Privacy & Security Policy

1. Information We Collect & Why

StaffSuite collects necessary information to provide secure HR management, payroll processing, and staff attendance services. This includes:

Account Information: Name, email address, phone number, and organizational role for account creation and administration.
Financial & Employment Data: Salary structure, payslips, leave balances, loan history, and business expense receipts to provide core payroll and HR services.
Location Data (Foreground Only): We collect precise GPS location data strictly during the attendance check-in/out process to verify your presence at the authorized shop or site location. We do not track your location in the background.
Camera & Photos: Accessed to capture your face during attendance check-in, scan shop QR codes, and upload images of receipts for expense claims.

To ensure secure access and effective account management, we require your phone number.

Purpose: Your phone number is strictly used for authentication (e.g., secure login) and identifying your profile within the organization's staff directory.
Data Storage: Your phone number is transmitted securely (HTTPS) and stored in our proprietary databases. It is retained securely for as long as your account is active.
No Third-Party Sharing: Your phone number is kept strictly confidential. We do not sell, rent, or share your phone number with any third parties or advertisers.

To facilitate secure geolocation-based attendance, StaffSuite requires location access.

Active Check-ins Only: Location is only accessed at the exact moment you explicitly clock in or clock out.
Purpose: It verifies that staff members are at their designated shop or work site during attendance marking.
No Background Tracking: Unlike delivery or fleet applications, StaffSuite does not track or monitor your location in the background or during your personal time.

We request access to your device camera and photo library for specific HR operations.

Usage: You can take photos of expense receipts, upload documents for HR compliance, and use the camera for daily facial recognition check-ins.
Privacy: We do not access your camera or photo library in the background. Access is strictly limited to moments when you explicitly initiate an upload or scan.

We implement rigorous, industry-standard security measures, including:

End-to-end encryption for all sensitive HR and financial data transmissions.
Secure cloud infrastructure with restricted access controls.
Strict separation of tenant data to ensure your organization's payroll data is completely isolated.

You retain control over your personal data subject to employer compliance regulations.

Access & Update: You may view your profile, payslips, and leave history within the app.
Deletion Request: Since this is an enterprise HR application, requests for permanent deletion of your account or employment history must be directed to your organization's administrator or HR department.

If you have any questions regarding this Privacy Policy or our security practices, please contact our support team at sk.profile2023@gmail.com.