🛡️ Privacy Policy

1. 📋 Information We Collect

We collect the following categories of information to operate and improve our HRMS services:

2. 🎯 How We Use Your Information

• Manage employee records & HR operations
• Process payroll, attendance & leave
• Authenticate employees (including face recognition)
• Send notifications & communications
• Enhance app performance & experience
• Maintain system security & prevent fraud
• Generate HR analytics & business reports

We do not use your information for advertising or marketing.

3. 🎙 Audio Recording & Audio Expense Analyz

Our HRMS app includes an Audio Expense Recording feature that allows you to speak an expense note, which the system converts into text for automated expense creation.

What We Collect

When you use this feature, we may collect:

• Voice/audio recordings captured using the device microphone
• Audio metadata (e.g., file size, duration, format: mp3, m4a, wav, webm, etc.)

How Audio is Captured

• Audio is recorded only when you manually tap “Record”.
• No background or automatic recording occurs.
• The recording stays on your device until you upload it for processing.

How Audio is Processed

• The recorded audio is securely uploaded through HTTPS.
• Our backend analyzes the audio to extract expense details (amount, category, vendor, etc.).

We do not use audio for:

• ❌ Voice recognition
• ❌ Biometrics
• ❌ Advertising
• ❌ Profiling or surveillance

Storage & Access

• Audio files are stored only for the time needed to complete expense processing.
• Only authorized HR/admin personnel can access generated expense entries.

Deletion

Audio files are deleted after automated processing or based on your organization’s retention policy.

4. 🔒 Data Security

• Encrypted data storage (AES-256)
• SSL/TLS-secured communication
• Role-based access control
• Regular security audits

We never sell or trade your personal data.

5. 🤝 Data Sharing & Disclosure

• Government authorities (when legally required)
• Authorized financial institutions for payroll
• Trusted third-party service providers

All partners comply with strict data protection standards.

6. 📍 Location Data Usage

The ECS HRMS app uses Precise Location only for:

• Attendance marking
• Geofencing validation
• HR compliance requirements

Location is not used for tracking or marketing.

7. 👁️‍🗨️ Face Recognition Data

Face Recognition & Biometric Data Usage (Attendance Feature) Our HRMS Attendance App uses face recognition technology strictly for employee attendance verification within their organization. This feature ensures accurate, secure, and fraud-free attendance tracking.

🔍 Why We Use Face Recognition

• To verify employee identity during check-in and check-out.
• To prevent proxy or fraudulent attendance.
• To improve accuracy and eliminate manual errors.

👤 User Consent

• Face recognition is used only after employees provide explicit consent during onboarding.
• Employees may choose to continue using face verification for attendance.
• Organizations using the app also inform employees about this requirement before enabling the feature.

🔐 How We Handle Facial Data

Face Capture:

• The mobile app only captures a photograph of the employee’s face using the device camera.
• The app does not analyze, compare, detect, or process biometric data on the device.
• No on-device AI/ML or local face matching is used.

Secure Processing:

• The captured image is securely transmitted over HTTPS to our backend servers.
• Our backend uses Amazon AWS Rekognition services (IndexFaces, DetectFaces, CompareFaces, SearchFacesByImage) to:
• detect the face,
• create encrypted face templates,
• match the employee for attendance verification.

Where Processing Happens:

• All biometric processing happens only on our backend servers.
• No face templates or biometric identifiers are stored on the mobile device.

📦 Storage, Access & Sharing

• Face templates are stored securely within our protected AWS cloud environment.
• Face data is never shared, sold, or used for any purpose other than attendance verification.
• Only authorized HR/Admin users within the employee’s organization can access face data.
• AWS acts solely as our cloud service provider and does not access, reuse, or repurpose biometric data.

🛡️ Compliance & Transparency

• We do *not* use face data for surveillance, tracking, or monitoring beyond attendance features.
• The app follows strict privacy and security practices to protect all biometric information.
• Users may request the deletion of their face data through their organization’s HR department.

🗑️ Data Retention & Deletion

• Face templates are retained only while the employee remains active in the organization.
• Once an employee is removed or deactivated, all face data and biometric templates are permanently deleted from our backend systems.

8. 🌍 International Data Transfer

Your data may be processed in countries where our servers or trusted partners operate. We ensure lawful and secure data transfer mechanisms.

9. 📅 Data Retention

We retain your data only as long as required by:

• Your employer
• Business operations
• Legal or statutory obligations

After that, data is permanently deleted or anonymized.

10. 👤 Your Rights

• Access or update your data
• Request data deletion (subject to employer approval)
• Withdraw consent where applicable
• Receive a copy of your stored information

Contact us at: support@ecscloudinfotech.com

11. 🍪 Cookies

Our website and HRMS may use cookies to improve your experience. You may manage cookie settings in your browser.

12. 🧾 Changes to This Policy

We may update this policy from time to time. The most recent version will always reflect the latest "Last Updated" date.