Privacy Policy for OptimalHR Mobile App

1.1 Account and employee profile information

As an employee using the OptimalHR mobile application, your user account is automatically created during the process of setting up your employee profile by your employer or their designated HR personnel. The information required for your user account includes your work email address, given name, and family name. Your employer or their designated HR personnel collect and provide this information to us solely for the purpose of establishing and managing your user account within the App. The App does not directly collect this information from you. Once your account is created, the OptimalHR system sends a welcome email to the provided email address containing your username (which is your email address) and a temporary password for your initial login. Upon your first login to the App, you will be prompted to change the temporary password for security purposes before accessing the System further.

Additionally, when your employer or HR personnel creates your individual employee profile within the System, further details may be collected, including but not limited to:

• Personal identification details such as date of birth, place of birth, etc.
• Contact information
• Employment details
• Profile picture (if provided)
• Other relevant employment-related information necessary for HR functions.

The details gathered for the employee profile are utilized to create a comprehensive record of your employment within the OptimalHR System and are not directly utilized for the App's user account setup.

1.2 Location data (collected by the App)

If your employer enables location-verified attendance, the App collects your device's precise location at the moment you clock in or clock out. This location is used to verify that the clock event occurs within your employer's designated work zone, and it is stored together with the corresponding attendance record. Your line manager and authorized HR personnel of your employer can view the location associated with your clock events. The App does not track your location continuously and does not collect location in the background — location is read only when you initiate a clock-in or clock-out. You can decline the location permission in your device settings; however, location-verified clock-in may then be unavailable, subject to your employer's attendance policy.

1.3 Attendance photos / selfies (collected by the App)

If your employer enables photo-verified attendance, the App uses your device's camera to capture a selfie when you clock in or clock out. The photo is uploaded securely and stored with the corresponding attendance record for the purpose of verifying that the clock event was performed by you. Your attendance selfies are visible to you and to your authorized line manager and HR personnel of your employer. Selfies are used solely for attendance verification; they are not used for any other purpose, are not used for automated face-recognition matching by OptimalHR, and are not shared with third parties. You can decline the camera permission in your device settings; however, photo-verified clock-in may then be unavailable, subject to your employer's attendance policy.

1.4 Device and notification data

To deliver push notifications (for example, request approvals and HR announcements), the App registers a push notification token for your device with Google Firebase Cloud Messaging. The App may also process basic device information (such as device model and operating system version) for security, compatibility, and troubleshooting purposes.

The information collected is used for managing human resources, payroll, benefits, attendance verification, and related employment functions. The OptimalHR mobile application facilitates self-service functionalities by providing access to your employment-related information, enabling you to manage certain HR tasks such as leave requests, overtime requests, schedule viewing, and clock-in/clock-out. Location data and attendance selfies described above are used exclusively to verify attendance events in accordance with your employer's attendance policy.

We are committed to securing and safeguarding your personal information. Data is transmitted over encrypted connections (HTTPS/TLS) and stored on Amazon Web Services (AWS) infrastructure with access controls that isolate each employer's data. While we implement appropriate technical and organizational measures to protect data, no method of transmission over the internet or electronic storage is entirely secure. We cannot guarantee absolute security but take reasonable steps to protect your data.