Privacy Policy

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PRIVACY POLICY

  1. Introduction

Our Company (referred to hereinafter as “Company,” “we,” “us,” or “our”) maintains the highest standards of personal data protection and privacy. This policy applies to the Employee Attendance and Movement Tracking Mobile Application (referred to hereinafter as “Application”).

  1. Data We Collect

The Application collects the following data from your employees:

2.1 Attendance and Departure Data

  • Date and time of check-in and check out
  • Location of attendance registration (GPS coordinates)
  • Unique employee identification number
  • Duration of work hours

2.2 Location Data

  • Precise geographical location (latitude and longitude) during working hours
  • Daily movement history and route tracking
  • Geofencing alerts and entry/exit notifications

2.3 Device Information

  • Device type and model
  • Operating system and version
  • Unique device identifier (UDID/IDFA)
  • Device IP address

2.4 Account Information

  • Username and login credentials
  • Basic profile information
  • Authentication data
  • Account access history
  1. Legal Basis for Data Collection

Data collection is based on:

  • Explicit Consent: Written consent from employees before using the Application
  • Contractual Obligation: Data required for managing the employment relationship
  • Legitimate Interests: Ensuring employee safety, protecting company assets, and managing productivity
  1. How We Use the Data

We use collected data for:

  • Attendance Management: Recording employee presence, calculating work hours, and salary calculations
  • Field Monitoring: Verifying employee presence at designated work locations and project sites
  • Safety and Security: Ensuring employee safety and protecting company property and assets
  • Legal Compliance: Complying with UAE laws and regulations regarding employment records
  • Service Improvement: Improving Application performance, features, and user experience
  • Reporting and Analytics: Analyzing work patterns, productivity metrics, and resource allocation
  • Complaint Investigations: Investigating attendance-related complaints and discrepancies
  • Payroll Processing: Accurate salary calculation based on actual working hours
  1. Data Sharing

We do not share employee data with third parties except in the following cases:

  • Legal Requirements: When required by law or court orders
  • Government Authorities: Tax authorities and relevant government entities in the UAE
  • Service Providers: Trusted vendors who provide technical services and commit to data protection standards
  • Legal Advisors: Consultants assisting us in legal compliance and regulatory matters
  • Emergency Situations: When necessary to protect life, health, or safety of individuals
  1. Data Storage and Retention

Data is stored on:

  • Secure Servers: Encrypted data stored on protected servers with advanced security technologies
  • Data Location: Data is primarily stored within the United Arab Emirates
  • Retention Period: Data is retained for the duration of employment plus one year after termination, unless laws require longer retention

Data Deletion:

  • After the retention period, data is securely deleted or anonymized
  • Employees can request data deletion in accordance with applicable laws
  • Backup copies are maintained for security purposes and deleted according to backup retention policies
  1. Employee Rights

Each employee has the following rights:

7.1 Right to Access

The right to obtain a copy of personal data stored about them at any time

7.2 Right to Rectification

The right to correct any inaccurate or incomplete data

7.3 Right to Erasure

The right to delete data in circumstances permitted by law

7.4 Right to Object

The right to object to data processing under certain circumstances

7.5 Right to Data Portability

The right to receive data in an electronic, organized, and commonly used format

7.6 Right to Withdraw Consent

The right to withdraw consent at any time without affecting the lawfulness of processing before withdrawal

  1. Data Security

We maintain data security through:

  • Encryption: Data encrypted during transmission and storage (TLS/SSL, AES-256)
  • Access Control: Strict restrictions on who can access data (role based access control)
  • Monitoring: Continuous monitoring of data access and suspicious activities
  • Backups: Regular backups to ensure data is not lost
  • Staff Training: Training employees on data security best practices
  • Security Audits: Periodic security audits and penetration testing
  • Incident Response: Documented procedures for responding to security breaches
  1. Employee Consent

Prior informed consent is required: The Application cannot be used without obtaining explicit written consent from the employee. Consent includes:

