PRIVACY POLICY FOR PETROCON HRMS MOBILE APPLICATION

1. INTRODUCTION

This Privacy Policy ("Policy") describes how Petrocon Engineers & Consultants ("we," "us," "our," or "Company") collects, uses, and protects information when you use the Petrocon HRMS mobile application ("the App" or "Petrocon HRMS App").

The App is developed and operated by Petrocon Engineers & Consultants for internal use by our employees to manage human resources, attendance tracking, and related administrative functions.

By downloading, installing, or using the Petrocon HRMS App, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. INFORMATION COLLECTION

2.1 Information We Collect

The Petrocon HRMS App collects the following types of information:

a) Employee Identification Data:

• Employee Code: Used for authentication and identification
• Employee Name: Displayed in the app for profile purposes
• Employee Designation and Department: For organizational purposes

b) Biometric Data:

• Facial Recognition Data: Face images and facial recognition templates are collected and stored for attendance verification purposes
• Face Images: Captured during registration and attendance marking
• Facial Recognition Templates: Generated biometric templates for face matching

c) Location Data:

• GPS Coordinates: Collected only during attendance check-in and check-out events
• Location Timestamp: Recorded with each attendance entry
• Location Accuracy: Used to verify attendance location

d) Device Information:

• Device ID: Unique device identifier for app functionality
• Device Model: For technical support and compatibility
• Operating System Version: For app optimization
• App Version: For update management

e) Attendance Records:

• Check-in/Check-out Timestamps
• Attendance Images: Face images captured during attendance marking
• Location Data: Associated with each attendance entry

f) Authentication Data:

• Phone Number: Used for OTP-based authentication
• OTP Verification: Temporary authentication tokens

2.2 Information We DO NOT Collect

We DO NOT collect:

• Personal information beyond what is already in our HR system
• Contact lists or address books
• SMS or call logs
• Browsing history or internet activity
• Financial information or payment details
• Location data outside of check-in/check-out events
• Any data unrelated to HRMS functionality

3. DATA USAGE

Your information is used solely for the following purposes:

3.1 Core Functionality:

• Employee authentication and login verification
• Face recognition for attendance marking
• Attendance record management
• Displaying your attendance history and records
• Showing your employee profile information

3.2 Administrative Purposes:

• HR management and employee administration
• Attendance tracking and reporting
• Payroll processing (attendance data)
• Compliance with company policies
• Internal auditing and record-keeping

3.3 We DO NOT:

• Share your information with third parties for marketing purposes
• Use your data for advertising
• Sell your personal information
• Use your location data for tracking outside attendance events
• Use your biometric data for any purpose other than attendance verification

4. DATA STORAGE AND RETENTION

4.1 Data Storage Locations:

• Attendance records and employee data: Stored securely on Petrocon Engineers & Consultants' servers
• Biometric templates: Stored on secure cloud servers (AWS Rekognition) and local device database
• Face images: Stored on company servers and may be stored locally on device for offline functionality
• Authentication tokens: Temporarily stored on your device

4.2 Data Retention:

• Attendance records: Retained as per company policy and legal requirements
• Biometric data: Retained for the duration of your employment
• Face images: Retained for attendance verification purposes
• Location data: Retained with attendance records

4.3 Data Deletion:

• Upon employee termination, biometric data and face images will be deleted in accordance with company policy
• You may request deletion of your data by contacting HR

5. DATA SECURITY

We implement appropriate technical and organizational security measures to protect your information:

5.1 Security Measures:

• Secure HTTPS communication for all data transmission
• Encrypted data transmission using industry-standard encryption
• OTP-based two-factor authentication
• Secure cloud storage with AWS Rekognition for biometric data
• Regular security updates and patches
• Access controls and authentication requirements
• Secure server infrastructure

5.2 Biometric Data Security:

• Facial recognition templates are encrypted
• Face images are stored securely with access controls
• Biometric data is not shared with third parties
• Secure transmission of biometric data to cloud services

5.3 Device Security:

• Local data encryption on device
• Secure authentication mechanisms
• Automatic logout after inactivity

6. DATA SHARING AND DISCLOSURE

6.1 We DO NOT:

• Sell your personal information to third parties
• Share your data with advertisers or marketing companies
• Disclose your information for commercial purposes

