Privacy Policy for VFM FIELD TRACKING

1. Introduction

This Privacy Policy explains how the VFM FIELD TRACKING ("App", "we", "us", or "our") collects, uses, processes, and protects your personal information. We are committed to protecting your privacy and ensuring the security of your data.

2. Information We Collect and Process

2.1 Biometric Data

• Facial Images: The app captures your facial photograph during check-in and check-out for identity verification purposes.
• Face Detection Data: We use Google ML Kit for face detection to automatically capture your photo when your face is detected.
• Purpose: To verify employee identity and maintain accurate attendance records.
• Storage: Facial images are transmitted to our secure backend server and are not stored permanently on your device.

2.2 Location Data

• GPS Coordinates: We collect your precise location (latitude and longitude) during check-in, check-out, and continuously during field tracking.
• Background Location Tracking: When you check in, the app starts tracking your location in the background to monitor field movements and ensure you remain within authorized work areas.
• Purpose: To verify that attendance is recorded from authorized work locations, track field employee movements, and ensure workplace safety and compliance.
• Frequency: Location is collected during check-in/check-out and continuously in the background at regular intervals (typically every few minutes) while you are checked in.
• No Location: If location services are disabled, the app will still function but will record attendance without location data and field tracking will not be available.

2.3 Audio Recordings

• Voice Commands: The app records your voice when you say "YES" or "NO" for Early checkout .
• Early Checkout Reasons: Voice recordings (up to 8 seconds) are captured when you state your reason for early checkout.
• Purpose: To process voice commands and maintain records of early checkout justifications.
• Storage: Audio files are temporarily stored on your device and transmitted to our backend server, then deleted from your device.

2.4 Personal Information (Received from Server, Not Collected by App)

• What the app receives: After facial recognition by our backend server, the app displays employee information (name, employee number, role, work location) that is already stored in our database.
• Important: The app does NOT collect or send this personal information. It only displays what the server sends back after verifying your face.
• Purpose: To show you confirmation of successful attendance recording with your employee details.

2.5 Attendance Records (Received from Server for Display)

• What the app receives: Check-in time, check-out time, and total working hours are calculated and stored by the backend server, then sent to the app for display.
• What the app sends: Early checkout reasons (voice recordings) are collected by the app and sent to the server for record-keeping.
• Purpose: To display your attendance history and confirm successful check-in/out. Attendance records are maintained by our backend server for payroll and HR management.

2.6 Technical Data

• Session IDs: Unique randomly-generated identifiers (UUIDs) to link facial recognition and voice data during a single attendance transaction. These are NOT device identifiers.
• Network Status: The app checks internet connectivity locally on your device to display alerts when offline. This information is NOT collected or sent to the server.

3. Permissions Required

Permission	Purpose	When Used
Camera	Capture facial photos for attendance verification	During check-in and check-out
Location (Foreground)	Record GPS coordinates to verify work location	During check-in and check-out Attendace use
Location (Background/Always)	Track field employee movements and monitor.	Continuously while checked in
Microphone	Record voice commands and early checkout reasons	During voice input scenarios
Storage	Temporarily store captured images and audio files	During data transmission to server
Internet	Send attendance data and location updates to backend server	Continuously during app usage
Foreground Service	Enable continuous location tracking while app is in background	While checked in for field tracking

4. How Your Information Is Used

4.1 By the App:

• Attendance Capture: To capture and transmit your facial image to the backend server for identity verification.
• Location Capture: To capture and transmit your GPS coordinates for location verification.
• Field Tracking: To continuously track and transmit your location while you are checked in for field work monitoring.
• Geo-Fence Monitoring: To monitor whether you are inside or outside designated work areas.
• Voice Command Processing: To record and transmit voice commands for check-in, scenarios and early checkout reasons.
• Display Confirmation: To show you confirmation of successful attendance recording with your details.

