Introduction
At GIS Attendance, your privacy is our top priority. This Privacy Policy describes how we collect, use, share, and safeguard your personal information when you access our Web Portal and Mobile Application (Android and iOS). By using our services, you acknowledge that you have read and understood this Privacy Policy and agree to the practices outlined here.
GIS Attendance provides attendance and workforce management solutions through secure web and mobile platforms, incorporating features such as QR code scanning, geolocation validation, attendance reports, and staff management. Because our system processes sensitive information, including employee attendance and business details, we are committed to handling your data with transparency and care.
Scope of Policy
This Privacy Policy applies to all users of the GIS Attendance Web Portal and Mobile Applications. It governs the collection, processing, and use of data from administrators, employers, staff, and any individual who accesses our services. The policy covers features including admin dashboards, staff logins, QR code-based attendance, geolocation validation, and reporting tools.
Information We Collect
From the Web Portal
When you access the GIS Attendance Web Portal, we collect information such as:
- Admin Account Data – Login credentials, email addresses, and contact details for secure authentication.
- Business Information – Organization names, locations (geolocation data), and profiles of businesses added or managed through the system.
- Staff Profiles – Names, email addresses, employee IDs, and business associations.
- Attendance Records – Staff check-in and check-out logs linked with specific businesses.
- Reports – Daily, weekly, and monthly attendance summaries exported to PDF or Excel.
From the Mobile Application
When you access the GIS Attendance Mobile App (Android & iOS), we may collect:
- Staff Login Data – Credentials used for secure access.
- QR Code Data – Check-in and check-out records captured through QR scanning at registered businesses.
- Geolocation Data – Real-time GPS location to validate staff presence and prevent location spoofing.
- Device Information – Device identifiers, operating system, and app usage statistics.
- Personal Reports – Staff viewing and downloading their own attendance history.
How We Use Your Information
We process the collected information for the following purposes:
- To enable secure Admin and Staff Login through authentication.
- To allow administrators to add and manage businesses with accurate geolocation.
- To generate and assign QR codes per business for staff attendance tracking.
- To validate attendance records using geolocation verification.
- To provide staff members access to their own attendance reports.
- To generate accurate attendance reports with daily, weekly, or monthly filters.
- To allow administrators to export reports in PDF or Excel formats.
- To provide customer support, troubleshoot technical issues, and improve service quality.
- To comply with applicable data protection and labor laws.
Sharing and Disclosure of Data
GIS Attendance does not sell or rent your personal data. Information may only be shared under the following circumstances:
- With Employers/Organizations – Staff attendance records are shared with the respective employer or business admin for workforce management.
- With Service Providers – We may share limited information with third-party vendors (such as cloud hosting or analytics providers) who help us operate our services. These providers are bound by confidentiality obligations.
- For Legal Compliance – We may disclose information if required by law, regulatory bodies, or in response to legal proceedings.
- In Business Transactions – In the event of a merger, acquisition, or restructuring, data may be transferred to another entity, subject to continued protection under this Privacy Policy.
Data Security
We implement industry-standard security measures to protect personal and business data collected through GIS Attendance. This includes:
- Encrypted data transmission.
- Secure admin authentication for web portal access.
- Measures to prevent unauthorized access, data loss, or misuse.
Although we strive to protect your data, no system can guarantee complete security. Users are responsible for safeguarding their login credentials and access devices.
Data Retention
GIS Attendance retains personal and attendance-related information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy. Attendance reports and staff records may be maintained in line with employer requirements and legal obligations. Once the data is no longer needed, we securely delete or anonymize it.
Cookies and Tracking
The web portal may use cookies or similar technologies to improve user experience, remember login details, and analyze portal performance. You may disable cookies through your browser settings, but this may affect functionality.
User Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Accessing and reviewing your personal information.
- Requesting corrections to inaccurate data.
- Requesting deletion of your personal information (subject to employer/legal obligations).
- Withdrawing consent for data processing where applicable.
- Exporting attendance records in compliance with local regulations.
To exercise these rights, users may contact us directly using the information provided in the Contact Us section.
International Data Transfers
If you are accessing GIS Attendance from a country outside the jurisdiction of our servers, your information may be transferred internationally. We ensure that such transfers comply with applicable data protection laws and include appropriate safeguards.
Updates to This Policy
We may update or amend this Privacy Policy periodically to reflect changes in technology, business practices, or legal requirements. Updates will be posted within the web portal and mobile app, with the revised “Effective Date” clearly indicated. Continued use of GIS Attendance after updates constitutes your acceptance of the new policy.