6.2 Limited Sharing:

We may share your information only in the following circumstances:

• With authorized HR personnel and management for administrative purposes
• With IT service providers who assist in app maintenance (under strict confidentiality agreements)
• With cloud service providers (AWS) for biometric recognition services (data is processed securely and not used for other purposes)
• When required by law or legal process
• To protect the rights, property, or safety of the Company, employees, or others

7. YOUR RIGHTS AND CHOICES

As an employee using the Petrocon HRMS App, you have the right to:

7.1 Access Rights:

• Access your attendance records through the app
• View your employee profile information
• Request access to your stored data

7.2 Correction Rights:

• Request correction of inaccurate personal information
• Update your profile information through HR

7.3 Data Concerns:

• Contact HR for any data-related concerns
• Request information about data processing
• File complaints regarding data handling

7.4 Limitations:

• Some data (such as attendance records) may be required for legal and administrative purposes and cannot be deleted
• Biometric data deletion may affect app functionality

8. CHILDREN'S PRIVACY

The Petrocon HRMS App is intended for use by Petrocon Engineers & Consultants employees only. We do not knowingly collect information from individuals under the age of 18. If you believe we have collected information from a minor, please contact us immediately.

9. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify users of any significant changes through:

• In-app notifications
• Email notifications (if applicable)
• Updated version of the app

The "Last Updated" date at the top of this Policy indicates when it was last revised. Your continued use of the App after changes are made constitutes acceptance of the updated Policy.

10. CONSENT

By downloading, installing, and using the Petrocon HRMS App, you consent to:

• The collection and use of your information as described in this Privacy Policy
• The processing of your biometric data for attendance verification
• The collection of location data during attendance events
• The storage of your data on company servers and cloud services

If you do not agree with this Privacy Policy, please do not use the App and contact HR for alternative attendance marking methods.

12. APP-SPECIFIC INFORMATION

• App Name: Petrocon HRMS
• Developer/Publisher: Petrocon Engineers & Consultants
• App Purpose: Internal HRMS application for employee attendance management, face recognition-based attendance marking, and HR administration
• Target Audience: Petrocon Engineers & Consultants employees only
• Data Controller: Petrocon Engineers & Consultants

13. BIOMETRIC DATA SPECIFIC PROVISIONS

13.1 Collection of Biometric Data:

The App uses facial recognition technology for attendance verification. This involves:

• Capturing face images during registration
• Generating biometric templates from face images
• Storing face images and templates for matching purposes
• Using cloud-based facial recognition services (AWS Rekognition)

13.2 Purpose of Biometric Data:

Biometric data is collected and used solely for:

• Employee identification during attendance marking
• Preventing attendance fraud
• Automated attendance verification
• No other purpose

13.3 Biometric Data Storage:

• Face images: Stored on company servers and locally on device
• Biometric templates: Stored securely in AWS Rekognition cloud service
• Templates are encrypted and secured

13.4 Biometric Data Retention:

• Retained for the duration of your employment
• Deleted upon employee termination (subject to legal retention requirements)
• You may request deletion by contacting HR

13.5 Biometric Data Sharing:

• Shared only with authorized HR personnel
• Processed by AWS Rekognition cloud service (under strict data processing agreements)
• Not shared with third parties for any other purpose

14. LOCATION DATA SPECIFIC PROVISIONS

14.1 Location Data Collection:

• Collected only during attendance check-in and check-out events
• GPS coordinates are captured with timestamp
• Location accuracy is recorded for verification

14.2 Purpose of Location Data:

• Verify attendance location
• Ensure attendance is marked from authorized locations
• Compliance with company attendance policies

14.3 Location Data Storage:

• Stored with attendance records on company servers
• Not stored separately or used for tracking
• Deleted in accordance with attendance record retention policy

15. GOVERNING LAW

This Privacy Policy is governed by the laws of India. Any disputes arising from this Policy or the use of the App shall be subject to the exclusive jurisdiction of the courts in India.

16. ACKNOWLEDGMENT

By using the Petrocon HRMS App, you acknowledge that:

• You have read and understood this Privacy Policy
• You consent to the collection, use, and storage of your information as described
• You understand that biometric data is collected for attendance verification
• You agree to the terms and conditions outlined in this Policy
• The App is for internal company use only