4.2 By Our Backend Server:

• Identity Verification: To recognize your face and ensure the correct employee is recording attendance.
• Location Verification: To verify that attendance is recorded from authorized work locations.
• Field Movement Tracking: To track and record field employee movements throughout the workday.
• Attendance Recording: To record check-in and check-out times in the organizational database.
• Record Keeping: To maintain attendance records for HR and payroll purposes, including:
  • Calculating working hours for payroll processing
  • Tracking attendance for HR management
  • Managing leave balances and overtime
  • Compliance with labor laws and regulations
  • Generating attendance reports for management
  • Monitoring field employee productivity and safety
  • Analyzing field work patterns and route optimization
• Early Checkout Documentation: To record and store reasons for early departures for HR review.

5. Data Transmission and Storage

5.1 Backend Server

• Primary Server: Data is transmitted to our backend server hosted by our VIPRAS TECH SOLUTIONS.
• Transmission: All data is transmitted via HTTPS protocols for secure communication.
• Authentication: API key authentication is used to secure data transmission.
• Location Updates: Location data is sent to the server at regular intervals while you are checked in.

5.2 Local Storage and Auto-Deletion

• Temporary Files: Images and audio are temporarily stored on your device during transmission to the backend server.
• Automatic Deletion: All captured files (photos and voice recordings) are automatically deleted from your device immediately after successful transmission to the server.
• Privacy Protection: This ensures your biometric data (facial images and voice) is not left on your device unnecessarily.
• No Permanent Storage: The app does not permanently store any biometric data on your device.
• Storage Duration: Files exist on your device only during the upload process (typically 5-30 seconds), then are automatically removed.
• Session Data: Employee name and role are temporarily stored in device memory (SharedPreferences) while location tracking is active, and cleared upon checkout.

6. Data Sharing and Third Parties

6.1 Google ML Kit

• Purpose: Face detection to automatically trigger photo capture.
• Processing: Face detection is performed on-device; no data is sent to Google.
• Privacy: Google ML Kit processes images locally and does not store or transmit your facial data.

6.2 No Third-Party Sharing

• We DO NOT sell, rent, or share your personal information with third parties for marketing purposes.
• Data is used internally for attendance management and field tracking purposes only.
• We do not share your data with advertising networks or data brokers.

7. Data Retention

• Attendance Records: Retained as per our organizational policy (typically for payroll and compliance purposes, minimum 3-7 years as per labor laws).
• Facial Images: Retained on the backend server as per organizational requirements for identity verification and security purposes.
• Location Data: Field tracking location data is retained for the duration required for payroll verification, route analysis, and compliance (typically 1-3 years).
• Audio Recordings: Retained for record-keeping purposes related to early checkouts (typically 1-2 years).
• Session Data: Temporary session IDs are deleted after the attendance transaction is complete.

8. Data Security

• Encryption: Data transmission uses secure protocols (HTTPS) to prevent interception.
• Authentication: API key authentication prevents unauthorized access to the backend server.
• Access Control: Only authorized personnel can access the backend server and attendance data.
• Regular Audits: We conduct regular security audits to protect your data.
• Secure Storage: Backend servers are protected with industry-standard security measures including firewalls, encryption at rest, and access logging.

9. Your Rights

As an employee user, you have the right to:

• Access: Request access to your attendance data, location history, and personal information.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your data (subject to legal and organizational requirements).
• Withdraw Consent: Withdraw your consent for data processing (may affect app functionality and employment terms).
• Data Portability: Request a copy of your data in a portable format.
• Object to Processing: Object to certain types of data processing (subject to legitimate business interests).

10. Children's Privacy

This app is NOT intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. This app is designed exclusively for employee attendance tracking and field monitoring in workplace settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by:

• Posting the updated policy in the app
• Updating the "Last Updated" date below
• Notifying users through email or organizational communication channels
• Displaying an in-app notification upon next login

12. Legal Compliance

This Privacy Policy is designed to comply with:

• Google Play Store Developer Program Policies
• Android Privacy Best Practices
• GDPR (General Data Protection Regulation) - if applicable in the EU
• CCPA (California Consumer Privacy Act) - if applicable in California, USA
• Information Technology Act, 2000 (India)
• Personal Data Protection Bill (India) - when enacted
• Local Data Protection Laws in your jurisdiction

13. Acknowledgment and Consent

14. Governing Law

15. Contact Us