H.G. & Sons ("we", "us", or "our") respects the privacy of employees and authorized users of the H.G. & Sons HR App.
This Privacy Policy explains what information the App may collect, why it is used, and how it is protected.
1. Information We Collect
The App may collect or process information required for employee and HR management, including:
- Employee name
- Employee ID
- Mobile number and email address
- Profile photograph
- Department and designation
- Employment information
- Reporting manager
- Work location
- Attendance information
- Leave information
- Working-hour records
- Other information maintained as part of the employee's HR profile
The information collected is limited to what is reasonably required for HR and employee-management purposes.
2. Attendance and Working Hours
The App may process attendance-related information including:
- Check-in and check-out time
- Attendance date and status
- Working hours
- Attendance history
- Check-in and check-out location
- Attendance remarks
- Attendance photograph or selfie, where required
This information is used to maintain accurate employee attendance and working-hour records.
3. Location Information
The App may request access to the employee's device location when using attendance features.
Location may be used to:
- Verify the employee's location during check-in or check-out;
- Confirm that attendance is being marked from an authorized workplace location;
- Record the location associated with an attendance entry; and
- Prevent incorrect or unauthorized attendance submissions.
The App does not use location for advertising or marketing purposes.
The App is not intended to continuously track an employee's location when attendance or another location-based feature is not being used.
If location permission is disabled, attendance features requiring location verification may not work.
4. Camera and Images
The App may request camera access where an attendance selfie, profile photograph, or other employee-related photograph is required.
Camera access is used only when the employee uses a feature that requires an image.
The App does not continuously access the camera or record video in the background.
Employees may disable camera permission through their device settings, although features requiring photographs may then become unavailable.
5. Account and Authentication
The App may process information necessary to securely authenticate employees, including:
- Employee account details
- Registered mobile number or email
- Login information
- Authentication or verification information
- Secure session information
This information is used to prevent unauthorized access to employee and HR information.
Employees should not share login credentials, OTPs, verification codes, or authenticated devices with unauthorized persons.
6. How We Use Information
Information collected or processed through the App may be used to:
- Authenticate employees;
- Maintain employee profiles;
- Manage attendance;
- Record check-in and check-out;
- Verify attendance location;
- Maintain working-hour records;
- Manage employee leave;
- Provide HR-related information;
- Send HR-related communications;
- Manage employee requests;
- Maintain application security;
- Resolve technical issues; and
- Comply with applicable legal or organizational requirements.
Employee information is not used for advertising or unrelated marketing purposes.
7. Information Sharing
Employee information is not sold to third parties.
Information may only be accessed or shared when reasonably required with:
- Authorized H.G. & Sons HR personnel;
- Reporting managers or authorized management personnel;
- Authorized administrators;
- Technology or service providers required to operate the App; and
- Government or legal authorities where disclosure is required by applicable law.
Access to employee information is intended to be limited according to the user's responsibilities and authorization.
8. Data Storage and Security
H.G. & Sons takes reasonable administrative and technical measures to protect employee information from:
- Unauthorized access;
- Unauthorized disclosure;
- Misuse;
- Accidental loss; and
- Unauthorized modification.
Information may be stored on secure systems or servers used for operating the H.G. & Sons HR platform.
Limited information may also be stored temporarily on the employee's device where required for login, preferences, caching, or normal App functionality.
Employees are responsible for keeping their devices and login credentials secure.
No electronic system can be guaranteed to be completely secure, but reasonable measures are taken to protect employee information.
9. Data Retention, Correction and Deletion
Employee information is retained only for as long as reasonably required for HR, attendance, leave, employment-record, legal, audit, or organizational purposes.
Employees may request:
- Correction of inaccurate personal information;
- Updates to employee information;
- Information regarding their personal data; or
- Deletion of eligible personal information.
Certain employment records may need to be retained even after employment ends where required for legitimate HR, legal, audit, or statutory purposes.
Disabling App permissions or deleting the App from a device does not automatically delete HR or attendance records already maintained by H.G. & Sons.
10. Permissions and Policy Updates
Depending on the features being used, the App may request permissions including:
Location – for attendance and workplace-location verification.
Camera – for attendance selfies or employee photographs where required.
Photos or Media – where an employee selects an allowed image or document from their device.
Notifications – for HR, attendance, leave, account, or organizational communications where enabled.
Employees can manage these permissions through their device settings. Some App features may not function correctly when required permissions are disabled.
H.G. & Sons may update this Privacy Policy when the App, HR processes, legal requirements, or data-processing practices change.
The updated Privacy Policy will be made available through the App or another appropriate communication channel.