Privacy Policy – 2B HR System App

1. Overview

The HR System App is an internal company application used by employees and managers to handle HR-related tasks such as attendance, requests, approvals, performance tracking, and communication.

The App processes information already stored in the Company's HR database. The App does not collect personal data for external use and does not share employee data with any third parties outside the Company.

2. Information We Collect

The App only collects and processes information necessary for providing HR services and maintaining secure operations. Data originates from the Company's HR system and from user interactions with the App.

2.1 Personal Information from Company Records

This includes (as applicable by Company policy):

• Full name, employee ID, department, job title
• Contact information (email, phone number, etc.)
• Employment and attendance data (shifts, schedules, time records)
• Salary overview and financial HR requests (loans, salary letters, etc.)
• Requests history (vacations, permissions, errands, HR letters, resignations)
• KPI evaluations, penalties, appraisals, and company assets
• Profile information (language preference, profile picture)

3. Information We Collect Through Device Permissions

The App uses permissions only for essential functionality:

3.1 Internet Access

Used for secure communication with the Company's backend services and real-time updates.

3.2 Location

Used only for:

• Validating employee location during fingerprint attendance registration
• Ensuring compliance with attendance policies

The App does not store continuous location history and does not track users in the background.

3.3 Camera

Used only for:

• Capturing profile images (optional)
• Scanning documents if required by HR modules

No camera data is stored without your action.

3.4 Calendar Access

Used optionally to:

• Add approved vacations, shifts, or company events to the user's device calendar
• Read existing entries to prevent conflicts or duplicates

This data stays on your device and is never sent to the Company.

3.5 Notifications

Used for:

• Attendance reminders
• Request status updates
• Company announcements
• Manager approvals

Notifications are sent via Firebase Cloud Messaging.

4. AI Chatbot

The App includes an AI-powered chatbot to help with HR inquiries.

• Conversations may be processed to generate responses.
• Chat data is not used to build external AI profiles and is not shared outside the Company.
• Conversations may be logged for service quality and audit requirements.

5. How We Use Your Information

We use your data for the following purposes:

• Secure login and identity verification (including biometrics if enabled)
• Attendance validation and fingerprint registration
• Managing HR requests and approvals
• Manager-level oversight tools (shifts, penalties, KPIs, evaluations)
• Displaying salary, attendance, asset, and KPI information
• Sending alerts and notifications
• Improving app stability through crash reporting (Firebase Crashlytics)

6. Data Storage & Security

The App uses secure protocols (HTTPS, encrypted tokens).

Employee data is stored on the Company's servers, not on the device except for cached files like language settings or profile images.

Sensitive operations use industry-standard security measures including:

• Biometric authentication
• Encrypted local storage
• Secure backend APIs

The App does not sell, transfer, or share your data with third parties.

7. Third-Party Services Used

The App uses trusted services for core functionality:

• Firebase Crashlytics – crash diagnostics
• Firebase Cloud Messaging – notifications
• Google Play Services / Core location – device services and location validation
• Retrofit / OkHttp / Almofire – secure API communication
• Room Database / User default / Keychain – temporary local caching

These services may collect technical data such as device model, crash logs, and token identifiers but not HR data.

8. Data Sharing

We do not share your personal data with:

• Advertisers
• External companies
• Third-party marketers

Data is shared only within the Company with authorized HR and managerial personnel as required by your employment.

9. Your Rights

Depending on company policy and local regulations, you may have the right to:

• View your stored HR data
• Update certain personal details (profile, language preference, password)
• Request correction of inaccurate information
• Request deletion (where applicable according to employment rules)

Requests should be sent to your Company HR department.

10. Children's Privacy

This App is intended only for employees and authorized users.

It is not intended for children under 16.

11. Changes to This Policy

We may update this Privacy Policy as needed. Updates will be published within the App. Continued use of the App means you accept the updated terms.

12. Contact Information

For privacy or data inquiries, please contact your Company's HR or IT department: