Privacy Policy for SYSNIX EMPLOYEE

1. Scope and responsibility

This Policy applies to users of SYSNIX EMPLOYEE on Android or iOS and to the supporting web resources used to provide privacy information or receive privacy requests.

Where Sysnix provides the app directly to its own personnel, Sysnix determines why and how the data is used. Where another employer or customer organization provides your account, that organization may determine the purposes of processing and Sysnix may process the data on its instructions. In that situation, your organization administrator is usually the first contact for employment-record questions, and Sysnix will assist as appropriate.

2. Data we access and collect

The exact data handled depends on your role, permissions, the features enabled by your organization and the actions you choose to take.

Account, profile and employment information

• Name, employee or login ID, work email address, phone number and account credentials.
• Employee code, organization, role, permissions, department, designation, joining date and employment status.
• Profile fields you or an authorized administrator provide, such as address, city, state, postal code, date of birth, blood group and emergency-contact details.

Location and attendance information

• A precise or approximate foreground GPS point, accuracy value and capture time when you tap check-in or check-out, together with your attendance time, status and site or activity remark.
• If you separately choose "I consent and start sharing", periodic foreground shift-location points, timestamps and accuracy values while that visible sharing session remains active.
• Location-sharing consent version, consent time, session start and stop times, stop reason, status and the displayed retention deadline.

Important: A check-in or check-out submits one GPS point and does not start optional shift-location sharing. Optional sharing uses foreground location only and stops when you use the Stop control, check out, or the session otherwise ends. The app does not request background-location permission.

Workforce and business records

• Attendance history, team roster status, work updates, project assignments, service tickets, approvals and related notes.
• Tool and equipment assignments, custody transfers, conditions, acceptance history and audit events.
• Expense claims, amounts, dates, categories, descriptions, approval status and receipt evidence.
• Delivery challans, service reports, purchase bills, vendor or customer details, item and transaction information, OCR results and corrections, and customer signatory names and signatures.
• Other files, photos, images or PDFs that you deliberately capture, select or upload for an enabled work feature. Documents may contain personal, tax, banking or commercial information supplied by you or your organization.

Device, session and security information

• A randomly generated installation identifier, device name, platform, operating-system context and app version used to register and secure a device session.
• Authentication and refresh tokens, session status, permission grants and password-change events.
• IP address, request time, API path, basic browser or user-agent information, response or error status, and security or audit events generated when the Service is accessed.

Communications and privacy requests

• Information you include when you contact Sysnix or your organization for support, correction, access or deletion, along with records needed to verify and respond to the request.

3. How we collect data

• Directly from you when you sign in, update your profile, enter work information, draw a signature, capture a photo, choose a file or contact support.
• From your device when you grant a permission and take a clear action, such as capturing an attendance location, starting foreground shift sharing or opening the camera.
• From your employer or authorized organization administrators when they create or maintain your account, assignments, permissions and business records.
• Automatically from the app, API and network infrastructure to authenticate requests, maintain sessions, prevent abuse, diagnose failures and preserve an audit trail.

4. Why we use data

• Create, authenticate, secure and administer organization-managed user accounts and devices.
• Provide attendance, consent-based shift location, workforce, project, tool-custody, expense, document, service and approval features.
• Show authorized users relevant records, such as an employee's own history, team attendance status or an administrator's operational dashboard.
• Upload, validate, organize, review and, where enabled, extract information from business documents.
• Generate challans, service reports and other requested business outputs, including customer-approved signatures.
• Maintain data integrity, permissions, auditability, fraud prevention, troubleshooting, backup and service continuity.
• Respond to support and privacy requests and comply with employment, accounting, tax, contractual, security and other applicable legal obligations.

5. Sensitive permissions and your controls

Location

The app asks for foreground location only when a location-dependent action needs it. You can deny or revoke location permission in device settings, but check-in, check-out and shift-sharing features that require location will not work. Optional shift sharing requires a separate in-app consent action, remains visibly indicated while active and provides a Stop control.

Camera and files

The camera is used only after you choose a capture action for an enabled document workflow, such as a receipt or purchase bill. The document picker is used only after you choose a file. The app does not scan your photo library or general device storage in the background. You can deny or revoke camera permission in device settings.

No advertising tracking

The current app does not contain advertising SDKs, does not show personalized ads and does not use your data to track you across unrelated apps or websites. We do not sell personal or sensitive user data.

