Privacy Policy
Last Updated: February 2026
Introduction
This Privacy Policy explains how HRMS and Attendance System ("we", "us", "our") collects, uses, discloses, and protects personal data when you use our HRMS and Attendance System ("the System").
By accessing or using the System, you agree to the collection and use of information in accordance with this Privacy Policy.
Information We Collect
Personal Information
We may collect personal information from users including:
- Name
- Contact details (email address, phone number)
- Employee ID
- Job title and department
- Attendance records (clock-in and clock-out times, leave requests)
- Payroll information
Usage Data
We may collect information on how the System is accessed and used:
- IP address
- Browser type and version
- Pages visited
- Time and date of visit
- Device information
Location Data
We collect precise location data (including GPS coordinates) to verify employee attendance and confirm presence at designated workplace locations.
How Location Data Is Collected
- When the app is actively used to mark attendance (foreground location access).
- In the background during working hours, the System collects location data to verify presence at designated sites even when the app is closed or not in use, provided the user has granted explicit background location permission.
Purpose of Location Collection
- Verifying physical presence at approved workplace locations
- Preventing proxy, remote, or fraudulent attendance marking
- Supporting attendance validation for payroll processing
Permission and User Control
Location access requires user permission. Users may enable or disable location permissions at any time through their device settings.
Camera Data
The System may access the device camera to capture attendance verification images and profile photographs.
Purpose of Camera Access
- Verifying the identity of the employee marking attendance
- Preventing fraudulent or proxy attendance marking
- Maintaining attendance audit records
Permission and User Control
Camera access requires user permission. If camera permission is denied, attendance verification features may not function properly.
How We Use Your Information
We use the collected data for the following purposes:
- Provide, operate, and maintain the System
- Manage employee attendance and payroll
- Communicate with users and provide customer support
- Monitor system usage to detect and prevent technical issues
- Improve and customize the System
Data Sharing and Disclosure
We may share your information with third parties in the following situations:
- With service providers who assist in operating the System
- When required by law or public authorities
- To protect our rights or property
- To prevent or investigate possible wrongdoing
- With your consent or at your direction
Data Security
We implement reasonable security measures to protect your personal data from unauthorized access, use, or disclosure.
- Encryption of data in transit and at rest
- Regular security assessments
- Role-based access controls and authentication procedures
While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee absolute security.
Data Retention
We retain personal data only as long as necessary to fulfill the purposes described in this policy and comply with legal obligations.
- Attendance records and location data retained per company HR policies
- Camera images stored securely for audit and compliance purposes
- Expired data securely deleted or anonymized
Your Rights
Depending on your jurisdiction, you may have the following rights:
- Access and obtain a copy of your personal data
- Correct inaccurate or incomplete personal data
- Request deletion of your personal data
- Restrict or object to processing of personal data
- Data portability
To exercise these rights contact:
Email:
Email: hrmscloud2025@gmail.com | info@webespire.com
You may also submit an account deletion request through the following form:
Children’s Privacy
The System is intended for use by employees, managers, directors, and authorized personnel. It is not directed to individuals under the age of 18.
We do not knowingly collect personal data from children under 18. If we become aware such data has been collected, we will delete it promptly.
If you believe a child has provided personal data, contact us:
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in practices, legal requirements, or system functionality.
When changes are made, we will update the "Last Updated" date at the top of this page.
Users are advised to review this Privacy Policy periodically.