callnow attendance app Privacy Policy

📋 Information We Collect

We collect the following types of information to provide attendance and workforce management features:

• Account information: Your name, email address, employee ID, and role as provided by your organization.
• Location data: GPS coordinates collected continuously during active shifts to track attendance location and distance covered. Location is only tracked while you are punched in.
• Photos (selfies): Photographs taken at punch-in and punch-out for identity verification purposes.
• Face data: If your organization enables face verification, a facial photograph of you and a numeric face template (a mathematical representation of your facial features) derived from it. See the "Face Data" section below.
• Attendance records: Punch-in/out times, break start/end times, and shift durations.
• Expense data: Expense amounts, categories, descriptions, and receipt photos you submit.
• Form submissions: Responses to any dynamic forms or checklists you fill out in the App.
• Device information: Device type and OS version, used for debugging and compatibility purposes.

🎯 How We Use Your Information

The information collected is used exclusively for the following purposes:

• Recording and verifying your attendance (punch-in/out with selfie and GPS)
• Tracking shift duration, break time, and distance for payroll and reporting
• Enabling your manager or admin to review team attendance in real time
• Processing and recording expense claims submitted by you
• Storing and syncing form submissions to your organization's server
• Delivering announcements from your organization to the App
• Generating attendance reports for you and your employer

📍 Location Data

The App requests "Always Allow" location permission so it can record your location in the background during active shifts. This is necessary for accurate attendance tracking and distance reporting.

Location tracking begins when you punch in and stops when you punch out. Location data is not collected outside of active shifts.

Your location data is transmitted to your employer's server and is accessible to authorized managers and admins in your organization.

📸 Camera & Photos

The App uses your device camera to capture a selfie at punch-in and punch-out for attendance verification. These photos are uploaded to your organization's server.

The App may also access your photo library when you attach receipt images to expense submissions. Only photos you explicitly select are accessed.

Selfies and receipt images are stored securely and are accessible only to authorized personnel in your organization.

🙂 Face Data

What we collect. If your employer enables face verification, an authorized administrator of your organization enrols you by capturing a facial photograph of you with the device camera. That photograph is sent to our server and passed to Amazon Rekognition, which detects the face and produces a numeric face template (a mathematical vector describing facial features — it is not an image and cannot be converted back into a photograph). The face template is stored in an Amazon Rekognition face collection, labelled with your user ID. The enrolment photograph itself is stored on our server against your user record. We do not collect face data during normal punch-in or punch-out; the selfies captured at punch-in and punch-out are stored as photographs only and are not converted into face templates.

How we use it. Face data is used for one purpose only: confirming that the person marking attendance is the enrolled employee. When an administrator marks attendance using face verification, a newly captured photograph is compared against the stored face templates and the App returns a match or no-match result along with a similarity score. We do not use face data for advertising, profiling, surveillance, emotion or demographic analysis, or to train any machine-learning model.

Who it is shared with. Face data is never sold and is never shared with advertisers, data brokers, or any third party for their own purposes. It is disclosed only to: (1) Amazon Web Services (Amazon Rekognition), our processor, which performs the face detection and matching on our behalf under the AWS Service Terms and does not use the data for its own purposes; and (2) your employing organization, whose authorized administrators can see that your face is enrolled and the result of a verification.

Where it is stored. Face templates are stored in an Amazon Rekognition face collection in the AWS Asia Pacific (Mumbai) ap-south-1 region. The enrolment photograph is stored on our application server. Both are transmitted only over HTTPS. Face data is never stored on your device or in the device photo library.

How long we keep it. Face data is retained only while your account is active and face verification is enabled for you. It is deleted when your account is deleted — deleting your account from the App removes both the enrolment photograph and the face template from the Amazon Rekognition collection. Re-enrolling replaces your previous face template rather than adding to it. You may also ask your organization's administrator or contact us to have your face data deleted while keeping your account.

🔒 Data Storage & Security

Your data is stored in two places:

• On your device: Attendance records, forms, and sync data are stored locally using SwiftData. This allows the App to work offline and sync when connectivity is restored.
• On the server: Data is transmitted to your organization's backend server over secure HTTPS connections.

We implement industry-standard security practices to protect your data during transmission and storage. However, no method of transmission over the internet is 100% secure.

🤝 Data Sharing

We do not sell your personal information. Your data may be shared in the following limited circumstances:

• Your employer: Attendance records, selfies, location data, expenses, and form submissions are shared with your employing organization as the core function of the App.
• Service providers: We may use third-party services for hosting and infrastructure. These providers process data only on our behalf and are bound by confidentiality obligations. Where face verification is enabled, facial images and face templates are processed by Amazon Web Services (Amazon Rekognition) in the ap-south-1 (Mumbai) region solely to perform face matching for us.
• Legal requirements: We may disclose data if required by law, court order, or governmental authority.

🗓️ Data Retention

Data is retained for as long as your account is active or as required by your employer's policies. When your account is deactivated by your organization, your data will be retained in accordance with applicable labor laws and your employer's record-keeping requirements.

Face data is retained only while your account is active and is deleted when your account is deleted, as described in the "Face Data" section above.

Local data on your device can be removed by uninstalling the App.

👤 Your Rights

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

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to your employer's policies and legal obligations)
• Withdraw consent for location tracking by revoking the App's location permissions in your device Settings

To exercise these rights, please contact us using the details below or speak with your organization's admin.

👶 Children's Privacy

The App is intended for use by adults in a professional employment context. We do not knowingly collect personal information from anyone under the age of 16. If you believe a minor has provided us with personal data, please contact us immediately.

🔄 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of the App after any changes constitutes acceptance of the updated policy.