6. When data is shared or disclosed

We disclose data only as needed for the Service and the purposes described in this Policy. Depending on your organization and permissions, recipients may include:

• Authorized personnel within your organization, such as designated administrators, HR, finance, project managers or supervisors. Limited team information, such as names and attendance status, may be visible to other authorized employees where the feature requires it.
• Customers, suppliers or signatories where you or your organization intentionally creates or shares a business document involving them.
• Infrastructure, hosting, database, storage, network, security, backup and support providers that process data for Sysnix under instructions and appropriate confidentiality or security obligations.
• Professional advisers, auditors, regulators, courts, law-enforcement agencies or other parties when disclosure is required by law or reasonably necessary to establish, exercise or defend legal claims, protect people or systems, or investigate misuse.
• A successor or transaction counterparty in connection with a merger, reorganization, financing or sale of all or part of the business, subject to appropriate safeguards and notice where required.

Important: We do not share app data with data brokers, advertising networks or third parties for their own direct marketing. If an organization enables a new external document-processing or other integration that handles personal or sensitive data, the relevant disclosure and Google Play Data safety information must be updated before use.

7. Data security

We use administrative, technical and organizational safeguards designed for the sensitivity of the data handled by the Service. These include:

• HTTPS encryption for production app-to-server communications and authenticated, device-aware sessions.
• Android Keystore or iOS Keychain-backed secure storage for session credentials on supported devices.
• Role- and permission-based server authorization, tenant separation, audit logging and restricted administrative access.
• Private app storage and platform backup exclusions for protected purchase-bill outbox copies; server-verified completed outbox uploads are removed from local protected storage.
• File-type, size, authorization and integrity checks in document workflows, together with operational monitoring and backup or recovery controls where configured.

Important: No storage or transmission method is completely secure. If you believe your account or data has been compromised, contact your organization administrator and Sysnix promptly.

8. Data retention

Shift-location data

Each optional shift-location session receives a server retention deadline that is shown in the app. The current technical configuration limits detailed shift-location retention to no more than 90 days. When the deadline is reached, stored coordinates and related location detail are automatically purged. Minimal consent and session audit information, such as the fact that consent was given and the session's dates or status, may be retained for accountability.

Attendance and business records

Check-in and check-out location points are part of attendance records and are separate from optional shift-location pings. Attendance, employment, expense, accounting, project, service, document and audit records are retained for as long as reasonably necessary for the organization's operational, contractual, payroll, tax, accounting, security and legal requirements. Retention periods can differ by record type and organization.

On-device data

Session credentials remain until logout, invalidation or expiry. Protected purchase-bill outbox copies and minimal upload-queue metadata remain in private app storage until upload completes or the user explicitly discards them. After a server-verified outbox upload completes, the app deletes that local working copy. Other user-selected attachment and generated-PDF cache files are temporary and are removed through normal app or operating-system cache management. Signing out removes local session credentials.

Deletion and backups

When data is no longer required, it is deleted, de-identified or isolated from routine use. Where protected backups are maintained, residual copies may remain temporarily until their scheduled rotation, unless longer retention is required for security, fraud prevention, dispute resolution or applicable law.

9. Access, correction and deletion requests

SYSNIX EMPLOYEE accounts are created and managed by an employer or authorized organization administrator; users cannot create a public account inside the app. You can update available profile fields in the app or ask your organization administrator to correct an organization-managed field.

To request a copy, correction or deletion of your app account and associated personal data, contact your organization administrator or email sales@sysnixautomation.com with the subject "SYSNIX EMPLOYEE Privacy Request". Include your name, employee or login ID, organization and the request you want completed. Do not send your password, authentication token, identity document or confidential business files by email. We may need to verify your identity and authority through your organization before acting.

After a verified deletion request, the account will be deleted or de-identified along with associated data that is not required for a legitimate business or legal purpose. Some employer, payroll, tax, accounting, safety, security, audit, fraud-prevention, backup or legal records may need to be retained. Where deletion cannot immediately be completed, access will be restricted where appropriate and you will be informed of the reason and expected handling. Account deactivation or logout alone does not constitute deletion.

Important: Privacy and deletion requests are reviewed and completed within a reasonable period and within any timeframe required by applicable law. There is no charge for an ordinary request, although repeated, manifestly unfounded or excessive requests may be handled as permitted by law.

10. International processing

Sysnix is based in India. If you use the Service from another country, data may be processed in India or in locations where contracted infrastructure providers operate. Where required, Sysnix or the relevant organization uses contractual and technical safeguards for such processing.

11. Children

SYSNIX EMPLOYEE is a workplace application for authorized personnel and is not directed to anyone under 18. Organization administrators should not issue an account to a child. If we learn that a child has supplied data through the Service, we will investigate and take appropriate action.

12. Changes to this Policy

We may update this Policy when the app, data practices or legal requirements change. The current version will remain available at this URL with a revised "Last updated" date. Material changes may also be communicated in the app or through the relevant organization where required.

13. Privacy contact

For questions, complaints or privacy requests relating to SYSNIX EMPLOYEE, contact Sysnix Automation Pvt. Ltd. using the details below.