Privacy Policy

1. Information We Collect

We collect the following types of information:

a) Visitor Information

• Full name
• Email address
• Phone number
• Purpose of visit
• Check-in and check-out timestamps

b) Staff Information

• Employee name and ID
• PIN for authentication
• Attendance records (clock-in/clock-out times)
• Role and permissions within the system

c) Location Data

• Building location during clock-in/clock-out
• GPS coordinates for security and operational purposes

d) Device and Usage Data

• Device type and operating system
• App usage logs and timestamps
• Error reports and diagnostic information

2. How We Use Your Information

We use the collected information for the following purposes:

• Visitor Management: To register, track, and manage visitor access to our facilities
• Staff Attendance: To record and monitor staff clock-in/clock-out times
• Security and Safety: To ensure building security and respond to emergencies
• Operational Efficiency: To manage internal operations and improve service delivery
• Compliance: To meet legal, regulatory, and organizational requirements
• System Maintenance: To troubleshoot issues and improve app functionality

3. Data Sharing and Disclosure

We do not sell, rent, or share your personal information with third parties except in the following circumstances:

• Internal Use: Information is accessible to authorized staff and administrators for operational purposes
• Legal Compliance: When required by law, court order, or regulatory authority
• Security and Safety: To protect the safety of individuals or prevent illegal activities
• Service Providers: With trusted third-party vendors who assist with app functionality (subject to confidentiality agreements)

4. Data Security

We take appropriate technical and organizational measures to protect your personal information, including:

• Secure encryption for data transmission and storage
• PIN-based authentication for staff access
• Regular security audits and updates
• Access controls to limit data exposure to authorized personnel only
• Physical and digital safeguards for our systems and facilities

While we implement strong security measures, no system is completely secure. We cannot guarantee absolute security but will take prompt action if a breach occurs.

5. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy or as required by law:

• Visitor Records: Retained for security and compliance purposes, typically for up to 12 months
• Staff Attendance: Retained for payroll, HR, and legal compliance, typically for 6-7 years
• System Logs: Retained for troubleshooting and security, typically for 90 days

After the retention period, data will be securely deleted or anonymized.

6. Your Rights

Depending on your location and applicable laws (such as GDPR or UK Data Protection Act), you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your data (subject to legal and operational requirements)
• Restriction: Request limitation on how we use your data
• Objection: Object to certain types of data processing
• Portability: Request transfer of your data to another organization

To exercise any of these rights, please contact us using the details provided below.

7. Location Services

The app uses location services to record the building location during clock-in/clock-out and for security purposes. By using the app, you consent to this location tracking. You can disable location services in your device settings, but this may limit certain app features.

8. Children's Privacy

This app is intended for use by staff and authorized visitors only. We do not knowingly collect personal information from children under the age of 18 without appropriate consent and safeguarding measures.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify users of significant changes by updating the "Effective Date" at the top of this page. Continued use of the app after changes constitutes acceptance of the updated policy.

10. Third-Party Services

Our app may integrate with third-party services for functionality such as location tracking, notifications, or analytics. These services have their own privacy policies, and we encourage you to review them. We are not responsible for third-party data practices.

11. Contact Us

If you have questions, concerns, or wish to exercise your data rights, please contact us:

12. Regulatory Compliance

We comply with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you believe your data rights have been violated, you may lodge a complaint with the Information Commissioner's Office (ICO) in the UK.