Employee attendance app with check-in, reports, and notifications.
Last updated: December 21, 2024
Privacy Policy
This Privacy Policy describes our policies and procedures on the collection, use and disclosure of your information when you use HRIS EasyCheck and tells you about your privacy rights and how the law protects you.
We use your personal data to provide and improve the service. By using the service, you agree to the collection and use of information in accordance with this Privacy Policy.
Interpretation and Definitions
Definitions
For the purposes of this Privacy Policy:
Account means a unique account created for you to access our service or parts of our service.
Application refers to HRIS EasyCheck, the mobile application provided by the Company for employee attendance and HR management.
Company refers to the organization that provides the HRIS Easy Check application to its employees.
Device means any device that can access the service such as a computer, mobile phone or digital tablet.
Personal Data is any information that relates to an identified or identifiable individual.
Service refers to the HRIS Easy Check Application.
Usage Data refers to data collected automatically, either generated by the use of the service or from the service infrastructure itself.
Collecting and Using Your Personal Data
Data Collection Overview
Employee personal details such as name, employee ID, email, phone number, department, and designation are captured and maintained by your organization's HR department in the main HRIS system. The HRIS EasyCheck mobile application does not collect or store these personal details directly.
Types of Data Collected by the App
Attendance-Related Data
The HRIS EasyCheck application collects only the following attendance-related information:
Check-in/Check-out timestamps: Date and time when attendance is marked
Location data: GPS coordinates and address information for attendance verification
Attendance status: Present, absent, late arrival, early departure records
Session duration: Total time spent at work location
Usage Data related to app functionality
Location Information
We collect location information specifically for attendance verification purposes, including:
GPS coordinates when marking attendance
Network-based location data for verification
Address information where attendance is marked
Location Information
We may use and store information about your location if you give us permission to do so. We use this data to provide features of our service, such as attendance verification and location-based check-in/check-out functionality.
You can enable or disable location services when you use our service at any time through your device settings.
Use of Your Data
The Company uses the attendance and location data collected by HRIS EasyCheck for the following specific purposes:
Attendance tracking: To record and verify employee attendance at authorized work locations
Time management: To calculate work hours, overtime, and break durations
Location verification: To ensure attendance is marked from authorized work premises
Attendance reports: To generate daily, weekly, and monthly attendance summaries
Compliance monitoring: To ensure adherence to company attendance policies
Payroll processing: To provide accurate attendance data for salary calculations
The app does not collect, store, or process personal employee information such as name, email, phone number, or other personal details - this information is managed separately by your organization's HR department.
Retention of Your Data
The Company will retain attendance and location data collected by HRIS EasyCheck only for as long as necessary for employment and compliance purposes. Attendance records and related location data will be retained according to company policies and legal requirements for employment records.
Usage Data related to app functionality is generally retained for a shorter period, except when this data is used to strengthen security or improve app functionality, or when legally required to retain this data for longer periods.
Security of Your Personal Data
The security of your Personal Data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
Data Collection Scope
HRIS EasyCheck operates with a limited data collection scope focused exclusively on attendance management. Personal employee information is maintained by your organization's HR department in the main HRIS system and is not collected or stored by this mobile application.
Children's Privacy
Our service is intended for employees of the organization and does not address anyone under the age of 18. We do not knowingly collect personally identifiable information from anyone under the age of 18.
Contact Us
If you have any questions about this Privacy Policy, you can contact your HR department or IT support team.
Terms of Service
These Terms of Service govern your use of the HRIS EasyCheck application and the services provided through the application.
Acceptance of Terms
By downloading, installing, or using the HRIS EasyCheck application, you agree to be bound by these Terms of Service. If you disagree with any part of these terms, then you may not access the service.
Description of Service
HRIS EasyCheck is a secure and user-friendly attendance and HR management app designed for registered employees. The application provides:
Check-In & Check-Out: Record attendance anytime, anywhere with location verification
Attendance Reports: View daily, weekly, and monthly attendance summaries
Company Notifications: Stay updated with HR news and announcements
Employee Communication: Receive important alerts directly on your phone
Secure Login: Access is enabled only for registered users
HR Integration: Seamless connection with company HR systems
User Accounts
Your account will be created by our HR team, and the login details will be shared with you. You are responsible for keeping your password secure and for all activities carried out under your account. Please notify us promptly if you suspect any unauthorized access or misuse.
