Privacy notice

Version 1.4.

What we collect

SamarthOps records your location at the moment you tap Check in and the moment you tap Check out: latitude, longitude, how accurate the reading is, and the time. It also keeps your name, employee ID and mobile number and e-mail address (the e-mail address is used to send your sign-in code), plus technical details of your phone that are needed for security: the device model, operating system, app version and an identifier that links your account to one phone.
If Samarth Ops switches it on, SamarthOps also asks you to take a selfie (a photo of your face) when you tap Check in and Check out. The photo is used only as proof of attendance. We do not compare it with other photos and we do not match faces.
Your organisation may also set up its office sites (places with a radius). Your position at check-in and check-out is compared with your site. If your organisation limits check-in to its sites, you cannot check in or out away from your site; if not, the record is only marked for administrators. No extra location is collected for this.
Your organisation also stores details about you for your employee profile: your date of birth, your joining date, your leaving date (when you leave) and the person who approves your leave.
If Samarth Ops switches it on, SamarthOps also records your location while you are checked in, including while the app is in the background or closed: a point every few minutes between Check in and Check out, and only inside the time window Samarth Ops sets, if it sets one. A notification stays visible on your phone while this runs. It stops at Check out. If Samarth Ops has not switched it on, SamarthOps does not read your location in the background, while the app is closed, or between check-in and check-out.
Samarth Ops may also keep, in the app, documents for you (such as salary slips and letters), requests you make (leave, attendance, overtime) with the reason you type and the decision, and worked hours and overtime worked out from your attendance. If Samarth Ops switches on announcements, the app shows the messages an administrator sends and records whether you have read them. If it switches on the birthday and joining-day banner, your first name is shown to other signed-in people on your birthday or joining anniversary; never your year.
To send you notices as push messages, the app stores a push token (an address for your phone) only while push is on. The message says only that you have a new notice: it never carries the text of the notice or your name. The token is deleted when you sign out, reset your phone, are blocked or deactivated, and after 60 days without contact. SamarthOps can also send technical crash reports (no name, no identity, no attendance data) if Samarth Ops switches them on.
We do not track your location at any other time. We do not collect your contacts, messages or other files, and we do not read the photos on your phone: the app takes a photo only when you are asked for a selfie.

Why we collect it

Samarth Ops uses this information only to record and verify your attendance, to keep attendance records accurate, to investigate and correct mistakes, and to keep the service secure (for example, to detect fake locations or an account being used on an unregistered phone). It is not used for advertising and is not sold.
You are asked to agree before the app uses your location. Your agreement is the basis on which this data is processed.

Who can access it

Authorised administrators of Samarth Ops can view your attendance records, including the locations captured at check-in and check-out, the location trail if it is switched on, and your selfies, your hours and requests, your profile details (including date of birth, joining and leaving dates and leave approver), the documents kept for you (your organisation decides who may open each one), and whether you have read an announcement, and can correct or delete the records. Every time an administrator opens a selfie or a document, it is written to a log. Administrators have different permission levels and their actions on records are logged. Other employees cannot see your data.

For administrative work and to resolve technical problems, authorised support staff of the service provider that runs SamarthOps may view the records stored for Samarth Ops. This access is limited to what is needed for that purpose, the data is not used for anything else, and any change to settings or records is made only at the request of Samarth Ops. Support access is logged.

Who processes it for us

To run the service we use providers that handle limited data on our behalf: a mapping service that turns your coordinates into a street address (Google, and the free OpenStreetMap service when Google cannot answer, which receives only the coordinates, never your name), an e-mail provider (Brevo) that sends one-time passcodes and short notice e-mails to your e-mail address, Google Firebase Cloud Messaging, which delivers push messages (it receives your push token and a generic message, never the text of a notice or your name), and a cloud hosting provider (Amazon Web Services) that stores the data, and your selfies and documents in private stores, on servers in India. These providers may use the data only to provide their service.

How it is stored and protected

Data is stored in a protected database on servers in India. It is encrypted while it travels between your phone and our servers, access is limited to authorised people, and every administrator action on records is written to an audit log. You sign in with one-time passcodes, and your session is tied to your registered phone. No system is perfectly secure, but we use reasonable safeguards, and we will inform you and the authorities as the law requires if a breach affects your data.

Retention period

Your attendance records, including the locations captured at check-in and check-out, are kept until your organisation's administrators delete them. Administrators can delete any record at any time.
Selfies are kept only for a limited time, between 7 and 90 days as set by Samarth Ops, and are then deleted. The location trail recorded between check-in and check-out is kept for the number of days Samarth Ops sets (30 by default) and is then deleted. If Samarth Ops later switches location recording off, points already stored stay until that same retention period ends.

Your rights and choices

You can ask Samarth Ops to tell you what data is held about you and give you a copy, to correct data that is wrong, to delete your data, and to withdraw your consent. Withdrawing consent means SamarthOps can no longer be used to record your attendance, so your attendance may need to be recorded another way. Administrators can correct or delete records at your request. You may nominate another person to exercise these rights for you. If you are not satisfied with the response to a complaint, you may approach the Data Protection Board of India.

Support and grievance contact

For any question, request or complaint about your data, contact support@samarthops.in.

Changes to this notice

If this notice changes in a way that matters, SamarthOps will show you the new version and ask you to agree again before your next check-in. Every version you agree to is recorded with the date, the time and your device.