UNIRMS Privacy Policy

This Privacy Policy describes how UNIRMS ('we,' 'us,' or 'our') collects, uses, and discloses your information in connection with your use of our mobile application and related HRMS services (the 'Services'). We act as a 'Data Processor' on behalf of your employer, who is the 'Data Controller.' Your use of our Services is subject to your employer's policies.

To provide our Services effectively, we collect the minimum information necessary. This data is collected with your consent and is essential for the app's functionality:

• Personal Information: Provided by your employer or through Google SSO to create and manage your account (e.g., name, email, employee ID).
• Location Information (Attendance): Your precise GPS coordinates only at the moment you perform attendance-related actions (check-in or check-out) for verification.
• Real-Time Location Data: If your employer enables the Sales Live Tracking feature, we collect periodic GPS coordinates during your marked 'On Duty' sales hours to verify client visits, optimize routes, and support territory & performance analytics. Collection may occur in the foreground and—only if you grant explicit permission—while the app is in the background. Tracking automatically pauses when you end your duty/session, log out, disable the feature, or revoke location permission. This data is not used for advertising or shared with unrelated third parties.
• File & Storage Information: Temporary access to only the specific files you explicitly select for upload or download (e.g., documents or slips).
• Device Information: Hardware model and OS version for troubleshooting and ensuring compatibility.

Our primary goal is to provide a seamless and secure HRMS experience. We use your information strictly for the following purposes:

• Authentication: To securely verify your identity using Google SSO.
• Core Services: To provide essential HRMS functions like attendance tracking, document management, and payroll support.
• Feature Enablement: To operate key features such as location-based check-in and document uploads.

We do not use your data for advertising, user tracking, or any purpose other than providing the contracted services to your employer.

Our app needs to interact with your device's storage in a limited and secure way. This access is compliant with Google Play policies and does not grant us broad access to your files.

When you upload a document (e.g., a medical certificate), we use Android's Storage Access Framework (SAF). This opens a secure system file picker, and our app only gains access to the single file you explicitly choose.

When you download a document (e.g., a salary slip), we use standard APIs to save it to a common location like your 'Downloads' folder.

We do not sell your personal information. We only share data in the following, contractually-bound circumstances:

• Your Employer: As the Data Controller, your employer has access to your data for management and administrative purposes.
• Service Providers: We use trusted third parties for services like cloud hosting (e.g., AWS, Google Cloud), who are bound by strict data protection agreements.
• Legal Requirements: We may disclose information if required by law or in response to a valid legal request from public authorities.

You have rights over your data and choices about how it is used:

• Access & Correction: Please contact your employer (the Data Controller) to request access to, or correction of, your personal data.
• Device Permissions: You can manage the app's permissions for Location and Storage at any time through your device's settings.
• Google Permissions: You can revoke any Google Workspace permissions you have granted at any time via your Google account settings.

We employ industry-standard technical and organizational security measures, including encryption and strict access controls, to protect your information.

We retain your data for as long as necessary to provide services to your employer and as required by law. When you revoke permissions, our access to that data ceases immediately.

Our services are intended for employees and are not directed to individuals under the age of 18. We do not knowingly collect data from children.

If you have any questions about this Privacy Policy or our data practices, please do not hesitate to reach out.

• Email Support: info@unirms.com