Privacy Policy
This Privacy Policy explains how AttendanceKart collects, uses, stores, shares, and protects personal, employment, attendance, payroll, location, facial verification, leave, and remote access information across our web applications, portals, mobile apps, and microservices.
1Scope of This Policy
This policy applies to AttendanceKart, an integrated HRMS and workforce management platform accessible via web applications (Employee Portal, Admin Dashboard, Super Admin Console), mobile applications, and backend REST microservices.
AttendanceKart is designed for organization-wide use by authorized administrators, HR personnel, managers, employees, and operations teams. By accessing the web portal or platform services, you acknowledge that your organization processes information for employment tracking, attendance auditing, payroll processing, compliance verification, and workforce security.
2Information We Collect
Depending on your account role and configured features, AttendanceKart collects and processes the following data categories:
Account & Authentication Data
- Full name, work email address, phone number, encrypted password hash, role credentials, organization code (tenant ID), JWT session tokens, and active login state.
- Remembered email preferences and session persistence settings stored securely in browser storage.
Employee Profile & HR Records
- Employee code, designation, department, joining date, gender, employment classification (Permanent, Contractual, Intern), and profile avatar.
- Organization-configured HR fields including residential address, emergency contact information, date of birth, blood group, and government identity numbers (e.g. Aadhaar / PAN details where managed by employer).
Payroll & Salary Information
- Basic salary, HRA, statutory allowances, PF deductions, tax withholdings, net payout figures, overtime compensation logs, and monthly payslip history.
- Organization-managed bank routing details (bank name, account number, IFSC code, PF/ESI numbers) for direct deposit payroll generation.
Attendance, Biometrics & Geolocation
- Clock-in and clock-out timestamps, daily working hours, late arrivals, shift assignments, leave balances, and remote access request logs.
- Biometric Facial Hash Vectors: Facial images captured during registration/clock-in are converted into non-reversible SFace v2 mathematical feature vector embeddings for identity verification and anti-spoofing liveness checks.
- Geofence Coordinates: GPS latitude, longitude, and distance metrics evaluated at the moment of clock-in to verify authorized office geofences.
3Biometric Data Protection & Anti-Spoofing
Zero Raw Biometric Sale / Distribution Policy:
AttendanceKart converts facial images into encrypted numerical embeddings stored in specialized vector indexes (FAISS). We do not sell, rent, trade, or distribute raw biometric data to external marketing vendors, third-party data brokers, or ad networks under any circumstances. Biometric embeddings exist exclusively to verify employee identity during clock-ins.
4How We Use Collected Information
AttendanceKart utilizes your data strictly for legitimate operational purposes:
- Authenticating user sign-ins and maintaining secure role-based session permissions (Employee, HR Admin, Super Admin).
- Validating attendance check-ins through facial verification and geofence boundary calculations.
- Calculating automated monthly payroll disbursemnts, leave deductions, and statutory compliance statements.
- Generating organizational audit trails, workforce analytics, and activity notifications.
- Responding to organizational support inquiries and platform security diagnostic alerts.
5Data Storage & Security Safeguards
We implement comprehensive technical, organizational, and architectural safeguards to protect company and employee records:
- Data in Transit: Encrypted using modern TLS 1.3 / HTTPS protocols.
- Data at Rest: Database passwords are hashed using bcrypt with salt. Sensitive biometric vectors are isolated in protected microservice memory spaces.
- Tenant Isolation: Multi-tenant database architecture enforces logical isolation (`organizationId` / `tenantId`) ensuring zero cross-company data leakage.
6Organizational Ownership & Data Controls
Your subscribing employer acts as the primary Data Controller for employment, payroll, and attendance records created within their AttendanceKart organization workspace. Designated organization administrators hold privileges to manage employee accounts, modify shift configurations, review attendance logs, and generate company reports.
7Terms & Conditions Reference
This Privacy Policy is an integral part of the overall platform agreement. Please also read our official AttendanceKart Terms & Conditions for details on service usage, SLAs, and liability terms.
8Contact Information
If you have any questions or data protection inquiries, please contact our privacy compliance team: