This Privacy Policy describes – how we collect, use, share, and protect your data – when you visit our websites, applications, and related services (collectively, the “Services”).
This Privacy Policy covers:
- Employers and administrators utilizing WorkSympl for staff and attendance tracking
- Employees, staff members, and contractors whose details are handled through WorkSympl
- Guests to our site and users of our desktop or mobile applications
By accessing our Services, you acknowledge the terms of this Privacy Policy.
1. Information We Collect
We gather various types of information based on how you use WorkSympl:
a. Personal Information
Gathered when registering, onboarded, or setting up an account.
- Name – For user identification and personalization on the platform.
- Email address – For login, account communication, and notification.
- Phone number – Can be utilized for account recovery, verification, or notification.
- Job title and department – Assists in organizing organizational hierarchies within your organization.
- Employer/organization affiliation – Links your profile to the correct entity.
- User login credentials – Secure access and authentication.
b. Attendance & Workforce Data
Gathered automatically or through employer input to control workforce activities.
- Clock-in/clock-out information – Monitors working hours, attendance, and time adherence.
- Work schedules and activity logs – Facilitates workforce planning and productivity monitoring.
- Geolocation and IP address – Provides location-based attendance and login tracking.
- Time zone, device information, and activity tracking – Applied to synchronize user activity and identify anomalies.
- Facial photos – In selfie-based attendance or facial recognition.
- Identity portraits – For authenticating presence and avoiding proxy attendance.
Reminder: Biometric information is gathered solely with your full consent and processed in line with the relevant laws.
d. Technical and Device Data
Gathered to help us perform on the platform and resolve issues.
- IP address and browser type – Applied for security logging and access history.
- Device operating system and device type – Assists us in enhancing application compatibility.
- Crash reports, performance statistics, and app usage statistics – Used to identify bugs and enhance features.
e. Communications
Gathered when you contact our team or offer feedback.
- Support requests and messages – Allows our support team to help you.
- Feedback or survey answers – Assists us in enhancing features and user experience.
2. How We Use Your Information
We process your information to:
- Create and administer user accounts
- Monitor attendance, work hours, and productivity
- Verify user logins and access
- Provide, operate, and maintain our Services
- Send communications and updates related to our Services
- Meet legal and regulatory requirements
- Prevent fraud and abuse of the platform
3. Legal Grounds for Processing
We use the following legal bases to process your information:
- Consent – for biometric information and voluntary features
- Performance of a contract – to deliver the Services to you or your employer
- Legal obligation – to satisfy labor, tax, and regulatory legislation
- Legitimate interest – to enhance functionality, maintain security, and facilitate business operations
4. Data Sharing & Disclosure
We do not sell your personal information. We may, however, disclose your data to:
a. Authorized Third Parties
- Cloud hosting services – To securely store and process your data.
- Analytics providers – For tracking usage patterns and enhancing performance.
- Communication and customer support tools – To help facilitate helpdesk or email communications.
b. Employer or Organization Administrators
Your employer can retrieve your attendance records, work logs, and associated data to control workforce activity.
c. Legal Authorities
We can disclose information to be compliant with current laws, government inquiries, legal proceedings, or enforceable requests.
d. Business Transfers
Upon a merger, acquisition, or restructuring, personal data can be transferred to the acquirer.
5. International Data Transfers
Your data can be transferred and processed outside your country. When we do, we put the proper safeguards in place, including:
- Standard Contractual Clauses (SCCs)
- Binding Corporate Rules (BCRs)
- Compliance with local regulations like GDPR
6. Data Retention
We keep your data only as long as it’s necessary:
- To deliver the Services
- To meet legal, tax, or contractual requirements
- To settle disputes and enforce agreements
After that, the data is safely deleted or anonymized.
7. Your Rights
In your country, you might be entitled to:
- Access your data – See details we have on you.
- Correct or update your data – Rectify errors or change old information.
- Delete your data – Ask us to erase it forever, where allowed by law.
- Object to or restrict processing – Say no to using, for instance, some data.
- Receive your data – Have a copy in a usable, portable format.
- Withdraw consent – Stop optional data collection, e.g., biometrics.
To enforce any of these rights, write to us at: support@worksympl.com
8. Data Security
We use suitable technical and organizational measures to ensure your data is protected –
- End-to-end encryption
- Secure cloud infrastructure
- Role-based access controls
- Routine security audits and vulnerability assessments
No system is 100% secure – so we recommend users to follow good security practices.
9. Children’s Privacy
WorkSympl is not intended for users under the age of 18. We do not knowingly collect personal information from children without verified parental consent.
10. Changes to This Privacy Policy
We can change this policy periodically. When we do, we will update the “current” date above. Substantial changes will be delivered to you via email or in-app notifications.
11. Contact Us
If you have a question or a request about this policy or your personal information, contact us at:
Email: support@worksympl.com