Privacy Policy – APX-HRM

1. About This Privacy Policy

This Privacy Policy explains how APX Solution ("APX Solution", "we", "us", or "our") collects, uses, stores, and protects information when you use the APX-HRM mobile application.

APX-HRM is designed to provide Human Resource Management functionality to employees, administrators, managers, and other authorized users of organizations using APX HRM services.

Your organization's HR policies, employment agreements, and internal policies may also apply to information processed through the App.

2. Information We Collect

Depending on how you use the App and the features enabled by your organization, we may collect or process the following information:

• User and employee information : employee ID , employee name, email address, mobile number, department, designation, branch, company or organization information, user role, and permissions.
• Attendance and work-related information : attendance records, check-in and check-out times, attendance dates, working hours, shift information, leave information, attendance regularization requests, and other work-related records.
• Location information : where location-based attendance or other location-dependent features are enabled by your organization, the App may access your device location for the specific purpose of providing those features.
• Camera and images : the App may request camera access for employee/profile photo capture, QR or barcode scanning, document capture, or other camera-based HR functionality.
• Files and documents : documents, certificates, supporting documents, payslips or salary-related documents where applicable, leave-related documents, images, and other files that you choose or are authorized to upload.
• Device and technical information : device model, operating system and version, App version, device identifiers where required, IP address, network information, crash and diagnostic information, application logs, and login/session information.

3. How We Use Information

Information processed through the App may be used to:

• Authenticate users and provide secure access.
• Manage employee accounts and permissions.
• Record and manage employee attendance.
• Process leave and attendance requests.
• Provide HR-related services and employee self-service functionality.
• Display HR records authorized by the organization.
• Enable document upload and management.
• Send HR-related notifications and alerts.
• Maintain application security and prevent unauthorized access or misuse.
• Troubleshoot technical issues and improve application performance and reliability.
• Comply with applicable legal, regulatory, and security requirements.

4. Location-Based Features

Certain organizations may enable location-based attendance or other location-dependent HR features.

When such features are enabled and you grant the required permission, the App may access your device's location for the specific purpose of providing that functionality.

Location information may be used to record the location associated with an attendance action, verify that an attendance action was performed from an authorized location, and support location-based attendance policies.

The App does not sell your location information. The availability and use of location-based features may depend on your organization's HR policies and configuration.

5. Camera and Photo Permissions

The App may request camera access when a feature requires capturing an image, scanning a QR code or barcode, capturing a document, or performing another camera-based function.

Camera access is not used for continuous surveillance or continuous recording.

You may control camera permissions through your device settings. Disabling camera permission may prevent certain features from functioning.

6. Files and Documents

The App may allow you to upload, view, or download HR-related documents, images, certificates, supporting documents, payslips, leave-related documents, or other files authorized by your organization.

Uploaded files may be transmitted to APX Solution's backend or your organization's configured ERP/HRM server for processing and storage.

Please do not upload sensitive personal information unless it is required for the relevant HR functionality or requested by your organization.

7. Notifications

The App may send push notifications for purposes such as:

• Attendance reminders.
• Leave updates.
• Approval notifications.
• HR announcements.
• System alerts.
• Other organization-related notifications.

Notifications may be delivered through third-party push notification services such as Firebase Cloud Messaging or other applicable notification infrastructure.

You can manage notification permissions through your device settings. Disabling notifications may prevent you from receiving certain alerts.

8. How We Share Information

We do not sell your personal information. We may disclose or provide access to information where reasonably necessary to provide the HRM services, including to:

• Your employer or organization.
• Authorized HR administrators.
• Authorized managers or supervisors.
• Authorized users based on their assigned roles and permissions.
• Hosting and infrastructure providers.
• Technical and security service providers.
• Notification service providers.
• Other service providers required to operate the App.
• Government authorities or regulatory bodies where required by applicable law.

Access to employee and HR information is intended to be controlled through the organization's configured roles and permissions.

