Privacy Policy

We collect only the information needed to run your organization’s HR operations:

• Account details — your name, email address, mobile number, role and department.
• Location data — GPS coordinates used for attendance, field visits and, where your organization enables field tracking for your role, duty-time location visibility. Field tracking is bounded by attendance: it can begin only after Attendance IN and stops after Attendance OUT.
• Photos — a selfie taken at check-in when your organization enables photo verification.
• Employment records — attendance, leave, tasks, payroll figures, documents and KYC information added by you or your administrator.
• Device & usage data — basic technical information such as your IP address and app interactions, used for security and to keep the service working.

• To record and verify attendance, including location and optional selfie checks.
• To manage leave, tasks, payroll, field visits and other HR functions.
• To send you notifications about approvals, tasks and account activity.
• To secure the platform and prevent misuse.

We do not sell your personal data, and we do not use it for advertising.

The app requests location and camera permissions because attendance and field work may depend on them. If your organization enables field tracking for your role, location may be collected at configured intervals only while you are on duty (after Attendance IN and before Attendance OUT), or only during an active field visit if your organization chooses that narrower mode. After Attendance OUT the tracking service records an Employee Off Duty state and does not store new GPS coordinates.

GPS permission denied/unavailable states, silent tracking gaps and later restoration may be recorded for audit and operational reporting. Silent gaps are marked as inferred when the server does not receive an expected heartbeat. The camera is used only for user-initiated photo capture such as attendance verification.

Attendance IN/OUT, field-visit action times and tracking audit events use timestamps generated or validated by our server infrastructure. The employee device clock is not accepted as the authoritative punch time. This helps prevent backdating by changing the date or time on a phone or computer.

Your information is visible to:

• The administrators and authorized managers of your own organization’s workspace.
• Our infrastructure providers who host the service on our behalf (for example, our cloud database and hosting providers), under confidentiality obligations.

We do not share your personal data with third parties outside your organization, except where required by law.

If your organization chooses to enable the backup integration, HR data can be exported or backed up to your organization’s own Google Drive or Google Sheets. In that case the data resides in your organization’s Google account under Google’s terms, and your organization controls it. We only facilitate the export you initiate.

Data is transmitted over encrypted HTTPS connections and stored with access controls so that only authorized users in your workspace can view it. No method of transmission or storage is completely secure, but we take reasonable measures to protect your information.

We retain your data for as long as your organization maintains an active account, or as needed to provide the service and meet legal obligations. When an employee is offboarded, their historical records are retained for the organization’s records unless the organization requests deletion.

You may request access to, correction of, or deletion of your personal data. Because your employer owns the workspace, such requests are usually handled through your organization’s administrator. You may also contact us directly using the details below, and we will respond in coordination with your organization.

SM HRMS is intended for use by employees and is not directed at anyone under 18.

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.

For any privacy question or request, contact:

• SystemMaster Automations
• Email: Connect@systemmaster.in
• Phone: +91 90279 65956
• Web: www.systemmaster.in