Privacy Policy for Thrive HRMIS App

Introduction

At Thrive HRMIS App, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your information when you use our app, Thrive HRMIS App.

By using Thrive HRMIS App, you agree to the terms of this Privacy Policy. If you do not agree with this policy, please do not use the app.

Information We Collect

When you use the Thrive HRMIS App, we may collect the following types of information:

Personal Information

Information that your employer provides to us, such as your name, employee ID, job title, department, email address, and contact details.

Attendance Data

Your clock-in and clock-out times, attendance logs, and leave application details.

Profile Data

Information related to your employee profile, including employment history, work schedule, and accrued leave balances.

Device Information

Information about the device you use to access the app, such as device type, operating system, IP address, and unique device identifiers.

Location Data

The app may collect your location data when you clock in or out to verify attendance.

Face Data (if enabled by your employer)

What Face Data Does the App Collect?

If your employer has enabled facial recognition functionality for attendance verification, the app may collect face data in the form of facial images or facial feature templates extracted from these images. This data is typically collected at the time you clock in or out to confirm your identity.

Reasons for Storing Face Data

The collected face data is used solely for verifying that the individual clocking in or out is the authorized employee. This ensures accurate attendance records and prevents fraudulent check-ins.

Face Data Sharing and Storage

• Sharing: We do not sell, trade, or rent your face data to any third parties. Face data may be shared with trusted service providers who assist in app hosting and data processing. These providers are contractually obligated to protect your information. Your employer’s HR department may access face data only for the purpose of verifying attendance.
• Storage: Face data is stored on secure servers located in compliant data centers. These servers implement encryption, access controls, and other security measures to protect your data.

Length of Time Face Data is Stored

Face data is retained only for as long as necessary to facilitate attendance verification processes. The retention period is determined by your employer’s policies and applicable legal requirements. After the data is no longer needed for identity verification, it will be securely deleted or anonymized. Under no circumstances is face data stored indefinitely.

How We Use Your Information

The information we collect is used for the following purposes:

• Attendance Tracking: To accurately log your working hours, clock-in and clock-out times, and leave applications. This may include verifying your identity through face data if enabled by your employer.
• Profile Management: To allow you to view and update your employee profile data, such as contact information or employment details.
• Leave Management: To enable you to apply for leave, track the status of your applications, and review your leave history.
• Communication: To send important notifications, such as updates on leave applications, attendance records, or app-related changes.
• Location Verification: To verify attendance and ensure that employees clock in/out at appropriate locations (if enabled by your employer).
• Analytics and Improvements: To improve app performance and user experience based on usage patterns.

Sharing Your Information

We do not sell, trade, or rent your personal information, including face data, to third parties. However, we may share your information with:

1. Your Employer: Thrive HRMIS App shares relevant attendance and leave management information with your employer’s HR department. If facial recognition is used, your employer may review face data for attendance verification.
2. Service Providers: Trusted third-party service providers who assist in app development, hosting, or data processing. These providers are contractually obligated to protect your information.
3. Legal Requirements: We may disclose your information if required by law or in response to a valid legal process, such as a court order, subpoena, or government investigation.

Data Security

We take the security of your personal information seriously. Measures to protect your data, including face data, include:

• Encryption of data during transmission and storage.
• Secure server environments with access controls.
• Regular audits and monitoring to prevent unauthorized access or disclosure.

While we strive to use industry-standard methods, no method of data transmission or storage is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your personal data, including face data, only for as long as necessary to fulfill the purposes for which it was collected, including legal and operational requirements. Once your data is no longer needed, it will be securely deleted or anonymized.

Your Privacy Rights

Depending on your location and applicable data protection laws, you may have the following rights regarding your personal data:

• Access: You can request access to the personal information we hold about you.
• Correction: You can request that we correct any inaccuracies in your personal data.
• Deletion: You can request the deletion of your personal data under certain conditions.
• Restriction: You can request that we restrict the processing of your data under specific circumstances.
• Objection: You may object to the processing of your personal data for certain purposes.
• Data Portability: You may request a copy of your data in a portable format.

To exercise these rights, please contact us via info@blumeafrica.co.ke.

Third-Party Links

Thrive HRMIS App may contain links to third-party websites. We are not responsible for the privacy practices of these websites. Please review their privacy policies before submitting any personal information.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy from time to time. If we make any significant changes, we will notify you through the app or by email. Please review this policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at:

Email: info@blumeafrica.co.ke
Address: Ambassador Court, D5, Jakaya Kikwete Road, Milimani

By using Thrive HRMIS App, you acknowledge that you have read, understood, and agreed to this Privacy Policy.