9. Third-Party Services

The App may use third-party services to support functionality such as:

• Cloud hosting.
• Push notifications.
• Crash reporting.
• Application diagnostics.
• Authentication.
• Security.
• Analytics, where applicable.

These third-party providers may process certain technical or other information according to their applicable privacy policies and contractual arrangements.

Where applicable, third-party services may include Google or Firebase services or other infrastructure providers used by APX Solution.

10. Data Storage and Security

Information processed through the App may be transmitted to and stored on APX Solution's servers or infrastructure configured for your organization.

We take reasonable technical and organisational measures to protect information against unauthorised access, unauthorised disclosure, alteration, loss, destruction, or misuse.

Security measures may include secure authentication, role-based access controls, encrypted communications, server-side security controls, session management, and monitoring.

However, no electronic transmission or storage system can be guaranteed to be completely secure.

11. Data Retention

We retain information for as long as reasonably necessary to provide the HRM services and for purposes such as:

• Maintaining employee and attendance records.
• Processing HR transactions.
• Maintaining business records.
• Meeting contractual requirements.
• Resolving disputes.
• Meeting legal, regulatory, or accounting requirements.
• Maintaining security and audit records.

Retention periods may vary depending on the type of information, your organization's requirements, and applicable laws.

12. Data Deletion

Because APX-HRM may be provided to you by your employer or organization, your account and employee information may be controlled by that organization.

If you want to request deletion or correction of personal information, you may need to contact your organization's HR administrator or authorized representative.

You may also contact APX Solution using the contact details provided in this Privacy Policy.

Certain information may need to be retained where required by law, contractual obligations, accounting requirements, or legitimate business purposes.

13. Your Privacy Rights

Depending on applicable law, you may have rights relating to your personal information, including:

• Requesting access to your personal information.
• Requesting correction of inaccurate information.
• Requesting deletion where legally applicable.
• Raising concerns regarding the processing of your information.
• Requesting information about how your data is processed.

Where the information is controlled by your employer or organization, requests may need to be directed to the relevant organization or HR administrator.

We may need to verify your identity before processing a privacy request.

14. Account and Authentication Security

You are responsible for maintaining the confidentiality of your login credentials and for using the App only for authorized purposes.

• Keep your username and password confidential.
• Do not share your account with another person.
• Log out where appropriate.
• Notify your organization or APX Solution if you suspect unauthorized access.
• Keep your device protected with an appropriate screen lock.

15. App Permissions

Depending on the features enabled by your organization, APX-HRM may request access to certain device permissions.

• Location: Used for location-based attendance or other authorized location-dependent HR features.
• Camera: Used for profile photo capture, QR/barcode scanning, document capture, or other camera-based functionality.
• Photos and Files: Used to upload or access documents, images, certificates, supporting documents, or other files selected by the user.
• Notifications: Used to provide attendance reminders, leave updates, approval notifications, HR announcements, and other relevant alerts.
• Internet/Network Access : Required to communicate securely with APX-HRM servers and retrieve or submit information.

The App requests permissions only when they are required for the corresponding functionality.

16. Children's Privacy

APX-HRM is intended for use by employees, professionals, organizations, and authorized users.

The App is not directed toward children, and APX Solution does not knowingly collect personal information from children through the App for purposes unrelated to the services provided.

17. Third-Party Websites and Services

The App or related services may contain links to third-party websites or services.

APX Solution is not responsible for the privacy practices, security, or content of third-party websites or services.

We recommend reviewing the privacy policies of third-party services before providing information to them.

18. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the App, HRM functionality, data-processing practices, security practices, or legal and regulatory requirements.

When changes are made, we will update the Effective Date at the beginning of this Privacy Policy.

The updated Privacy Policy will be made available through the App, website, or other appropriate channels.

19. Contact Us

If you have questions, requests, or concerns regarding this Privacy Policy or the handling of your personal information, please contact APX Solution: