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 location used for attendance and field visits and, where your organization enables Field Tracking for you, background location during duty (between Attendance IN and Attendance OUT). See section 3.
• 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.

Location is a core part of SM HRMS: it is how organizations verify attendance and manage field staff. This section explains exactly when and why the app uses it.

a) Attendance and field visits (while you use the app)

• When you mark Attendance IN / OUT, your current location can be recorded if your organization requires location for attendance.
• When you start travel, check in or complete a customer visit, your location at that moment is recorded with the visit.

b) Field Tracking — location in the background during duty

If your organization uses Field Tracking and has enabled it for you, SM HRMS collects your location in the background — including when the app is closed, the screen is off or you are using another app — so that your duty route, distance travelled (KM) and visit history are accurate. For this the Android app asks for the location permission “Allow all the time”, after showing an explanation on screen.

• When: only on duty — tracking starts after Attendance IN and stops automatically at Attendance OUT. No new GPS points are stored while you are off duty.
• Always visible: while tracking is running, Android shows a permanent “SM HRMS • Duty Tracking” notification.
• What is collected: GPS latitude/longitude, accuracy, speed and direction, time (set by our server), and whether device location/GPS was turned off or unavailable.
• How often: at the interval set by your organization (default every 5 minutes).
• Phone restart: if the phone restarts while you are on duty, tracking resumes automatically, and it stops at once if the server shows you are no longer on duty.
• Who can see it: only your organization’s Owner/Admin and your reporting / field manager. It is never visible to other organizations, never sold and never used for advertising.

c) Who controls it

• Your organization can switch the Field Tracking module off for the whole organization, or switch tracking off for individual employees. Organizations that do not use field visits or tracking do not collect background location at all.
• You can change or revoke location permission at any time in Android Settings → Apps → SM HRMS → Permissions → Location. If you do, tracking stops; your organization may still require location for attendance or field visits.

d) Tracking status records

For audit and reporting, the app may record when location permission was denied, when GPS was off or unavailable, and when it was restored. Gaps where the server did not receive an expected update are marked as inferred.

e) Camera

The camera is used only when you take a photo yourself, for example a selfie for attendance verification if your organization enables it.

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.

Your HR records (attendance, leave, tasks, payroll, field visits and account data) are stored in the SM HRMS secure database hosted in India.

Backups. Protected, encrypted backup copies are maintained by SystemMaster and used only to restore the service after a failure or a mistake. They are retained for a limited period and then removed.

Photos and files. Attendance photos and other files are stored securely by SystemMaster or, if your organization connects it, in your organization’s own Google Drive. Files are never shared with public links; they are shown in SM HRMS only to people allowed to see them (the employee, their reporting manager and the organization’s administrators). When your organization connects its own Google Drive, SM HRMS can access only the files it creates there.

Google Sheets export. If your organization enables it, HR data can also be exported to your organization’s own Google Sheets. That copy resides in your organization’s Google account under Google’s terms, and your organization controls it.

To understand how SM HRMS is used, we count page visits and daily active use. We do not store your IP address, and these counts are not linked to your name or account. We use only the approximate country and state of a visit. If your browser sends a “Do Not Track” signal, we do not count the visit.

If your organization enables SM Assistant, the minimum HRMS data needed to answer your request may be sent to the AI provider selected by your organization administrator (Google Gemini, OpenAI or Anthropic Claude). Provider API credentials are encrypted on the SM HRMS server and are not returned to employees, browsers or the Android app.

SM Assistant is designed not to send passwords, bank details or Aadhaar data to an AI provider. Access to HRMS records continues to follow your organization, role and user permissions.

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.

When data is deleted, it disappears from encrypted backups as those backups reach the end of their retention (at most 6 months). Files in an organization’s own Google Drive belong to that organization and are not deleted by SystemMaster.

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