Privacy Policy

1. Introduction

Welcome to Workedex ("we", "us", or "our"). Workedex is an enterprise workforce management, attendance tracking, shift scheduling, and workforce pulse platform accessible via Android mobile application (package com.workedex.hr) and web portal at workedex.web.app.

This Privacy Policy explains how Workedex collects, uses, maintains, and protects information from employees, administrators, and authorized users ("Users") of our service. By using Workedex, you acknowledge the data practices described in this policy.

2. Information We Collect

Workedex collects and processes only the minimum data strictly required to deliver workplace attendance tracking, shift management, and secure employee authentication:

A. Account & Authentication Information

• Work Email and Password: Collected to securely authenticate users via Google Firebase Authentication.
• User Identifier (UID): A unique cryptographic identifier generated by Firebase Authentication to bind your account to your organization's workplace records.

B. Employee Profile & Organizational Information

• Identity Details: Full name, employee ID, assigned department, organizational role (e.g., Employee, Admin, Super Admin), work email, and account status (active/inactive).
• Work Mode Preferences: Assigned work mode arrangement (Office, Work From Home / WFH, or Hybrid) authorized by your employer.
• Optional HR Records: If configured and required by your employer for organizational compliance, profile records may include emergency contact information, Permanent Account Number (PAN), or Universal Account Number (UAN).

C. Attendance & Shift Records

• Punch Timestamps: Exact dates and timestamps of employee clock-in and clock-out actions.
• Work Duration & Shifts: Tracked daily work hours, shift schedules, overtime, late arrival statuses, leave requests, and regularization requests submitted through the app.

D. Geolocation Information (Foreground Only During Punch)

• Office Geofence Verification: When an employee clocks in or out, the app accesses foreground GPS coordinates (latitude and longitude) to verify physical presence within authorized workplace office boundaries or assigned geofences.
• No Continuous or Background Tracking: Workedex does not track, log, or monitor employee location in the background or continuously. Geolocation data is captured strictly as an instantaneous point-in-time check during the user-initiated punch-in and punch-out actions.

E. Device Binding & Hardware Identifiers

• Device Binding Tokens: To prevent attendance proxy fraud and buddy punching, Workedex securely registers a unique device installation identifier stored in encrypted device storage. This binds the employee's attendance account to their designated physical device.

F. Biometric Verification (Local On-Device Only)

• On-Device Biometric Prompt: If enabled by your employer, Workedex utilizes Android's native BiometricPrompt API (fingerprint or face unlock) to verify identity prior to recording an attendance punch.
• Zero Biometric Transmission: Biometric data is processed exclusively on your device hardware by the operating system security enclave. Workedex never captures, receives, transmits, or stores biometric data on any external server.

G. Notifications

• Push Notification Tokens: Firebase Cloud Messaging (FCM) device registration tokens used to deliver shift alerts, attendance notifications, and administrative notices.
• Local Alarms: Scheduled on-device reminders for shift start/end times via Android alarm permissions.

H. Aggregated Workplace Analytics & AI Insights

• Productivity Metrics: Aggregated attendance statistics (such as total tracked days, average hours worked, and punctuality percentages) are synthesized to produce personalized "My Work Pulse" and HR workforce digest reports.
• No Sensitive PII in AI Prompts: Prompts sent to Google Gemini via Firebase AI Logic contain strictly sanitized, pre-aggregated statistical numbers and trend observations. Personal identity attributes (such as names, emails, national IDs, and exact coordinates) are strictly excluded from AI prompts.

3. How We Use Information

We use the collected information solely for legitimate enterprise workforce operations:

• Attendance Verification: Recording, verifying, and logging employee clock-in and clock-out events.
• Geofence Validation: Ensuring clock-in events occur within designated physical worksite perimeters.
• Security & Fraud Prevention: Validating authorized physical devices to prevent attendance proxy actions.
• Leave & Regularization Processing: Facilitating administrative review and approval of leave requests, shift swaps, and attendance regularizations.
• Workforce Insights: Generating constructive, aggregated productivity pulse summaries for employees and workforce digests for management.
• Shift Notifications: Delivering shift reminders and important organizational announcements.

Workedex does not sell, rent, or monetize your personal data. We do not use your information for third-party advertising or marketing.

4. Firebase and Third-Party Services

Workedex utilizes industry-standard cloud infrastructure provided by Google Cloud Platform / Firebase to operate securely:

All third-party service providers are governed by their respective privacy policies and enterprise data protection standards (Google Cloud Privacy Notice, ISO/IEC 27001, and SOC 1/2/3 certifications).

5. Data Storage and Security

We implement rigorous technical and organizational safeguards to protect your personal and organizational data:

• Encryption in Transit: All communications between the mobile application, web application, and backend servers are encrypted using modern Transport Layer Security (TLS/HTTPS).
• Encryption at Rest: Database records and credentials stored in Cloud Firestore and Firebase are encrypted at rest using industry-standard AES-256 encryption.
• Secure On-Device Storage: Sensitive device binding tokens are saved using Android Keystore / encrypted device storage.
• Access Controls & App Attestation: Firestore security rules restrict data access strictly to authenticated users within their authorized organization. Firebase App Check actively validates device integrity through Google Play Integrity.

6. Data Sharing

Your information is shared only under the following strictly defined conditions:

• With Your Employer / Organization: Designated HR administrators, supervisors, and organizational managers have access to attendance records, shift schedules, and profile data belonging to their organization.
• With Cloud Infrastructure Providers: Technical service providers (Google Cloud / Firebase) who process data on our behalf under strict data processing agreements.
• Legal Requirements: If compelled by applicable law, regulation, subpoena, or lawful government request, we may disclose information where required by law.

7. Data Retention

Personal data is retained for as long as necessary to provide the service, maintain employment and attendance records, comply with applicable legal and regulatory obligations, resolve disputes, and enforce agreements. Retention periods may vary depending on the type of information and the employer's applicable policies.

Upon termination of an organization account or upon employer instruction, records are permanently deleted or anonymized in accordance with cloud lifecycle policies.

8. User Rights / Data Deletion

Depending on your jurisdiction and employment relationship, you may have rights regarding your personal information:

• Access & Rectification: You may review and request corrections to your personal details through your organization's HR administrator or the in-app profile screen.
• Account & Data Deletion: If you wish to request the deletion of your account or attendance records, you may submit a request directly to your employer's HR department or contact our support team at workedex.dev@gmail.com. We will coordinate with your employer to process eligible requests in accordance with applicable labor laws and data protection regulations.

9. Children's Privacy

Workedex is an enterprise workforce management tool designed exclusively for businesses and working adults. Our service is not directed to, and does not knowingly collect personal information from, children under the age of 16 (or under 13 where applicable by law). If we become aware that a child has provided us with personal data, we will take prompt steps to remove such data.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal obligations, features, or operational practices. When updates occur, we will revise the "Effective Date" at the top of this page. We encourage Users to periodically review this Privacy Policy for any modifications.

11. Contact Information

If you have any questions, concerns, or inquiries regarding this Privacy Policy or our data handling practices, please contact us at: