Privacy Policy

This Privacy Policy explains how SURAJ NEXUS CONSULTANCY PRIVATE LIMITED ("we", "us", "our") collects, uses, and protects personal information when you use our web application and Android mobile application and related services.

Information We Collect

• Account details such as name, email, and phone number.
• Work-related identifiers such as employee ID and role.
• Face data used for identity verification when marking attendance. See Face Data below for full details.
• Location data when you check in or check out, if enabled.
• Device and log data for diagnostics and security.

How We Use Information

• Provide attendance, access control, and workforce management features.
• Verify identity during check-in and check-out.
• Improve app performance, security, and reliability.
• Meet legal and compliance obligations.

Face Data

The app uses face recognition solely to confirm that the person marking attendance is the enrolled staff member. Face data is never used for any other purpose. It is not used for advertising, profiling, tracking, emotion or demographic analysis, or to build any product or model, and it is never sold.

What face data we collect

• Enrolment photo. When a staff member enrols ("Face ID registration"), the device camera captures a single still photograph of their face.
• Face template (embedding). From that photograph our server derives a face template: a list of 512 numbers describing facial geometry. The template is a mathematical representation only. It is not an image and a photograph of the person cannot be reconstructed from it.
• Verification image. Each time attendance is marked, the camera captures an image which is used once to verify identity against the stored template.

How face data is processed

• On the device, an on-device face detector (Google ML Kit) is used only to locate a face within the camera frame so a usable photo can be captured. This detection runs entirely on the device and transmits no images.
• The captured image is transmitted over an encrypted connection to the face recognition service operated by us on the same infrastructure as the application. That service converts the face into a template and compares it with the stored template for that company.
• Recognition is performed on our own servers using self-hosted software. Face data is not sent to any external or third-party face recognition service.

What is stored, and what is not

• Stored: the face template, held in our database and associated only with the staff member's account identifier and their employer's account identifier.
• Stored: the single enrolment photograph, held on our application server so administrators can confirm who is enrolled.
• Not stored: the verification image captured at each attendance check-in or check-out. It is processed in memory to perform the comparison and is then discarded. It is never written to the attendance record or to any file, and attendance records contain no photographs.

Sharing of face data

We do not share face data with any third party. Face data is not disclosed to advertisers, data brokers, or analytics providers, and it is not used by any third-party service. Face data is accessible only to the staff member's own employer through authorised administrator accounts, and to our personnel strictly as required to operate and support the service. Face data for one employer is segregated from every other employer's data and is never combined or shared across employers. We may disclose face data only where required by law.

Where face data is stored

Face templates and enrolment photographs are stored on servers operated by us for the TimeSync360 service. Access is restricted to authenticated, authorised accounts, and permissions determine which administrators may view staff records.

How long face data is retained

• The face template and enrolment photograph are retained only while the staff member remains enrolled for face verification.
• They are deleted immediately when face data is removed in the app, or when the staff member's account is deleted. Deleting an account erases both the template and the enrolment photograph.
• Verification images are not retained at all, as described above.
• Attendance records (date, time, and location if enabled) are business records kept according to the employer's retention policy. They contain no face data.

Your choices and rights

• Face enrolment requires the staff member to grant camera permission and to complete enrolment deliberately.
• A staff member may ask their employer's administrator, or contact us using the details below, to delete their face data at any time. Deletion removes both the face template and the enrolment photograph. Attendance history already recorded is not affected, as it contains no face data.
• Deleting face data does not delete the staff account. The staff member may enrol again later if they choose.

Sharing of Information

We do not sell personal information. We may share information with your employer or authorized administrators for workforce management purposes, and with service providers who process data on our behalf under confidentiality agreements.

Data Retention

We retain personal information only for as long as necessary to provide services and comply with legal obligations. Your employer may control retention periods for staff data.

Security

We use reasonable administrative, technical, and physical safeguards to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Rights

You may request access, correction, or deletion of your personal data through your employer or by contacting us.

Children's Privacy

The app is intended for workplace use and is not directed to children under 13.