Acceptable Use
You may use our service only for lawful purposes and in accordance with these Terms. You agree not to use the service:
For any unlawful purpose or to solicit others to perform illegal acts
To violate any company policies or procedures
To transmit, or procure the sending of, any advertising or promotional material
To impersonate or attempt to impersonate another employee
To interfere with or circumvent the security features of the service
Location Services
The application uses location services to verify attendance marking. By using the attendance features, you consent to the collection and use of your location data for employment verification purposes.
Termination
We may terminate or suspend your account immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms of Service. Upon termination, your right to use the service will cease immediately.
Limitation of Liability
In no event shall the Company, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from your use of the service.
Changes to Terms
We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will try to provide at least 30 days notice prior to any new terms taking effect.
Support
Getting Help
If you need assistance with HRIS EasyCheck, please follow these steps:
1. HR Department
For account-related issues, attendance discrepancies, or policy questions, please contact your HR department directly. They can assist with:
Account setup and login issues
Attendance record corrections
Leave request approvals
Policy clarifications
2. IT Support
For technical issues with the application, please contact your organization's IT support team. They can help with:
App installation and updates
Device compatibility issues
Network connectivity problems
Location services configuration
Common Issues and Solutions
Cannot Mark Attendance
Ensure that:
Location services are enabled for the app
You are within the designated work location
Your internet connection is stable
The app is updated to the latest version
Login Problems
If you cannot log in:
Verify your employee ID and password
Check with HR if your account is active
Try resetting your password through the app
Contact IT support for account unlocking
Business Hours
Support is typically available during regular business hours. For urgent issues outside of business hours, please follow your organization's emergency contact procedures.
Data Deletion Policy
Automatic Data Deactivation
HRIS EasyCheck does not provide users with the option to manually request data deletion. All attendance and location data associated with your employee account will be automatically deactivated when your employment status changes.
When Data Becomes Inactive
Your attendance and location data will be automatically deactivated in the following situations:
Employee resignation
Termination of employment
Employee transfer out of organization
Voluntary departure from organization
Removal from company systems by HR
What Happens During Deactivation
When your employment ends, the following occurs automatically:
App Access: Your login access to HRIS EasyCheck is immediately disabled
Active Data: Your attendance and location data becomes inactive in the system
Account Status: Your employee account is deactivated across all HR systems
Device Access: The app will no longer function on your device
Data Retention for Legal Compliance
Although your data becomes inactive upon employment termination, certain attendance records may be retained by the organization for legal and compliance purposes, including:
Attendance records for payroll and audit purposes
Employment history and performance records
Records required by labor laws and regulations
Tax and social security compliance documentation
No Manual Deletion Process
Since HRIS EasyCheck is designed as an enterprise application managed by your organization's HR department, there is no user-initiated deletion process. All data lifecycle management is handled automatically based on your employment status within the organization.
Contact for Questions
If you have questions about data deactivation or retention policies, please contact your HR department. They can provide specific information about your organization's data retention policies and legal requirements.
Location Disclosure
Location Data Usage
HRIS EasyCheck uses location services to provide attendance verification and ensure accurate time tracking. This section explains how your location data is collected, used, and protected.
When Location Data is Collected
Location data is collected in the following situations:
Check-in/Check-out: When you mark attendance using the app
Location Verification: To ensure you are at the designated work location
Time Tracking: For accurate recording of work hours
Compliance: To meet company attendance policies
Types of Location Data
We collect the following location information:
GPS Coordinates: Precise location (latitude and longitude)
Network Location: Approximate location based on Wi-Fi and cellular networks
Timestamp: Date and time when location was recorded
Address Information: Human-readable address when available
Location Accuracy
The app uses the most accurate location method available on your device:
High Accuracy: Uses GPS, Wi-Fi, and mobile networks
Battery Saving: Uses Wi-Fi and mobile networks only
Device Only: Uses GPS only
Permission and Control
You have control over location permissions:
Initial Permission: You must grant location permission when first using the app
Permission Management: You can modify permissions in your device settings
App Functionality: Location features require permission to function properly
Alternative Options: Contact HR if you cannot use location services
Data Storage and Security
Location data is protected through:
Encryption: All location data is encrypted in transit and at rest
Access Control: Only authorized personnel can access location data
Retention Policy: Location data is retained according to company policies
Regular Audits: Security measures are regularly reviewed and updated
Location Data Sharing
Your location data may be shared with:
HR Department: For attendance verification and policy compliance
Supervisors: For work location confirmation when required
Payroll Systems: For accurate time and location-based pay calculations
Legal Requirements: When required by law or legal proceedings
Opting Out
If you prefer not to use location services:
Contact your HR department to discuss alternative attendance methods
Note that some features may not be available without location services
Manual attendance processes may be implemented as alternatives