregorian and Hijri calendars.
3. How We Use Your Information
Service Delivery: To provide comprehensive HR management, process exit permissions, and manage internal service requests.
Account Management: To create and securely manage your employee profile.
Authentication: To verify your identity and secure your account through our API.
Communication: To route requests to the appropriate managers for approval (e.g., New -> Manager Approval -> HR Approval).
App Improvement: To analyze internal usage patterns and ensure seamless multi-language (Arabic/English) functionality.
4. Information Sharing We do not sell your personal information. We may share information with:
Employer/HR Departments: Your data is shared internally with your company's management, HR, and IT departments to facilitate workplace operations and approvals.
Service Providers: Third-party vendors who assist in app functionality, cloud hosting, and notification delivery.
Legal Requirements: When required by law or to protect our legal rights.
5. Data Security We implement appropriate security measures including:
Encryption of sensitive data and attachments during transmission.
Secure authentication protocols utilizing Bearer tokens.
Regular security assessments of our API endpoints.
Strict role-based access control (e.g., limiting what standard employees can see versus managers or admins).
6. Your Rights You have the right to:
Access your personal and employment information.
Request corrections to inaccurate HR data.
Manage your push notification permissions (opt-in/opt-out) through your OS settings.
Review your historical record of past requests and attachments. (Note: Complete account deletion may be subject to your employer's data retention policies for employment records).
7. Children's Privacy Our Service is designed for the workplace and is not intended for children. We do not knowingly collect personal information from individuals under the legal working age.
8. International Data Transfers Your information may be transferred to and processed in Saudi Arabia and other countries where our servers or employers operate. We ensure appropriate safeguards are in place for international transfers.
9. Third-Party Services Our app may integrate with:
Push notification services (for iOS and Android).
Cloud storage services (for secure document attachment handling).
Analytics services to monitor app stability.
10. Specific App Features
Request Management & Workflows: We collect data submitted via dynamic forms to track requests in real-time and maintain a searchable archive of outcomes.
Notifications: We request push notification permissions to send real-time alerts regarding request status updates, company announcements, and tasks requiring manager action.
Localization & Dates: We process calendar dates dynamically to support both Hijri and Gregorian formats for administrative scheduling and date tracking.
11. Data Retention We retain your information for as long as your employee account is active or as needed to provide ESS services. Historical records of requests, approvals, and attachments may be retained according to your employer's corporate compliance and legal archiving requirements.
12. Changes to This Policy We may update this Privacy Policy periodically. We will notify you of significant changes through company announcements within the app or via your registered email.
13. Compliance This privacy policy complies with:
Saudi Arabian Data Protection Regulations
General Data Protection Regulation (GDPR)
California Consumer Privacy Act (CCPA)
App Store and Google Play Store requirements
14. Contact Us For questions about this Privacy Policy, contact us at: Ejad Solutions Company
Email: ejadsolution.company@gmail.com
Phone: + 966556680031
Address: جدة، مكة المكرمة، المملكة العربية السعودية