  • Consent to collect precise location data
  • Consent to maintain daily movement records
  • Acknowledgment of data usage for attendance management
  • Understanding of rights and data handling practices

Consent Form Must Include:

  • Clear explanation of what data is collected
  • How the data will be used
  • Duration of data retention
  • Employee rights regarding their data
  • Right to withdraw consent
  • Employee signature and date
  1. Withdrawal of Consent

Employees can withdraw consent at any time by:

  • Providing written notice to the Human Resources Manager
  • Sending a formal email to the designated contact
  • Submitting withdrawal request through official channels

Effects of Withdrawal:

  • Employee will no longer be able to use the Application
  • Withdrawal does not affect the lawfulness of processing before withdrawal
  • Previously collected data may still be retained for legal compliance purposes
  1. Legal Compliance

The Application is implemented in accordance with:

  • UAE Federal Law No. 45 of 2021: Regarding protection of personal data in the United Arab Emirates
  • Cybercrime Law (UAE Federal Law No. 5 of 2012): Protecting digital information security
  • Telecommunications Law (UAE Federal Law No. 3 of 2003): Regulating electronic communications
  • Federal Labor Law and Cabinet Decision No. 33 of 2021: Protecting employee rights
  • GDPR Requirements: Where applicable to any data subjects outside the UAE
  • Apple App Store Privacy Requirements: Meeting all App Store privacy standards
  1. Company Commitments

The Company commits to:

  • Not using data for discriminatory or harmful purposes
  • Not selling or renting employee data
  • Not using data for purposes other than those stated in this policy
  • Protecting data confidentiality and maintaining high security standards
  • Responding to all data access and deletion requests within 30 days
  • Investigating and addressing any privacy complaints within 15 days
  • Maintaining transparency in data handling practices
  • Updating this policy and informing employees of material changes
  1. Third-Party Services

If the Company uses third party service providers (cloud storage, analytics, etc.):

  • All service providers must sign Data Processing Agreements
  • Service providers must comply with this privacy policy
  • Service providers are prohibited from using data for their own purposes
  • Company remains responsible for third-party data handling
  1. Data Breach Notification

In the event of a security breach:

  • The Company will notify affected employees within 72 hours
  • Notification will include details of the breach and steps taken
  • The Company will notify relevant UAE authorities if required by law
  • Employees will be informed of measures to prevent future breaches
  1. Policy Updates

This policy may be updated from time to time. Employees will be notified of:

  • Any material changes to the policy
  • The reasons for the changes
  • Their right to review the new policy
  • Any new approvals required
  1. Complaints and Inquiries

For inquiries or complaints regarding this policy or data processing:

Email:
Phone:
Address:
Data Protection Officer (if applicable): [Name and Contact]

Complaints can also be filed with the relevant authorities in the United Arab Emirates:

  • UAE General Authority for Regulation of Telecommunications: For telecommunications related issues
  • Local Ministry of Human Resources: For labor related data protection issues
  1. Apple App Store Compliance

In compliance with Apple App Store requirements:

  • Employees will only be tracked during designated working hours
  • Employees can review and update privacy settings at any time
  • The Application requests explicit permission before accessing location data
  • Employees can choose “Only While Using the App” to restrict location access
  • The Application displays clear data collection notifications
  • Users can revoke location permissions through device settings at any time
  • No data is shared with third parties for advertising purposes
  • No sensitive health or biometric data is collected
  1. Cross Border Data Transfers

While data is primarily stored in the UAE:

  • Any international transfers comply with applicable data protection laws
  • Standard contractual clauses are used for international transfers where necessary
  • The Company ensures equivalent protection levels for transferred data
  • Employees will be notified of any cross border transfers in advance
  1. Children’s Privacy

This Application is not designed for use by individuals under 18 years of age. If the Company becomes aware of data collection from minors without parental consent, it will delete such data immediately.

  1. Contact Information

For privacy-related inquiries, please contact:

Data Protection Contact
Company Name:
Email:
Postal Address:
Telephone:

By using this Application, the employee consents to data collection and processing as described in this policy.

 

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