Privacy Policy

Effective date: October 9, 2025

Welcome — this Privacy Policy explains how Oakyweb Pvt. Ltd. ("we", "us", or "our") collects, uses, discloses, and protects information when you use our mobile application (the "App") that provides employee attendance features such as punch-in / punch-out, check-in / check-out, leave requests, and related functionality.

1. Information We Collect

We collect several types of information to provide and improve the App:

1.1 Account & Contact Information

Full name, company/organization name, employee ID (if provided), email address.

1.2 Attendance Activity

Punch-in/punch-out timestamps, check-ins, leave requests, and related metadata (device identifier, IP address).

1.3 Device Location

To verify on-site attendance, the App collects device location information:

Foreground location: collected while you are actively using the App (required for accurate check-ins).
Background location: only if you explicitly allow it in your device settings and the App requests it. Background location is optional and the App will request permission before using it.

1.4 Camera & Images

If you choose to upload photos (for example, selfie verification or attached proof), we collect the images you capture or select via the device camera. The App will request permission to use your camera; images are uploaded to our secure servers (see "How We Store and Protect" below).

1.5 Analytics & Diagnostics

Crash logs, performance data, and anonymized analytics about how the App is used.

2. How We Use Your Information

We use collected data for purposes including:

Providing attendance and punch-in/punch-out functionality.
Verifying employee location and presence for attendance records.
Storing and delivering images you upload for verification or records.
Improving and maintaining the App, troubleshooting issues, and monitoring usage.
Communicating with you about account activity, updates, and support.

3. Legal Basis (where applicable)

Where required (for example under European data protection laws), our legal basis for processing includes:

Performance of a contract (providing the attendance services you signed up for).
Legitimate interests (maintaining app security, fraud prevention, product improvement), balanced against your privacy rights.
Your consent for optional features (for example, background location or camera access) — you can withdraw consent at any time via device settings or App controls.

4. Sharing & Disclosure

We do not sell your personal data. We may share data in the following circumstances:

With your organization: Attendance records, timestamps, location confirmations and images may be shared with the employer or organization that provided access to the App.
Service providers: Third-party hosting, analytics, and customer support providers who process data on our behalf under contract.
Legal reasons: When required by law, to respond to legal process, or to protect rights, property, or safety.
Business transfers: If Oakyweb is involved in a merger, acquisition, or asset sale, personal data may be transferred as part of that transaction (with notice where required).

5. Data Retention

We retain personal data only as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods depend on the data type and business or legal needs; for example, attendance logs and related images may be retained for a period determined by your organization’s policy or local labor laws. If you need a specific retention period for your organization, contact us (see Contact section).

6. How We Store & Protect Your Data

We implement administrative, technical, and physical safeguards to protect personal data. Data is transmitted over secure channels (HTTPS) and stored on servers with access controls. While we strive to use commercially reasonable measures to protect your data, no method of transmission or storage is completely secure — please treat any sensitive information accordingly.

7. Your Choices & Rights

Depending on where you live, you may have rights including:

Accessing the personal data we hold about you.
Requesting correction or deletion of your personal data.
Objecting to or restricting certain processing (for example, direct marketing).
Exporting a copy of your personal data in a structured, commonly used format.

To exercise rights, contact us at the address below. We may need to verify your identity before fulfilling requests.

8. Managing Permissions on Your Device

You control camera and location access via your device settings:

Android: Settings → Apps → [Your App] → Permissions.
iOS: Settings → Privacy → Location Services / Camera → [Your App].

Turning off required permissions (like location) may limit or disable attendance features.

9. Third-Party Services & Links

The App may use third-party services (for hosting, analytics, authentication). These services have their own privacy practices; we encourage you to review their policies. The App may also contain links to external websites not controlled by Oakyweb Pvt. Ltd. — we are not responsible for their privacy practices.

10. Children

The App is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have collected such information, please contact us to request deletion.

11. International Transfers

Data collected by the App may be processed and stored in countries other than your residence. We take steps to ensure appropriate safeguards for cross-border transfers (for example, contractual protections).

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. If changes are material, we'll provide notice via the App, email, or by posting a prominent notice. The "Effective date" at the top indicates when this version took effect.

13. Account Deletion

If you wish to delete your account and associated data, please contact us with your request. We will process your deletion request in accordance with our privacy policy and applicable laws.

14. Contact Us

For questions, data requests, or concerns about privacy, please contact:

Oakyweb

Email: hr@oakyweb.com

Important: Your employer or organization may have its own policy or rules about attendance data and image use. Oakyweb acts according to the data sharing preferences and legal obligations set by the organization that manages your account.