Privacy Policy

This Privacy Policy describes how Ajjitech Systems (“we”, “us”, or “our”) collects, uses, stores, and protects information when you use the Attendance Pro mobile application (“App”) and the Attendance Pro web platform (“Service”). We are committed to protecting your privacy and complying with applicable data protection laws, including requirements for distribution on Google Play.

1. Information we may collect

Depending on how you use the App and Service, we may collect the following categories of information:

• Account and identity data: name, email address, employee number, role, branch assignment, and authentication credentials (stored in hashed form).
• Attendance and employment data: clock-in and clock-out times, attendance status (e.g. on time, late), shift assignments, branch location, and related HR notes entered by authorised administrators.
• Location data: precise geographic coordinates (latitude and longitude) when you clock in or out, and calculated distance from your assigned branch geofence. Location is collected only when you actively use attendance features that require it.
• Device and technical data: device identifier, device name, operating system version, app version, IP address, and API request logs used for security and troubleshooting.
• Communications: messages you send to us (e.g. support or quote requests) and notification preferences.

2. How we use your information

We use collected information for legitimate business purposes, including to:

• Authenticate you and provide access to the App and Service;
• Record and verify attendance using geofence and shift rules configured by your employer;
• Generate attendance reports, alerts, and salary-related calculations where enabled by your organisation;
• Maintain security, prevent fraud, and enforce our terms of use;
• Improve reliability and performance of the App and Service;
• Respond to your enquiries and provide customer support;
• Comply with legal obligations and respond to lawful requests from authorities.

We do not sell your personal information to third parties.

3. Location permission

The App requests access to your device’s location for features that require geographical information, including verifying that you are within your employer’s configured geofence when clocking in or out. Location is used only in connection with attendance functions you initiate; we do not use location for unrelated advertising or profiling.

• You may revoke location permission at any time through your device settings. If you deny or revoke location access, geofence-based clock-in and clock-out may not be available.
• Location data is transmitted securely to our servers and associated with your attendance records for your organisation’s authorised administrators.
• We do not sell location data to third parties.

4. Legal basis and employer responsibility

Where the Service is provided through your employer, your organisation is typically the data controller for employment-related processing, and Ajjitech Systems acts as a processor or service provider according to your organisation’s instructions. Contact your employer for questions about workplace policies governing attendance data.

5. Data sharing

We may share information only in these circumstances:

• With your employer’s authorised users (administrators, managers) through the Service;
• With infrastructure providers that host or support the Service under strict confidentiality and security obligations;
• When required by law, court order, or governmental request;
• To protect the rights, safety, and security of users, Ajjitech Systems, or others.

6. Data security

We implement appropriate technical and organisational measures to protect your information, including:

• Encryption in transit (HTTPS/TLS) for data sent between the App and our servers;
• Secure authentication mechanisms and access controls for administrative accounts;
• Restricted access to personal data on a need-to-know basis;
• Regular review of security practices and monitoring for unauthorised access.

No method of transmission or storage is completely secure; we encourage you to use a strong password and keep your device updated.

7. Data retention

We retain personal information for as long as your account is active, as needed to provide the Service, and as required by your employer’s policies or applicable law. Attendance records may be retained for reporting and legal compliance periods defined by your organisation. When data is no longer required, we delete or anonymise it where feasible.

8. Your rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you;
• Request correction of inaccurate information;
• Request deletion of your information, subject to legal and contractual limits;
• Object to or restrict certain processing;
• Withdraw consent where processing is based on consent;
• Lodge a complaint with a data protection authority.

To exercise these rights, contact us using the details below. We will respond within a reasonable time as required by applicable law.

9. Children’s privacy

The App and Service are intended for use by employees and authorised business users. They are not directed at children under 16, and we do not knowingly collect personal information from children.

10. International transfers

Your information may be processed in countries where we or our service providers operate. We take steps to ensure appropriate safeguards when data is transferred across borders.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the “Last updated” date. Continued use of the App after changes constitutes acceptance of the updated policy where permitted by law.

12. Contact us

If you have questions about this Privacy Policy or our data practices, contact:

• Ajjitech Systems
• Email: connect@ajjitechsystems.net
• Website: https://ajjitechsystems.net